Yesterday we looked at the many compelling legal reasons for adopting a portable electronic devices security policy at your organization, and we listed some important points to cover. Today we look at some other elements and considerations in drafting such a policy.
- Virus protection. Require the installation and updating of antivirus software on portable devices.
- Spyware protection. Require the installation and updating of antispyware software on portable electronic devices.
- Firewalls. Require the installation and updating of fire wall software on portable electronic devices.
- Remote tracking. When feasible install remote tracking capabilities on the portable electronic device. For example, when a laptop accesses the Internet, it is possible to track its location.
- Transportation. Establish security standards when portable devices are being transported in vehicles, trains, airplanes, etc. For example, require that laptops be carried in a discreet bag and not a bag that is readily identifiable as containing a laptop. Stricter standards may be applied to travel outside a state or outside the country.
How does your portable electronic devices security policy stack up? Do you even have one? If not, don’t fret. We do, and it’s already written and ready to use, along with every other safety policy you’re likely to need, in BLR’s Essential Safety Policies. Examine it at no cost and with no obligation to purchase. Find out more.
- Disabling security. Instruct employees not to disable any of the security measures used to protect confidential data on portable devices.
- Erasing. Require secure erasing of confidential data contained on a portable device.
- Discarding. Securely delete or destroy data on personal devices when they are discarded and then securely destroy the device, e.g., overwrite data or erase data.
- Personal devices. Ban the use of personal recording devices, e.g., thumb drives, iPods, or camera phones, to maintain confidential records.
- Employee agreements. Require employees with access to portable devices containing confidential records to sign confidentiality agreements and portable devices usage agreements.
- Inventory. Inventory all portable devices which contain confidential records, e.g., lap tops, wireless devices, removable disk drives, memory cards, or PDAs.
- Discipline. Identify the disciplinary action that may be taken for violations of the policy.
Essential Safety Policies suggests you also consider the following:
- Training. Train employees to recognize and report possible security breaches.
- Testing. Consider using contractors to monitor, test, and assess security of portable security devices, e.g., “friendly” external hacking.
- Industry standards. Conform to changing industry and government standards for security of confidential records on portable electronic devices.
- Biometrics. Consider the use of biometrics, such as fingerprint readers, to protect confidential information on portable devices such as laptops.
If you don’t want to craft your own portable electronic devices security policy, Essential Safety Policies provides you with three versions—strict, standard, and progressive—from which to choose. Each is ready to use “as is” or can be easily customized for your operation.
And that’s the beauty of Essential Safety Policies—you don’t have to create policies from scratch when there already is one (or more), right on point, that has been written for you. The portable electronic devices security policy is just one of dozens of policies included. Taken together, they provide the makings of a ready-to-modify or use-as-is safety handbook for all your workers. The legally compiled and reviewed policies are grouped into three major areas:
- Safety. Includes policies on PPE use, drugs and alcohol as detailed above, hazard communication, work rules, weather, fire and other emergencies, fitness for duty, and disciplinary procedures
- Health. Includes communicable diseases, required physicals, ergonomics, and workers’ compensation
- Security. Includes policies on visitors, portable electronic devices, contraband, workplace and domestic violence, among others
Get the safety policies you need without the work. They’re in BLR’s Essential Safety Policies program. Try it at no cost and no risk. Find out how.
The policies are backed by a tutorial on policy writing and essential materials such as handbook receipts. There are some 279 pages of material in all in the book version. A CD version is also available.
If your organization could benefit from supplementing (or perhaps having for the first time) a complete set of safety policies, we highly recommend taking a 30-day, no-cost, no-obligation look at this program. Let us know and we’ll be pleased to send it to you.