Personal technology or personal devices have become an integral part of our daily lives, including the workplace. While the use of personal devices for work can enhance productivity and flexibility, these devices also come with risks. To mitigate security risks and safeguard sensitive data, businesses need to establish comprehensive Human Resources policies.
The successful implementation of these policies requires a multifaceted plan with a focus on education, security and accountability. Organizations should also consider working with a third-party for additional support.
Educating Employees
Digital literacy is essential to preventing data breaches and security incidents, so organizations must educate staff on best practices and company policies. Educating employees on managing passwords, identifying phishing attempts and using secure Wi-Fi connections is a great start. Even after employees are trained, they need continuing education and reminders on how to keep their devices secure.
An Acceptable Use Policy is a vital addition to the HR policy. An AUP outlines what personal technology is allowed in the workplace and under what circumstances. This provides clear guidelines on the appropriate use of personal devices. An effective AUP will address issues like downloading unauthorized software, visiting potentially harmful websites or engaging in activities that may compromise security.
Improving Security
Password requirements for employees can provide an added layer of security on their personal devices. HR policies can require employees to set a password on all devices they use for work. It is also crucial to outline the criteria for required passwords, such as character length and type and mandated periodic password changes. Password management protocols will help protect the integrity of sensitive information and restrict unauthorized access to company files.
To ensure company information is always safe, organizations should consider establishing remote wipe and device management policies. In the event of a stolen or lost device, these protocols allow the company to remotely erase the device’s data and prevent unauthorized access. For even better oversight of employee devices, companies can invest in mobile device management solutions to ensure employees adhere to security standards.
Enforcing Accountability
Employees should be held accountable for the handling of their personal devices according to HR policy from onboarding to exit interview. When staff leave their positions, HR needs clear procedures in place for securing information. This includes revoking access to company systems and ensuring employees do not retain sensitive information on their personal devices.
Engaging a Third Party
As HR teams navigate personal technology policies, they may also wish to consider enlisting third-party assistance, such as an information security consultant or a Professional Employer Organization. Third parties can provide best-in-class recommendations and resources as well as objectively assess an organization’s existing technology risk management strategy.
Third-party organizations can also stress-test an organization’s security infrastructure. For example, a phishing attack simulation tests employees’ ability to identify and respond to an attempted phishing attack. These drills can help leaders assess where employees stand on technology awareness and identify opportunities for further learning.
By implementing HR policies that promote employee education, device security and data protection, organizations can turn personal technology into an asset without compromising data security or risking data breaches. HR staff play a pivotal role in risk management of personal technology, as they set the framework for safe and responsible technology usage in the workplace.
Don Alix is a district manager with Insperity, a leading provider of human resources offering the most comprehensive suite of scalable HR solutions available in the marketplace.
