PROTECTING DIGITAL ASSETS WHEN YOUR WORKFORCE IS MOBILE

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SECURE SENSITIVE DATA AND PRIVATE INFORMATION BY ADOPTING A ROCK-SOLID ACCEPTABLE USE POLICY WHEN IMPLEMENTING FIELD SERVICE MOBILITY SOLUTIONS WITHIN YOUR COMPANY

When setting your employees up with a Field Service Mobility application, inevitably the conversation turns to the use of the device on which the application is being installed, as well as concerns around privacy and security of sensitive information. Establishing a strong Acceptable Use policy upfront should put your worries to rest, and also contribute to the success of your Field Service Mobility strategy. 

Did you know… Just one unsecured device on your company network can open your entire business up to attacks. 

What Is An Acceptable Use Policy?

There are more remote and part-time workers in the workforce today, which means employers are increasingly seeking technology that can accommodate their off-site staff, including cloud computing and Field Service Mobility solutions. By their nature, these solutions take some (or even all) of the control out of the hands of the company, so it’s important to set forth guidelines that dictate what is and isn’t allowed when it comes to company information, company time, and device use. As much as your policy needs to consider protecting your business, it must also make accommodations for your employees’ digital expectations. 

Your Acceptable Use policy will define what your company deems appropriate for end-users to do with the technology provided, as well as offering an explanation as to why these rules are important. 

Writing Your Acceptable Use Policy

Your business is unique and your expectations around what employees can do with their mobile devices will be unique as well. Ask yourself: What are employees using their mobile devices for? What are the goals of our company in installing a Field Service Mobility solution on a personally owned or company-owned, personally-enabled (COPE) device? 

With your answers in mind, you can start to draft an acceptable use policy that is tailored to your specific company. As a general rule of thumb, you should take these factors into consideration: 

  1. Define “Acceptable Use”: What is acceptable, and what isn’t when it comes to their devices (i.e. websites that can be visited and apps that can be downloaded vs. those which cannot), and a clear explanation about what organizational data is allowed on mobile devices, how that data is transmitted, and what is stored.
  2. Consider Employee Turnover: What happens when an employee leaves? Include information on the expectation that the employee removes any and all data related to the company from their device before they go. Alternatively, your app should take this into consideration at the beginning, and not store private and sensitive information remotely. 
  3. Expect The BYOD Landscape To Change: The future is unpredictable, and technological advancements are happening at an unprecedented rate. Make sure to revisit your policy regularly to ensure you’re staying up-to-date with the current trend
  4. Consider the Consequences Of Violations: Smartphones are versatile tech, and employees will want to download other applications to their devices. Some of these applications may pose a risk to your data and security, or just employee productivity. Your acceptable use policy needs to outline what types of apps or programs are considered inappropriate, and the consequences if caught in violation of the policy. 

When data governance and security are a concern, you can take your control one step further with a Field Service Mobility solution like Wooden Horse Software – all sensitive data is routed through our application, with nothing stored in the app. This gives you, your employees, and your customers’ peace of mind that their valuable information is being safeguarded.