Physical Security and Remote Working
Home offices, mobile devices, broadband and wireless connections have provided opportunities for increased productivity and convenience for many companies.
However, the shift from traditional office-based working has introduced risks that are not always obvious, and dealing with these risks requires a planned approach.
Remote working requires you to carry out the same information security duties as an IT department in an office situation. You are responsible for backing up your information, keeping these backups safe, keeping your equipment and software up to date, and making sure people cannot read, overhear or steal your information.
This section provides information about:
If you are concerned about physical security issues, you may wish to check our physical security section or, if you would like further information about mobile technology, visit the mobile technology section.
When you work in an office it is easy to take security for granted - for example, the availability of security guards and having trusted colleagues and a secure building that is locked out of hours.
However, when you work outside of the office, security risks change and it is vital that you adapt your procedures accordingly. For example, in an office environment, you tend to know your colleagues. Also, people are less likely to steal your mobile telephone or PDA. In a public situation (e.g. travelling on a train), you cannot be sure of the integrity of people close by.
Similarly, it is very unlikely that you would employ the same level of physical security at home as in an office. For example, most people do not have facilities for disposing of sensitive papers securely, or have items such as lockable filing cabinets, safes, etc.
When you work away from the office, always consider:
- Physical security - how secure is your hotel room, your car, your briefcase, etc?
- Proximity - are you being overlooked? Could someone be eavesdropping?
- Virus management - do your mobile devices have appropriate anti-virus software installed? Is this up to date?
- Backups - is your data backed up regularly? How much information would be lost if your mobile device was mislaid, stolen or damaged?
Most security risks associated with working away from the office relate to travel and the home, as summarised in the guidelines below:
Travel
- Never leave equipment unattended in a public place.
- Avoid leaving equipment in your car. If you must do so, make sure that it is not visible.
- Most hotels provide safes, either in rooms or at reception. Use these to store valuable equipment and information when not in use.
- Avoid displaying any sensitive information on your laptop screen in a public place - you never know who may be looking over your shoulder!
- When using public access to the Internet (for example, Internet cafes), remember that computers can store information that has been entered. As a rule, do not use such places if you are handling sensitive information.
At home
- Have your home checked by your local Crime Prevention Officer. Their advice can help to improve the general security of your home, and help to protect work information at the same time.
- Ensure that valuable equipment is covered by an appropriate insurance policy.
- Check that your laptop or workstation has adequate virus protection software installed. Keep this up to date and, if necessary, download security patches from trusted sources (for example, Microsoft).
- Backup your data on a regular basis. Keep all backups safe and secure, preferably away from your usual place of work.
- Use a shredder to destroy sensitive papers if they are no longer required. A 'cross shredder' is best as it is virtually impossible to reconstruct papers that have been cross shredded.
- Destroy CDs that contain sensitive information when it is no longer required.
- Purchase a fireproof safe for storing valuable or sensitive papers, discs and CDs.
- Ensure that valuable equipment is locked away when it is not in use for a long period of time.
- If you are running a business from home, remember that your general household insurance is unlikely to cover expensive business equipment or your liability if someone is hurt whilst visiting your business. Another area which may not be covered is loss of income if your home is damaged to the extent that you cannot work there. Speak to your insurers to clarify your position. Many insurance companies offer specific policies for home businesses, which can be cheaper than standard business insurance.
- If you (or your staff) take office equipment off site (e.g. laptop computers) make sure that it is suitably insured. Many policies will be invalidated if equipment is damaged or lost outside of the insured premises.
