Bring your own device (BYOD) is no longer a fad that business leaders can choose to ignore. In fact, in some of the largest global organizations it’s become a staple of their internal policies, allowing employees to bring their personal devices to work in order to streamline the onboarding process and improve productivity.
Some brands are fully embracing the BYOD ecosystem, encouraging staff to use their own devices in their day-to-day schedules. Aside from the obvious benefits for employees, it also means reduced costs for organizations and an environment that produces more relaxed, confident workers.
But BYOD isn’t without its drawbacks. With a variety of different devices – and often different operating systems – within any one department, the IT team runs the risk of becoming overwhelmed by conflicting technologies, leading to delays and longer fixes for technical issues. And while choose your own device (CYOD) treads a fine line between traditional device management and BYOD, it doesn’t solve the problem of security.
That’s a critical factor, because when an organization is attempting to manage dozens of different devices and their sensitive material without a comprehensive BYOD policy in place, there’s a very real threat of compromise.
A solution demands more than just legal documentation outlining when and how personal devices can be used. That’s why for a fully secure BYOD environment that protects employee devices – and the organization itself – there are five essential steps:
Policy: A BYOD handbook is necessary for any business that wants to allow personal devices to access company data – even a single device. Without one, employees will simply do what they always do, and while many will understand the threat of security risks, a BYOD policy will outline all the rules around usage and data sharing. Make sure to keep it updated every six months or annually to account for new technologies and work practices.
2FA: For any employee who wants to access sensitive company data, two-factor authentication (2FA) should be required. It reduces the chance of external hacking that could compromise a personal account and, subsequently, open up access to the company network.
Education: Keep all staff knowledgeable about the latest security threats and how BYOD must be managed. Start with onboarding on their first day (or the first day the BYOD policy is implemented) and encourage regular team meetings that provide refresher courses and updates about new threats.
Password protection: All employees must secure their personal devices with a password-protected screen lock at all times. This eliminates the chance of others (whether they are a fellow employee or otherwise) from gaining access to their device without their knowledge.
MDM: Mobile device management (MDM) software should be a requirement for any employee who wants to bring their own device to work. This means if it’s lost or stolen, the IT department can control permissions. Furthermore, they can reset the device to its factory settings or wipe the entire drive if necessary – all from a remote location.
Security is at the heart of everything Canon does. That’s why we’re focused on developing and deploying hardware and software solutions to help organizations protect their data, their staff, and their reputation.
Our office security solutions, for example, are designed for the modern workplace. We understand that businesses have a growing need for fully networked print and scan solutions, but those new devices come with their own security risks. Canon software can mitigate this risk by encrypting print job data and anonymizing file names, by requiring authentication for job requests, and by creating QR barcodes on all printed documents so they can be traced for added peace of mind.
uniFLOW is one workplace solution from Canon that simplifies all your print, scan and device management needs. Not only does it streamline activities and assist in greater productivity company-wide, but its secure scan functionality – where it prevents unauthorized use of workplace devices – safeguards your sensitive and business-critical data.
In a hyperconnected digital world where employees demand to bring their own devices to work, you need the right solutions in place to protect your organization.