Setting BYOD Policy: A New Partnership for IT and HR

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1 Introduction As the line between office and home life continues to blur, employees increasingly rely on their own smartphones, tablets, and laptop computers for work-related tasks. Today, more than 70 percent of US employees routinely use personal devices whenever and wherever possible at the office and at home, in airports and hotels, before their morning coffee, or while waiting for the train. But beware: the myriad demands of BYOD (bring your own device) usage affect the entire organization and are most keenly felt by the IT and HR managers as they are responsible for safeguarding your company s data and infrastructure. As a result, IT and HR departments must develop a more strategic relationship with each other to properly manage BYOD usage. Current BYOD Usage According to IDC, as the US mobile workforce climbs above 75 percent, the worldwide mobile workforce will increase to more than 1.3 billion by IDC further projects that the enterprise mobility market will grow to US$174 billion by According to ipass, the average number of mobile devices per user expanded from 2.7 in 2011 to 3.5 in According to ESET and Harris Interactive: 41 percent of employees use personal laptops; 47 percent use personal desktops 24 percent of employees use a personal smartphone to access and store company information 10 percent of employees use a personal tablet to access and store company information (this percentage will likely increase as tablets begin replacing laptops) A recent Gartner report encourages enterprises to minimize organizational risk by creating strategies to protect mobile data and devices and control network access. According to Gartner: 74 percent of companies allow some type of BYOD usage Less than 10 percent of organizations are fully aware of the devices accessing their network EVault, Inc. All Rights Reserved.

2 81 percent of employees use at least one personal device for business use Juniper Networks released results of a survey of more than 4,000 mobile-device users and IT professionals. One statistic in particular stands out: employees consistently circumvent official mobile-device policies, with 41 percent of all respondents using personal devices without company permission. Minimize Risk and Maximize Opportunity with a Unified BYOD Strategy The great advantage of BYOD is that it enables employees to work on tasks whenever and wherever they want not simply when office hours permit. Unfortunately, it also introduces an abundance of new data that crosses personal and corporate boundaries. The issues surrounding any BYOD adoption strategy impact organizations regardless of size or business focus. As a result, it s in the best interest of all organizations to create technological and administrative safeguards that minimize BYOD risks the loss of control in how data is accessed, stored, and retained. Organizational risk is three-fold: 1. Unauthorized handling of corporate data by employees 2. Unauthorized access to private data by non-employees using an employee s personal device 3. Unauthorized access to personal data by the corporation Despite its risks, BYOD usage offers tangible organizational benefits. For example, the recent ipass Global Workforce Study shows that worker productivity increases significantly with BYOD usage by an average of 240 work hours a year. A shift toward BYOD can bring cost savings in hardware and software from 9 to 40 percent, according to Gartner although this savings is often offset by additional support and policy requirements. BYOD can also drive greater job satisfaction, creating increased employee retention rates. Desktop 56% Laptop 51% Smartphone 38% Tablet 15% Other 4% None 19% Source: ESET and Harris Interactive Personal devices used for work BYOD usage varies greatly by department and industry. BYOD Policy Creation A successful BYOD policy protects your infrastructure as well as employee and company privacy; such a policy requires communication, training, expense justification, and collaboration between IT and HR. Both departments play a crucial role in creating this partnership. IT is becoming more essential as technology intersects with the way organizations are managed and run. And because BYOD is in part an organizational liability, HR must educate the workforce on BYOD usage and help create policies that minimize risk and maximize the benefits. First: Take Inventory Prior to embarking on a solution, it is critical that you take inventory of your company s assets. A current snapshot will help you best address, integrate, or change existing behaviors and understand the benefits employees are seeking. IT and HR need to work closely with the relevant business unit managers to orchestrate a successful rollout of this phase.

