We live and work in a mobile world, and mobile access is increasingly critical to business communications and workflows. Whether your employees use a laptop computer, mobile phone, tablet, or portable drive, a few well-executed, thoughtful policies can provide some assurance for your employees and your company.
Consider the following rules when crafting your mobile device policy.
● Devices must be password-protected. Employees may object to the inconvenience of having to unlock their device, but this is a must-have rule. Note that swipe patterns and facial recognition are less secure than a strong password.
● Stored data must be encrypted. Strong encryption—typically 128-bit Advanced Encryption Standard (AES)—is a necessity to protect data on all mobile devices. Talk to your IT professionals specifically about encryption when developing your policy.
● Users must use encrypted network connections. In other words, make sure your staff doesn’t use free Wi-Fi connections! Options vary, but approved connections usually include SSL for Virtual Private Network (VPN) connections, or WPA2 for Wireless Local Area Network (WLAN) connections.
● Mobile devices must be stored securely. Physical theft is as much of a risk as data-only theft, so make sure to stress that mobile devices shouldn’t be left unattended to your staff.
● Lost or stolen mobile devices must be reported to the company within 24 hours. Increased exposure time means increased risk. Make sure your team knows to notify you when devices are lost, so you can take action quickly.
● Devices must have remote data wiping enabled. If it’s not possible to recover a lost device, the only way to protect company data is to remove it completely.
● No texting or emailing while driving. No business communication is worth the life of your employee, or that of another driver or passenger. Stress responsible texting in your mobile policy. As the saying goes, it can wait.
● Noncompliance has consequences. Make sure employees know that repercussions associated with violating internal data sharing rules also apply to mobile data. Accidental exposures of non-sensitive data may warrant a simple written warning, while intentional data theft or exposure may call for termination.
Embracing mobile technology is vital to competing in today’s economy. With a few smart device rules and staff training, your company can thrive in the mobile world. Call Infomax Office Systems to optimize your mobile device strategy today.