Do you use mobile devices in your work? Do you need to access your company data from multiple devices and places? Do you have to synchronize work information between your devices and employees? Do you know what risks exist when it comes to synchronizing your work information between devices?
With the proliferation of the use of mobile devices and the improvement in the bandwidth of wireless internet connections, the collaborative way of working has been simplified and extended, where we can access, synchronize and share work information with other colleagues, customers, suppliers, etc. from any authorized place or device, either from within the company or from outside it.
We must find formulas so that this information exchange occurs securely, providing employees with certain exchange services controlled by the company. Employees must be able to quickly and agilely access corporate information from all types of sites and devices.
When these types of corporate information exchange tools or services do not exist, employees can use their exchange tools and services, managing their accounts.
These services, not being controlled by the company, can pose risks such as:
- That the corporate information ends up in the hands of third parties or the competition, for not maintaining the data exchange tools;
- An information leak may occur, as it is not an account held by the company because it is for personal use. There would be no way to recover, for example, the confidential information that an employee who leaves the company stores in his account;
- That can make a malware download by mixing private information with corporate information;
- That a breach of the norms and security policies of the company may occur;
- That may incur a violation of the legislation. For example, it would violate the LOPD if a file containing personal data was being shared.
All this means that the company’s information can be stolen, manipulated, or lost, the company itself being aware of it or being able to do anything to remedy it.
To avoid these risks, we must implement corporate solutions that improve mobility and information exchange, controlling access to corporate data safely, flexibly, and controlled.
For small companies with a reduced number of devices, there are solutions of this type on the market that can be adapted to the size and technological and economic needs of any company, which may be able to synchronize files and data directories located in different places.
Another option is to make use of the usual cloud storage services for companies such as WeTransfer, Google Drive, Box, Onedrive, or iCloud, as long as they meet minimum guarantees of:
- Availability and confidentiality of information. We have to know at all times the availability of our data in case the service is in maintenance, out of service, or suffers some security incident,
- Provider restrictions regarding the kind of data we can store (such as personal data or others that are protected by legislation such as LOPD),
- How often the provider backs up its servers.
There are other more specialized and professionalized options designed for companies with a high number of devices or with more significant economic resources, which need a higher level of demand when managing information.
One of these options is to implement enterprise file synchronization and sharing solutions or EFSS ( Enterprise File Synchronization and Sharing ), which can be installed on the central servers of the company or be cloud-based, and allow editing and distribute corporate information between different employees and devices (such as computers, smartphones, tablets, etc. They have information protection functionalities such as:
- Secure user authentication system ;
- Use of personalized user profiles to discriminate the type of access to information;
- Data encryption ;
- Mechanisms for remote data erasure and device locking ;
- Monitoring and follow-up mechanisms for activities.
Another option is mobile content management solutions or MCM ( Mobile Content Management ), which guarantees corporate data is stored securely on mobile devices and applications. They have information protection functionalities such as data encryption and prevent corporate data leakage by controlling:
- The synchronization of these devices with other computers or external storage devices such as USB or external hard drives,
- Synchronization with cloud storage services,
- Files attachments from emails,
- The data managed by the mobile applications ( apps ) of the devices.
Suppose you use mobile devices in your day-to-day work. In that case, it is recommended that you be aware of the need to apply these guidelines that we have offered you for the secure synchronization of the information stored on your mobile devices. In addition, you must involve users through awareness and training in cybersecurity to guarantee the success of these actions.
Remember that your company information is one of the most important assets you have. Having mechanisms that provide us with secure access to our work information is essential. Protect your information.