Tackling the threat from portable storage devices
Published: 05 Jul 2004 17:10 BST
The impact of the latter goes beyond the commercial value of the data for two reasons.
- There are different privacy laws in different countries. This means there is more risk of legal action if personal information — belonging to corporate clients or employees — ends up in the hands of an unauthorised third party.
- Companies' reputations may be damaged as a consequence of information leaks. This is particularly the case for those operating in areas where client privacy must be preserved, such as the financial market.
What are company requirements and strategies for deploying these devices in the workplace?
- Companies should forbid the use of uncontrolled, privately owned devices with corporate PCs. The prohibition should extend to employees, and external contractors with direct access to corporate networks.
- Portable storage devices can undoubtedly provide very good practical benefits to a company and its workforce. And, in many cases, it would be unpractical and counterproductive to ban their use outright.
- A controlled approach would be a safer option. This would involve adopting certain security measures in terms of overall organisation (policy) and specific tools (technology).
What are the best practices in managing these devices?
- These general security recommendations can apply to a whole range of portable storage devices.
- Adopt a suitable security policy on using portable storage devices
- Create a specific policy to help outline company guidelines on using portable storage devices by specifying if, and when, they can be used.
- Managers should advise on the main procedures to be followed for the eventual use of such devices; for instance, to confirm the need for password and security protection (encryption) of stored corporate data. This will also help mitigate risks from loss or theft.
- Make provision for training to increase awareness of the need for security in this area. A security-conscious workforce will be less likely to unwittingly leak sensitive information, by misplacing a storage device, for instance.
- Use tools to help manage port access of USBs and FireWire.
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