Protecting Company Data Out of Office

The loosening of pandemic related restrictions such as social distancing means that the occasional after work get together with colleagues is now back in order, and folks that haven’t seen each other in a long time are eager to celebrate. Employees who work with sensitive data are entrusted to keep that data safe and have a responsibility to safeguard that information. But what happens when they are invited out after work?  

One man learned the hard way what happens when a couple of drinks with colleagues turns into a few too many and your responsibility to protect company data is forgotten. Before getting together with work colleagues, a Japanese man transferred the personal information of an entire city onto a USB stick and put it in his bag. The next morning, the man woke up on the street with the USB missing, potentially exposing to cybercriminals the names, dates of birth, addresses, tax details and bank account numbers of an entire city.  

Following the incident, it was reported that the information on the USB was encrypted and locked with a password – but that doesn’t take away from the gravity of the situation. An entire city’s personal information is out in the open, and although encrypted, this loss still reflects negatively on the company that this sensitive information was protected so loosely.  

Keeping You and Your Company Cybersafe

Keeping confidential work information safe doesn’t mean you have to sacrifice your social life. Here are some helpful tips to help you have fun with your colleagues and keep cybersafe: 

Don’t leave work device(s) or information at the office. Simply leaving your work at the office seems to be the logical answer, especially if you work from the office regularly; however, even if the office seems safe, in the event that someone were to break in, it would mean your work device(s) and the confidential information they contain could be at risk. 

Keep your bag or work related materials on you at all times. If you and some colleagues plan on heading out directly after work, be prepared to carry around your work bag for the night. If you think there will be a time when your bag will not be in sight or will need to be left unattended, consider either selecting a different venue or dropping your stuff off at home first. Although you may trust a co-worker to watch your bag temporarily, if your bag is stolen you will be the one at fault. 

Another option is hiding your bag in your vehicle, although this is not recommended. In very cold or warm temperatures, your electronics are at risk of overheating or freezing. While this may be a convenient option, it may also pressure you into driving at the end of the night which could have terrible consequences.  

Although inconvenient, dropping your work things at home before heading out for the night is always the best option, though it may not always be feasible.  

Think Before You Act

Exercise caution. While you have work related materials with you, you should think of yourself as representing your company. This doesn’t mean you can’t have fun – this is after-hours, after all - but it does require you to think through your actions and the possible consequences they may have. Knowing your limits and clearly communicating them to your colleagues is a good way to ensure that everyone enjoys themselves, stays safe and returns home with all their belongings.

Be in the Know

Remember, when in doubt, reach out! Your manager or IT personnel can provide you with your organization’s specific policies or rules regarding what to do with company devices out of office.