In a post-COVID-shutdown world, hybrid and remote work has skyrocketed. Employee usage of personal devices, such as smartphones and tablets, for company work, is now commonplace and expected by employees. In many instances, employees can take advantage of the functionality of new smartphones to increase efficiency and productivity.
Employees are happy because they get to choose their own devices and quite often are compensated or reimbursed for the cost of the device or monthly subscription. In return, significant cost savings can be realized when companies discontinue paying for expensive wireless plans and devices for their workforce.
This all sounds great, but it’s important to take into account the following considerations before implementing a BYOD program.
Requirements for a BYOD Policy
Your BYOD policy must detail the goals and elements of the program, as well as all safeguards taken against BYOD risks. This includes:
- Whether participation will be mandatory or obligatory
- Acceptable devices
- Acceptable apps
- Acceptable uses of each device
It also requires an Acceptable Use Policy, signed by each employee, signaling their understanding of the policy and program.
The BYOD policy must be reviewed and updated regularly, to ensure compliance with new regulations, especially in the arena of AI.
Compliance With Laws & Regulations
Compliance with laws and regulations, such as PCI and HIPAA, is still required when following a BYOD program. This requires that network security protocols be implemented and maintained on the employees’ devices. To ensure compatibility with your existing policies and systems, you may have to limit the make and model of devices that employees can purchase, as well as any apps they install on those devices.
BYOD policies also may need to comply with the General Data Protection Regulation (GDPR) and other privacy laws, based on the jurisdictions where the organization operates. Familiarize yourself with the laws which pertain to your company, to gain a better understanding of the potential risks in implementing a BYOD program, and the possibility of an employee not following the Acceptable Use Policy.
It’s important to note that there’s no scalable way to monitor employee adherence to the BYOD policy, which is why it’s important to mitigate risks as much as possible before allowing employees to use their personal devices for work purposes.
This is also why regular employee security training is a good idea. Educating employees about security best practices, phishing attacks, and safe use of their devices helps to reduce human error and increase overall security awareness.
Mitigating BYOD Security Risks
Even with restrictions in place on the make and model of devices, and apps installed and used, each device is susceptible to being compromised. Device security patches and software updates must be followed in a timely manner by each user, to mitigate against backdoor network incursion.
Password control, device locking, and encryption must be required, to protect against BYOD risks. These should be documented in the Acceptable Use Policy and may include biometric passwords and a short period of time before an automatic screen lock.
Other popular security mechanisms for BYOD policies include Mobile Device Management (MDM) and Endpoint Detection “X” (EDX).
- MDM solutions provide centralized management of BYOD devices, allowing IT to enforce security policies, configure device settings, and remotely wipe data if a device is lost or stolen.
- EDX security solutions include antivirus, anti-malware, and firewall protections that are essential for protecting BYOD devices from security threats.
The use of AI in apps, many of which cannot be removed from the device, adds a layer of complexity in addressing network security. BYOD policy best practices encourage staying up-to-date on the latest regulations around AI use, and risks in utilizing AI alongside business practices.
Network Security
Network security approaches that comply with regulations and your existing infrastructure must be set, documented, and followed. The most common are:
- Virtualization: Provide remote access to computing resources so that no data or corporate application processing is stored or conducted on the personal device.
- Walled garden: Contain data or corporate application processing within a secure application on the personal device so that it’s segregated from personal data.
- Limited separation: Allow corporate and personal data and/or application processing on the personal device with policies enacted to ensure security controls are still satisfied.
When it comes to network access, your IT department may suggest Network Access Control (NAC), Multi-factor Authentication (MFA), Virtual Private Networks (VPN), or Data Loss Prevention (DLP).
- NAC solutions ensure that only authorized and compliant devices can access the corporate network. It can check for up-to-date antivirus, operating system patches, and compliance with security policies before granting access.
- MFA adds an extra layer of security by requiring multiple forms of verification before granting access to corporate resources. This reduces the risk of unauthorized access even if a device is compromised.
- VPNs encrypt data in transit, ensuring secure communication between BYOD devices and corporate networks, especially when using public or unsecured networks.
- DLP technologies monitor and control the flow of sensitive data to prevent it from leaving the corporate network unauthorized. This can include monitoring email, file transfers, and other forms of data transmission.
Employee Compensation for Devices
Any employee compensation for BYOD purchases and monthly plan subscriptions must be documented and followed. This includes reimbursement, a monthly credit, or even expanded flex time in exchange for BYOD. Monetary compensation should be timely and transparent.
Managing a BYOD Acceptable Use Policy
An Acceptable Use policy must be created and signed by each employee taking advantage of the BYOD program, to indicate their understanding as part of adherence to existing regulations. Any compensation for BYOD should be included here, as well. An annual review and re-signing are suggested.
Is a BYOD Policy Right for Your Company?
The considerations mentioned above are by no means exhaustive of everything that must be considered prior to adopting a BYOD program, but they’re a start.
Although it seems like a lot of work, a good BYOD policy can be created and implemented after a brief period of research. Once risks are either mitigated or accepted, you can sit back and enjoy the flexibility, cost savings, and employee satisfaction that a successful BYOD program can provide.
For more guidance on creating a BYOD policy that adheres to the regulations and laws governing your industry, contact Linford & Co.
Ben Burkett is an experienced auditor for Linford & Co. Starting his career at KPMG in 2002, Ben has extensive experience in the business of Information Technology (IT). As an auditor, he drove IT risk management and compliance efforts. As the head of an IT Project Management Office and a Technology Business Management (TBM) function, he sought to drive and maximize the value of IT.