Out of the Office Workstyles and Security Awareness
Going to work for some may mean no more than going to their living room, working in a hotel, remotely on the job, or from a temporary space. Employees need to understand the liability that they possess with this advancement and expansion in the meaning of “workplace”.
Business professionals working from home may sound like an easy solution, but just like any advancement in the workplace, policy is needed in order to keep your company safe. According to a recent study of over 1,000 IT and business professionals, about 69 percent of those accessed files from their smartphones accessed files from smartphones, 66 percent worked from home, and 52 used some sort of public file sharing service. This means that more and more of your business’ information is at risk of being stolen if the proper security is not in order.
Offensive maneuvers like dual-factor authentication and mobile device management are typical and practically necessary strategies that should in place by your company. Though, overlooking defensive maneuvers, such as training employees on proper security policy and making sure they know the difference between safe and unsafe situations, is critical.
The employees that work from anywhere need training on safe practices with their devices, such as knowledge of what kinds of networks are safe, how to reach the company network, and how to access their files properly. Investing time and energy into this kind of defense can strengthen your business and your employees as a whole against data breeches and potential theft.
Working from anywhere:
No matter where a worker begins or ends their work day, being able to access information from a local coffee shop, hotel room, public transportation or airport is important. How workers connect to their information will usually require them to use a non-workplace network or server.
These servers or networks typically are open to anyone who wishes to use them. These networks are regarded as “free wifi” or “WiFi Hotspots”, and are located in many places like airports, transit, and even your local McDonalds. Many “WiFi Hotspots” will also require a password to access the server. Having a password, although creates the illusion of safety, does not mean the connection is safe. The reason for this is that the password is typically given out, for example, at the front desk of a hotel for anyone in the hotel to use. Since anyone can access that network, usually means that the service is not as secure as you may think, since that anyone using the same connection as you is able to easily gain access to your information using the network. It’s the same concept as wire tapping a phone system, as long as its all on the same line, anyone can know what you are doing.
One solution to the security issue faced with “free wifi” is using what is called SSL. SSL is a term that describes the type of website that is being used. SSL is usually indicated by the use of the prefix “https” before the website title. If SSL is not available for that website, then it is best to not use that website on “free wifi” access ports, since not SSL websites are less secure. This is especially important for using any website which a worker may be sharing, downloading, uploading, emailing, or looking at company information.
Working in the home
Another place that employees will typically work if they are not working in an office is at home. While there is less of a risk of using publicly accessible WiFi Networks or misplacing technology, risks are still applicable. Intellectual property and personal identifiable information or other sensitive data can still be obtained or deleted by hackers or family/friends and end up losing the business money, losing sensitive information about clients, or cost the employee their job.
Since working from home still posses risks, employees should not bringing any sensitive information home. Though, this is an unrealistic expectation. When working from home, it is safe to assume that many employees will need to access that sensitive information, so the importance of having the right tools in place to be able to handle that information safely is paramount.
Whether your employees are working in the office or working at home, the way they share information is important. Explaining the risks of file sharing on outsourced or unapproved apps or websites such as dropbox or through email to your employees can cut down on potential loss. Having an in-house, secure, and easy to use application through your own business is the safest option for employees to share information with one another. This is possible through VPNs or secured shared drives, and should be used for the maximum safety, especially those working from home.
Working from home also poses other risks. Depending on the employee, home could mean a small apartment with a cat, or a large house with a spouse, extended family, children, pets, and the occasional visit from friends or extended family. By teaching your employees how to be safe on their networks and computers, they will need to teach their household the importance of safe computing practices. This is especially important if the computer that the employee uses is a shared computer within the household, since if for example, a child could download something with malware on it, that then increases the risk of that malware being shared through a data file with the company network.
The most dangerous part of working from home or anywhere else is the delayed notice. Often the employee or company will know something is wrong too late for any theft efforts to be reversed. If caution is not used when opening emails, downloading anything, or leaving information/devices out in the open can be hazardous to everyone – except those who steal the coveted information.
Caution: Change ahead
Working anywhere that is not the office can have consequences in the form of security. Working on the road or at home is not inherently dangerous, but not knowing the risks, and how to avoid them, can be. Leaving laptops lie around at conferences, in hotel rooms, or on public transit could let information get into the wrong hands. Locking up physically or through the use of software, concealing devices, as well as being aware of free for all wifi networks can make the public environment a good place to work.
Employees that wish to, or need to work in these types of environments need to be aware of their surroundings at all times and create a work routine focused around safety when it comes to their technology. The changing work environment seems to put more and more employees working at places other than in an office, so giving the training and making employees aware of the risks and benefits of working outside the office will protect their work and time as well as your efforts as a company.
The bottom line: If growing your business, while protecting your security and controlling costs, is on your mind, it’s time to talk with Stratix Systems.
About Stratix Systems
With offices in Reading, Lehigh Valley, Philadelphia and Central and Northern New Jersey, Stratix Systems is one of the region’s leading technology solutions partners —with the people, resources and experience to deliver the IT, content/document management and imaging support you need: where, when and how you need it. In fact, very few providers in the region can match the vast array of total business solutions and responsive service available from Stratix Systems. It’s no wonder why we are the partner-of-choice for over 4,500 organizations throughout Eastern Pennsylvania and New Jersey.
Have a question? Get an answer. Our experienced systems experts would be happy to answer your questions, help you explore your options and develop a customized plan for you. Learn more at www.stratixsystems.com or call us toll-free 1-800-444-2943.