Keeping logs of who accesses your business devices—like laptops, servers, or network equipment—is an important part of managing your IT security and data protection. Under UK GDPR and the Data Protection Act 2018, while there isn't a strict legal requirement to log every device access, maintaining clear records can help demonstrate that you control and protect personal data properly. This is especially relevant if devices store or process customer or employee information.
Why device access logs matter for your business
Without logs, it's difficult to know if unauthorised people have accessed sensitive devices, which increases the risk of data breaches or loss. This can lead to downtime, damage to your reputation, and potential fines or enforcement action from the Information Commissioner's Office (ICO). For SMEs, a single security incident can disrupt operations and erode customer trust, so having a clear audit trail of device access supports both security and compliance.
A typical scenario for a UK SME
Imagine a 50-person business handling customer data across multiple devices. If an employee's laptop is lost or stolen, without access logs it's hard to tell if the device was accessed before it was recovered. A good IT partner would implement device access logging and alert you to unusual activity, such as logins outside business hours or from unexpected locations. This enables quicker incident response and helps you meet UK GDPR's accountability requirements by showing you took reasonable steps to protect data.
Practical checklist: managing device access logs
- Ask your IT provider: Do you enable and retain device access logs? How long are logs kept, and how are they protected?
- Review SLAs: Check if monitoring and alerting on suspicious device access is included.
- Internal checks: Regularly review access lists for devices containing personal data and verify that only authorised staff have permissions.
- Implement multi-factor authentication (MFA): This reduces the risk of unauthorised access even if credentials are compromised.
- Ensure secure device management: Use encryption and remote wipe capabilities on portable devices.
- Keep backups: Maintain secure, tested backups of critical data in case of device loss or compromise.
- Document policies: Have clear, written procedures on device use, access controls, and incident response to support audit readiness.
Next steps for your business
Device access logging is a practical security control that supports your wider data protection efforts. Discuss your current setup with a trusted managed IT provider or IT advisor who understands UK SME needs and compliance expectations. They can help you implement appropriate logging, monitoring, and access controls tailored to your business size and sector, helping reduce risks and prepare for any audits or ICO enquiries.