Managing which devices can access your business systems when staff work remotely is essential to keep your data safe and your operations running smoothly. Simply put, it means controlling and monitoring the laptops, tablets, or smartphones your employees use to connect to company resources from outside the office. Without clear controls, unauthorised or compromised devices might gain access, increasing the risk of data breaches, downtime, or regulatory non-compliance.
Why this matters for UK SMEs
For small and medium-sized businesses in the UK, remote working is now common, but it also brings specific challenges. If a device is lost, stolen, or infected with malware, sensitive customer or employee information could be exposed, potentially violating UK GDPR and the Data Protection Act 2018. This can lead to fines from the ICO and damage to your reputation. Additionally, unregulated device access can cause productivity issues if systems are disrupted or data is lost. Ensuring only authorised, secure devices connect to your network helps maintain business continuity and builds customer trust.
A typical scenario
Consider a UK-based SME with around 50 staff, many working remotely some days. Initially, the business allowed staff to use personal devices without restrictions. One day, an employee's laptop was infected with ransomware, which spread through the network, causing several days of downtime. After this, the company engaged an IT partner to implement device access controls. They introduced multi-factor authentication (MFA), enforced device registration, and used Mobile Device Management (MDM) to ensure only secure, compliant devices could connect. This reduced future risks and helped them meet Cyber Essentials Plus requirements.
Practical checklist for managing remote device access
- Ask your IT provider: How do you enforce device authentication and registration? Do you support MFA and conditional access policies?
- Check device inventory: Maintain an up-to-date list of authorised devices and regularly review it for unknown or inactive devices.
- Implement Mobile Device Management (MDM): Use MDM tools to enforce security policies, such as encryption, screen locks, and remote wipe capabilities.
- Use network access controls: Ensure your network or cloud services restrict access to registered devices only, with role-based permissions.
- Review your access logs: Regularly audit who accessed what and from which device to spot unusual activity early.
- Update security policies: Include clear guidance for remote working device use, password requirements, and reporting lost or compromised devices.
- Prepare for compliance audits: Document your device access controls and incident response plans to support Cyber Essentials, ISO 27001, or PCI DSS assessments.
Managing remote device access is a critical step in protecting your business against cyber threats and meeting UK compliance expectations. If you haven't already, consider discussing your current approach with a trusted managed IT provider or IT advisor who understands the specific needs of UK SMEs. They can help tailor solutions that balance security with ease of use for your team.