3 Give Them What They Want Your employees like all consumers can now access tools that were once too costly or specialized for a mass audience. As a result, employees can more easily find products to fit their needs. Such consumerization, particularly in the IT sector, enables employees to create their own technology solutions when one is not readily available. Put another way: if your organization doesn t provide the devices and BYOD usage policies that employees want, employees will create their own and that opens the enterprise to risk. IT should begin its inventory process by finding all devices, access points, geographical requirements, and applications currently in use and then identifying solutions to address current behaviors, as well as determining appropriate security levels and wiping, blocking, and access controls. IT should then establish support requirements, identify expenses, and define practices and solutions that support IT in centralized policy management. HR will create policies to address legal liability such as when passwords and personal data are necessary to access personal devices. After HR has defined clear parameters, ask your legal department to review your BYOD policy and supply the appropriate legal disclaimer that protects employees and the company. Legal counsel can also address concerns about corporate rights to data and define the circumstances in which data may be deleted. Organizations will need to address a variety of other issues as well. For instance, what type of internal assessments, investigations, audits, and security incident responses should employees expect? What is required of employees when they sell or share devices? How should devices and compliance be monitored and enforced? IT and HR can answer these questions by crafting unified corporate policies that will pass audits and minimize liabilities. Business unit managers should help develop rules, policies, and security requirements for their particular users. Caveat: If the risks and costs outweigh BYOD s potential benefits, you may need to abandon your BYOD strategy altogether. Risk assessment is an essential part of the process. Create Integrated Solutions that Empower Employees Once the BYOD rules, roles, and policies have been defined, you are ready to create solutions that leverage BYOD benefits. Generate awareness and ensure compliance through a corporate education campaign. HR must ensure employees acknowledge, and consent to, the BYOD policies and corporate standards. IT can then deploy management and monitoring tools for centralized oversight, integrate existing devices, and provide users with self-service management tools to avoid support overload. Finally, business managers can empower employees and boost their productivity by giving employees access to their favorite and most productive tools, devices, and applications. With proper BYOD planning and policies, you can take the risk out of mobile device usage and reap the benefits. BYOD Policy Checklist Step One: Find Out How Employees Are Using Personal Devices for Work Survey and assess existing practices, applications, and devices ask employees what they re actually doing and how it s working for them. Establish user roles and requirements ask business unit managers and employees why they are using their personal devices for work; for example, what they needed to do and why they chose a personal device over a corporate device. Review current policies for provisioning or allowing personal devices, as well as expense reimbursements. Compare actual behavior with existing policies are employees aware of the policies and complying with them?

4 Step Two: Define Needs, Roles, and Rules Based on information retained from the Level Set step [check this edit is this what is meant by current reality? If not, rephrase current reality is too vague], make sure your personal device policy accurately reflects: Activities and business unit needs that truly require corporate data access Data access requirements and privacy requirements Sharing requirements and collaboration Roles and rules requirements Step Three: Define Levels of Support for Personal Devices A complete BYOD policy includes clear definitions for support and a cost/benefit analysis including: User roles and needs that qualify for personal device usage and support Geographic areas that qualify for support and access Expense and reimbursement policies Devices, versions, and operating systems that will be supported Minimum system requirements and configurations Step Four: Legal Protection and Training Always consult with your legal department before implementing your BYOD policy. Once you define clear parameters for usage and support, your legal department can review the policy and provide the appropriate disclaimer to protect the company and its employees. Legal and training requirements should minimally include: Liability clause for damage, corruption, and data deletion Consent and waiver agreement Training on privacy trade-offs and expectations Training on support and update requirements Step Five: Additional Policy Development Considerations Following are some of the key risks and issues to consider finding a solution for: How to handle corporate access to personal , chat, and social activity How to handle personal files such as music, movies, and financial information Risks of data transmission from personal devices and multiple operating systems Risks of key-logging on personal devices Meeting requirements of an encrypted VPN connection Setting up a sandbox for corporate information on a personal device Options for handling and accessing personal device passwords Wireless access policies Acceptable use policies, such as securing devices and closing down devices if unattended Incident reporting practices and cooperation with corporate requirements

5 Step Six: Audits, Discovery, Investigations, and Litigation Considerations To meet regulatory requirements, your BYOD policy should clearly define and support your ability to do the following, at a minimum: Demonstrate consistency with corporate policies and applications security on all personal or corporate devices Anti-virus and anti-malware installations, encryption installation, updates and patches Demonstrate consistency in security software and applications installed on all personal and corporate devices Obtain and retain personal devices for audits Clearly stated requirements for turnaround times and longevity Monitor device use to detect misuse, unauthorized applications, hacking, or malware Determine how the device connects to the company s network Obtain rights to access the device for purposes of an investigation Integrate, terminate, or limit existing activities accordingly Wipe, brick, lock, or disable lost or stolen personal devices to secure corporate data Send notifications to wipe data if devices are sold, retired, or reassigned by an employee Take the Next Step: Get More Information or Start a Free Trial EVault Endpoint Protection offers all-in-one backup, recovery, and data security to help you control data across your enterprisewide mobile workforce. To learn more about EVault backup and recovery services, us at info@evault.com or visit us at For a free 30-day EVault Endpoint Protection trial, visit The best case for the worst case ṬM Netherlands (EMEA HQ) +31 (0) France +33 (0) United Kingdom +44 (0) EVault and the EVault logo are registered trademarks, and cloud-connected is a trademark, of EVault, Inc. All other trademarks or registered trademarks are the property of their respective owners XX.XXXX_WP_emea (updated XX/XX/2012)

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