Whose Computer Is That? — 3 Risks Faced by Companies with Poor Device Management

Trouble that starts with "Whose computer is this?"

At one small-to-medium enterprise, a single computer was left behind after an employee resigned.
However, it was unclear who had been using it. Since the password was also unknown, it was left untouched because no one could log in...

In fact, this is not an uncommon story.

"We don't have that many employees, so we should have a handle on it."
—Even if you think that, there are surprisingly many companies that do not clearly manage their business devices.

And when trouble or a data breach actually occurs,"If you don't know whose device it is, you can't respond," leading to the worst-case scenario.

1. The fatal risk of being unable to "track" devices in the event of loss or theft

While laptops and USB drives are convenient,they always carry the risk of loss.

• Lost somewhere while out on business

• Stolen along with a bag

• Didn't notice it was left behind

In these situations, the biggest problem is that if there is no device management ledger, you cannot even identify whose it is. is the biggest problem.

Furthermore, if the device contains

• customer data,

• contracts,

• or documents with business partners, a delay in reporting will directly impact the company's credibility.
  

Device management is also about"creating a state where you can act responsibly when a loss occurs."

2. Devices left "exposed" during resignations and transfers

Here is a common type of trouble that occurs during resignations.

• "I don't know what is inside the returned computer."

• "Passing it on to the next employee without initializing it."

• "Accounts of former employees left active"

• "It was later discovered that work was being done on a personal PC"

Leaving former employee accounts or cloud synchronization active creates a "loophole" where internal company data can be accessed from the outside.

In the absence of rules, oversights are inevitable. That is why
"creating a checklist for employee departures" is crucial.

3. Security updates become inconsistent, leaving holes everywhere

A common scenario in small and medium-sized business environments is that "the status of each PC is inconsistent".

• Windows Update is disabled

• Security software has expired

• "Everyone" has administrator privileges

• Old PCs are left abandoned in storage

In such a state, "the entrance for virus infections and external attacks remains wide open".

Old devices that are not being used are particularly dangerous. If they are left connected to the network, they can become an "entry point."

The first step to keeping things secure is "knowing how many devices the company has."
It is surprisingly simple, but the effect is immense.

3 "Visualization Steps" to take first

1. Create a list of devices (this is half the battle)

List all devices used for work, including PCs, smartphones, and tablets.

Examples of items to record:

• User name

• Model name/number

• Purchase date/serial number

• Location of use (office/home, etc.)

• Status (in use/in storage)

Excel or spreadsheets are enough.
With just this, you can see how many units the company currently has at a glance.

2. Establish rules for lending and returning

Document the rules for when you hand over devices to employees and when you receive them back upon resignation.

Example:

• All business devices must be company-issued

• Confirm initialization upon return when an employee resigns

• Do not use personal PCs for work

These "few simple rules" will prevent major trouble later on.

3. Standardize security settings

Even just implementing the following on all devices will significantly improve security.

• Set login passwords (common passwords are not allowed)

• Automatic lock after a certain period of inactivity

• Set Windows Update to automatic

• Keep security software up to date

Even if you don't have an administrator, the key is to align all devices to the same standard.

Summary: "Unmanaged devices" can become "invisible bombs"

Device management sounds difficult, but what you actually do is very simple.

First, grasp "who is using what kind of device and where".

Just by being able to do this, your ability to respond to trouble will change significantly.

Managing devices is not about restricting employees.
It is an essential mechanism for protecting the company.

📖 Recommended reading

💬 Click here for consultations

IT Work Lab provides support for establishing device management for small and medium-sized enterprises.

• Identifying current devices

• Creating management rules

• Creating management charts using the cloud

We provide support so that you can operate it in-house, even without dedicated IT staff.
If you are a company wondering, "Where should we start?", please feel free to consult with us.