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John Livingston, Absolute Software Corp: Strategies for protecting company hardware and information in the age of workplace flexibility

February 2008 by John Livingston, Chairman and CEO, Absolute Software Corp

The workplace is changing as a new generation of employees enter the workforce with expectations of flexible work time, blurring the line between traditional work and personal time. This shift challenges IT departments to protect customer information and computer hardware that is increasingly out of the office. For smaller companies where the boss may also be the customer service department with responsibility for accounting and sales, working from home may already be the norm. Such workplace flexibility introduces new threats: music sharing software exposes company networks and hinders productivity while stolen devices such as laptops often contain customer or company information that is both valuable and potentially damaging should it end up in the wrong hands.

John Livingston, Chairman and CEO, Absolute Software Corp

How then, can small and medium-sized enterprises harness the advantages of flexible workplaces while protecting their networks, computer hardware and employee productivity? The answer is two-fold: a diligent company security policy and a multi-layered approach to managing computer assets and the information on them.

How serious is the issue?

It is no surprise to learn that there has been a stark increase in the number of companies who have reported an increase in the number of laptops that have been stolen over recent years. Incredibly, many security incidents, including thefts of laptops involve insiders – those who often have the necessary access, passwords and keys to bypass traditional theft-prevention measures.

Laying down the law: Company policy

Whether you are a small business owner or an IT manager in a corporate environment, the first step in protecting your company from data theft and malicious software is determining which files or systems are important and acknowledging that they need protecting. Next, agree on a code of conduct for the use of company equipment and information. The most essential components of this should include:

• Identification of information that strictly cannot leave the company premises.
• Agreement on software or hardware products that are not permitted for use on company equipment.
• Educating employees on company policies and security measures to ensure their buy-in.

Having set appropriate policies in place, the next challenge is ensuring that the policy is enforced by highlighting common-sense and taking advantage of readily available technology.

A Multilayered approach to protection

With the proliferation of online chat, dating and music sharing software and increases in laptop theft, no single security measure will provide adequate protection for sensitive company information and expensive hardware. For this reason, companies should take a multilayered approach that incorporates physical deterrents, robust IT asset management and post-theft security that includes laptop recovery and remote data deletion capabilities.

Best practices for protecting your mobile data

Below are five tips for proactive management of mobile computers and the sensitive information they contain:

1. Physical theft protection. Physical deterrents and common sense can provide a valuable first line of defence in the protection of company laptops. Keep laptops inconspicuous while they are out of the office by covering them when in cars, locking them out of sight and avoiding carrying them in tell-tale laptop bags. Take advantage of physical deterrents such as locks at home and in the office, which can slow or deter thieves but, like car door locks, shouldn’t be relied on to prevent all computer thefts.

2. High technology data protection. Ensure that anti-virus software and firewalls are up-to-date and on the latest version. Other common software products such as Microsoft Office should be also updated and patched to reduce security holes.

3. Accurate asset management. Knowing where all your computers are, what is installed on them and who is using them is a powerful security measure but a challenge to accomplish. Look for computer asset management software and services that allow IT managers to track laptops regardless of location. Other key features include the ability to detect missing computer parts and the installation of prohibited software. The best asset management products also provide remote data deletion of company information at the end of a laptop’s useful life.

4. Back-up critical information. No security precaution can provide a 100 % guarantee that laptops containing company information will not fall into the wrong hands. Regularly back-up critical information to minimise the loss to the organisation in the event that a laptop goes missing.

5. Post-theft plans. Consider what would happen if a laptop containing sensitive data was stolen and imagine a criminal scrolling though it wondering what value they can derive from it. Post-theft tracking and recovery software products are now a reality for businesses of all sizes. These products can help recover lost hardware, and remotely delete sensitive data – helping to protect company information while reducing costs associated with missing laptops.

An organisation’s mobile computer population is worth far more than the cost of the laptops. Mobile access to information should be considered a strategic advantage for an organisation – not a potential liability. With thoughtful planning, education and the assistance of new security technologies, companies can safely exploit the enhanced flexibility and productivity afforded by working outside the office.


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