According to a recent Office Team survey, 70% of executives have employees that regularly work away from the office; a trend they say will likely continue to grow.
While working from home or on the road opens up obvious conveniences for employees, it presents new challenges for employers tasked with keeping company digital assets secure and up-to-date, yet still accessible.
The easiest way workers can bring work with them is also the most dangerous from a data management perspective. As people copy what they need from office servers and hard drives onto their remote computers, the company loses control over data security and organization. Over time managers find they have multiple versions of documents in remote locations, and confusion develops as to who has the latest and most accurate revision.
In lieu of copying data, many organizations gain secure remote access through software solutions. Workers can log in securely to the office server through an Internet connection, for example, and view and edit documents just as if they were physically working at the office. Document management software can make company information available to anyone with a web browser. And through additional software add-ons, remote users can access to authorized data in the company vault whether an internet connection is available or not. The more advanced systems maintain the company security rules on out-of-the-office documents as well as keep track of file changes and new revisions, whether they were made in the office or at home.
Now that working away from the office is no longer the exception but more of the rule, IT administrators should put infrastructure in place that facilitates mobility while at the same time protecting the integrity and safety of company documents.