Corporate employees today use a variety of mobile devices, from laptops and netbooks to tablets and smartphones. It’s an important trend for enterprise IT, because it creates a number of management and integration challenges. Different devices impose different security, application support, and user management challenges – and the number of devices entering the workplace is only going to continue growing
In part, this mobile device explosion is driven by influential end users who bring in their own devices and then ask IT to “make it work.” Yet it’s important to realize that these devices often serve unique and important business needs, even if your IT organization doesn’t always sanction (or even know about) their use.
Fortunately, the technology exists to manage multiple devices using a single solution with a single interface. While these solutions may not provide the same depth of functionality as a tool like BlackBerry Enterprise Server, they do offer a growing range of management and security features – and they allow you to manage multiple platforms while still giving users a great deal of choice and control. It’s still important, however, to set limits and make it clear which devices are not certified or supported.
More generally, here are some issues to consider when picking mobile management tools and setting appropriate policies. These aren’t always a question of picking the right technology; some of them are more people and process issues than technical ones:
Security Practices. Remember those old cartoons about office workers shouting user IDs and passwords over partition walls to other office workers so they can log onto the system? This still happens in the office—and it also happens on mobile devices. The difference is that mobile technology, by definition, is often used outside the traditional office environment, making it more vulnerable to external security threats. In many cases, the best mobile security “tool” isn’t an application; it’s a solid end-user training and security awareness program.
Data Protection. Today’s mobile devices are a treasure trove of sensitive business data. Make sure that officially supported devices support robust data-encryption features and the tools to manage encrypted data remotely. Also make it clear that storing business data on unapproved devices is a very serious policy violation.
Equipment Service and Support. Inevitably, mobile devices take a beating whether they’re used at the office or on the road. Your IT department may take responsibility for software problems, but hardware issues are another matter. When you’re deciding which devices to support, take the availability of authorized repair and service centers into account. And if you’re reimbursing employees for devices they purchase, consider requiring them to buy an extended support contract or warranty.
Lost and Stolen Devices. Nearly 700,000 laptops alone are lost or stolen annually in U.S. airports alone. As a result, it’s essential to have the tools and policies in place to deal with lost or stolen devices. Many IT departments now use network software that gives them the ability to locate a lost device, lock it down, and wipe its storage remotely. You may never get the actual physical device back, but at least the new “owner” won’t gain access to your data. And with some GPS-based tracking tools, your IT organization might even be able to find and recover lost or stolen devices no matter where they are taken.
Other Policies. Do you allow smartphones and/or cell phones with cameras in the workplace? Be aware that different devices, with different capabilities, can present some policy-making challenges. Companies that ban camera-enabled phones for security reasons, for example, may have to apply the same restrictions to tablets and even to certain laptop computers. And whether a device supports cellular or Wi-Fi connectivity can have implications for your network security policies. Be aware of how each device’s “form, fit, and function” affect your business, and set your policies accordingly.
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