In today’s rapidly evolving digital landscape, businesses are increasingly reliant on Internet of Things (IoT) devices to improve productivity, streamline operations, and enhance employee experience. From smartphones to smart cars, IoT devices offer a wide range of features that make life easier for employees. However, with this interconnected world comes a greater need for robust onboarding and offboarding processes—processes that are more critical than ever in safeguarding your organization.
As IoT devices become more integrated into the workplace, they present new challenges for IT and security teams. When an employee leaves, whether voluntarily or otherwise, the devices they had access to must be properly managed to ensure there are no lingering security risks. Imagine this: your former employee’s smart car starts remotely, or the phone line they once used continues to forward to their personal cell phone. These scenarios may sound far-fetched, but they are entirely possible without proper documentation and management of your onboarding and offboarding processes.
The Risks of Inadequate Documentation
When devices like smartphones, smart cars, or even smart watches are provided to employees, they often come with features that allow remote control, access to sensitive data, and integration into company systems. These devices are no longer just communication tools; they are gateways into your organization’s networks and digital ecosystems. If you don’t have a documented offboarding process that includes the proper deactivation of these devices, you leave yourself vulnerable to a host of security risks, including:
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Unauthorized Access: If an employee’s device, such as a smartphone or tablet, isn’t properly wiped or disconnected from company systems, they could retain access to sensitive company data even after they leave.
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Security Breaches: Smart devices, from phones to home security systems, can inadvertently create vulnerabilities if they are not properly reset or locked down. For example, an employee could have left their car's remote access open, allowing them to start it remotely weeks or months after they’ve left the company.
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Ongoing Costs and Maintenance: Imagine an employee’s phone number or email address continues to forward calls and messages to their personal device long after they’ve exited your organization. Not only does this create a potential security issue, but it can also lead to customer frustration and wasted resources.
Why Documenting Processes is Essential
Documenting your onboarding and offboarding processes is crucial for ensuring that IoT devices are properly managed throughout their lifecycle with your company. Here are some key steps to incorporate:
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Device Inventory and Access Review: Maintain an up-to-date inventory of all IoT devices issued to employees, ensuring you know what devices are in circulation, who is using them, and what access they have to critical systems.
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Clear Access Protocols: Onboarding should include clear protocols for setting up devices and granting access to company networks. Similarly, offboarding should ensure all access points are revoked, including IoT devices like phones, cars, and even smart assistants.
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Data Wiping and Resetting Devices: Before returning any device to your company’s inventory or decommissioning it, ensure that all personal data is wiped, and the device is reset to factory settings to prevent unauthorized access.
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Revoking Remote Access: Many modern devices allow for remote control, whether it's unlocking a car, accessing a building, or controlling security systems. As part of the offboarding process, ensure remote access is removed from all connected systems tied to the employee’s devices.
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Forwarding Review: For communication devices like phones or email accounts, ensure that all forwarding settings are properly adjusted to ensure sensitive communications aren’t being inadvertently routed to former employees.
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Monitoring and Auditing: Implement regular audits to check that no dormant devices or access points remain active after an employee has left, preventing potential security holes.
Protecting Your Organization’s Future
In the era of IoT, businesses must recognize that their security risks are no longer limited to traditional IT systems. From smart cars that can be accessed remotely to personal devices that connect to the cloud, the digital footprint of your organization is growing. It’s no longer enough to focus on securing desktop computers and laptops alone. The smart devices that your employees use are also integral to your organization’s overall cybersecurity strategy.
By ensuring your onboarding and offboarding processes are thoroughly documented, you are safeguarding your organization from potential vulnerabilities, protecting sensitive information, and ensuring that former employees don’t inadvertently—or maliciously—retain access to company systems.
The interconnected world of IoT devices is here to stay. As more businesses adopt these devices, it’s crucial that your security practices evolve accordingly. Taking the time to properly document and manage these processes is an investment that will pay off by mitigating risks and helping you maintain a secure and efficient workplace.
Stay secure, stay smart, and always ensure that your processes keep up with the technology that’s driving your business forward.
