Securing Sensitive Data: A Mobile Device Policy for Your Small Business (or Law Firm)

The news is full of stories about data breaches and cyberattacks. It’s easy to think these threats only target large corporations, but small businesses, especially those dealing with sensitive information like law firms, are equally vulnerable. And increasingly, the weak link isn’t outdated software, but employee mobile devices.

Think about it: your employees likely use their smartphones or tablets for work – checking emails, accessing client files, even communicating with clients. While convenient, this access opens a door for potential data leaks, especially if devices are lost, stolen, or compromised.

Remember the recent story about the man with frostbite on the run from the RCMP? Imagine if he had stolen a phone containing sensitive client data from a law firm. The consequences could be disastrous.

Don’t wait for a security breach to happen. Here’s how to create a robust mobile device policy to protect your business:

1. Start with a Clear Policy Document

A written mobile device policy is your first line of defense. It outlines the rules and expectations for employees using personal devices for work. This document should be:

• Clear and concise: Avoid technical jargon and legalistic language. Use plain English everyone can understand.
• Comprehensive: Cover all aspects of mobile device use, from accessing work emails to downloading apps and connecting to public Wi-Fi.
• Accessible: Store the policy in a central location where employees can easily access and review it, such as your company intranet or shared drive.

2. Implement Strong Passwords and Multi-Factor Authentication

This is Cybersecurity 101, yet it’s surprising how many people neglect this simple step. Mandate strong, unique passwords for all devices and work-related apps. Encourage using a password manager to keep track of them.

Take it a step further with multi-factor authentication (MFA). MFA adds an extra layer of security by requiring users to provide two or more forms of verification, like a password and a unique code sent to their phone. This makes it significantly harder for unauthorized individuals to access sensitive data, even if they have the password.

3. Encrypt Everything

Encryption scrambles data, making it unreadable without a decryption key. This is crucial for protecting sensitive information stored on mobile devices. Ensure all devices have encryption enabled by default. For particularly sensitive data, consider using a separate, encrypted app or container.

4. Control App Downloads and Permissions

Not all apps are created equal. Some may pose security risks or be unnecessary for work purposes. Your policy should clearly define which apps are permitted and which are prohibited on work devices.

Pay close attention to app permissions. Does a simple note-taking app really need access to your device’s location and microphone? Limit app permissions to the bare minimum required for functionality.

5. Secure Your Wi-Fi Network and Public Wi-Fi Usage

Your office Wi-Fi network should be secure, with a strong password and updated firewall. Encourage employees to avoid connecting to public Wi-Fi networks whenever possible. If they must, advise them to use a VPN (Virtual Private Network) to encrypt their internet traffic and protect their data.

6. Establish a Clear Device Loss or Theft Protocol

What happens if an employee loses their phone or it gets stolen? Having a clear protocol in place can mitigate potential damage. This should include:

• Immediately reporting the incident to a designated person within the company.
• Remotely wiping the device to erase sensitive data.
• Changing passwords for all work-related accounts accessed on the device.

7. Regularly Back Up Data

Data loss can occur for various reasons, not just theft. Regular backups are essential for ensuring business continuity. Encourage employees to back up important data regularly, either to a secure cloud storage service or a company-provided external hard drive.

8. Train Your Employees

Your mobile device policy is only as strong as your employees’ adherence to it. Provide regular training sessions to educate them about the importance of mobile device security, the details of your policy, and best practices for keeping data safe.

Make the training engaging and relevant. Use real-world examples, like the man with frostbite, to illustrate the potential consequences of data breaches. Encourage employees to ask questions and voice concerns.

9. Review and Update Regularly

The world of mobile technology is constantly evolving, and so are the security threats. Your mobile device policy should not be a static document. Review and update it regularly to reflect the latest security best practices and address any new challenges.

Remember, securing business data on employee mobile devices is not a one-time task, but an ongoing process. By implementing a comprehensive mobile device policy and fostering a culture of security awareness, you can significantly reduce the risk of data breaches and protect your business, your clients, and your reputation.