FocusTech Insider July 2024 – Technologist

Picture this: It’s a typical Wednesday evening, and your employee Jane is heading home after a productive day at the office. She’s balancing her coffee cup, a shopping bag, and her work-issued laptop as she steps onto the train. It’s only when she gets home that she realises, with a sinking feeling, that her laptop is nowhere to be found. Is it still on the train, maybe?

And then panic sets in as she remembers all the sensitive data stored on that device.

This scenario is a nightmare, but it doesn’t have to turn into a full-blown crisis. Having a solid plan in place can mitigate the risks associated with a lost or stolen work device.

Here’s what you should do if you or one of your team members finds yourself in Jane’s situation:

First and foremost, create an environment where employees feel comfortable reporting a lost or stolen device immediately. Jane needs to know that the sooner she informs the company, the better. Emphasise that there will be no blame or punishment – what matters most is safeguarding the data.

Ensure that all work-issued devices have remote wiping capabilities. This is your first line of defence. When Jane reports her laptop missing, your IT team should be able to remotely wipe the device, erasing all data to prevent unauthorised access.

Before a device is lost, proactive measures can make a world of difference. Make sure all company devices are encrypted. Encryption converts data into code to prevent unauthorised access. Even if someone gets hold of Jane’s laptop, encrypted data remains inaccessible without the proper decryption key. Most modern operating systems offer robust encryption options. 

Always enforce strong password policies. Jane’s laptop should have a complex password and, ideally, two-factor authentication (2FA). This adds an extra layer of security, making it harder for anyone to access the data if they bypass the initial password protection. 

Regular training is vital. Employees should understand the importance of device security and the steps to take if a device is lost or stolen. Conduct workshops and send reminders about security protocols. The more informed Jane is, the quicker and more effectively she can respond to the loss. 

Why are these steps so crucial? If Jane’s laptop falls into the wrong hands, the consequences can be severe. Unauthorised access to customer files can lead to identity theft and loss of client trust. Exposure of financial data could result in significant loss and legal consequences. Proprietary information could be stolen and sold. It’s a nightmare. 

By implementing these strategies, you can sleep easier knowing that your company’s data remains secure, even if a device goes missing. It becomes a minor annoyance not a disaster.