Sharing devices such as laptops, tablets, or desktop computers between staff members is common in many UK small businesses and SMEs, especially when budgets are tight or roles require flexible working. However, without proper controls, this practice can expose your business to data breaches, accidental data loss, or compliance issues. Ensuring that devices are shared securely means protecting sensitive information, maintaining staff productivity, and meeting obligations under UK data protection laws like the Data Protection Act 2018 and UK GDPR.
Why secure device sharing matters for your business
If devices are used by multiple employees without clear boundaries, there's a risk that one user could access another's files, emails, or applications unintentionally or maliciously. This can lead to data leaks, breach notifications, or damage to your reputation. Additionally, shared devices without proper management can become a target for malware or ransomware, which can cause downtime and disrupt your operations.
For example, imagine a 50-person marketing agency where several team members share laptops for client presentations and remote work. Without individual user accounts and strong access controls, confidential client data could be accessed by the wrong person, or a compromised device could spread malware across the network. A proactive IT partner would implement user profiles, enforce multi-factor authentication (MFA), and set up regular backups to reduce these risks.
Practical checklist for secure device sharing
- Use individual user accounts: Ensure each staff member logs in with their own credentials rather than sharing generic accounts. This helps track activity and limits access to personal or sensitive data.
- Implement strong passwords and MFA: Require complex passwords and enable multi-factor authentication to protect accounts from unauthorised access.
- Set clear access permissions: Configure devices so users can only access the files and applications they need for their role, reducing the risk of accidental data exposure.
- Enable automatic screen locking: Devices should lock after a short period of inactivity to prevent unauthorised use when left unattended.
- Keep software and security patches up to date: Regular updates close vulnerabilities that attackers might exploit.
- Use device management tools: Consider solutions that allow remote wiping, monitoring, and enforcing security policies across shared devices.
- Regularly back up data: Ensure backups are performed frequently and stored securely, so data can be restored if lost or corrupted.
- Review and audit device usage: Periodically check access logs and user activity to detect unusual behaviour or potential security incidents.
- Ask your IT provider:
- How do you manage user accounts and permissions on shared devices?
- What security controls are in place to protect data on shared hardware?
- Can you provide audit logs and reports on device usage?
- How do you handle software updates and patch management?
- What is your process for responding to security incidents involving shared devices?
Next steps
Sharing devices securely is a practical step that helps protect your business data and maintain compliance with UK security standards such as Cyber Essentials and ISO 27001. If you are unsure whether your current setup meets these standards or want to improve your device management, speak with a trusted managed IT provider or IT advisor. They can assess your environment, recommend tailored controls, and help implement policies that balance security with usability for your team.