Jim Linn, IT director at the American Gas Association in Washington,
D.C., knows the benefits of smartphones that offer voice and data
functionality.
But he also knows the risks.
Like many of his colleagues, Linn is worried about the liability of data
loss or corruption if users send and receive corporate emails over their
cell phones and handhelds. ”I know there’s a need for mobile devices and
I want to meet that need. But my feeling is that I’m ultimately
responsible for the data going back and forth over anything,” says Linn,
who oversees the network for the energy trade association, which serves
195 local utility companies.
To that end, Linn has told employees they only can use company-managed
BlackBerry devices to access their corporate email. The approach has been
successful as 60 of his 80 users have Research in Motion BlackBerrys that
they use regularly. ”It’s one of the most amazing productivity
boosters,” he says.
In fact, Linn says that the devices offer more than just voice and
e-mail, they also give users remote and synchronized access to their
contacts and other important data. The management of smartphones is just
one more headache for already overloaded IT staffs.
But not managing them opens IT teams up to tremendous risks.
Linn says he chose the BlackBerry phone and PDA combination devices
because he could control and secure them at every level using the
accompanying enterprise server platform. With the server and device
linked so tightly, Linn says he is confident that data, including
customer information stored in contacts databases, is not comprised.
”When you have wireless devices of any kind, you open yourself up to
security risks. At least I know with the BlackBerry that I can control
that risk,” he says.
In fact, if one of the devices is lost, Linn immediately, and remotely,
can lock down that device and erase it so others can’t access the
information stored on it. He also can make sure the device software is
updated regularly and that messages are encrypted.
Taking no Chances
But Tom Gonzales, senior network administrator at Colorado State
Employees Credit Union in Denver, Colo., is not convinced.
He is opposed to the use of smartphones and handhelds for any corporate
information. In fact, Gonzales only uses his Blackberry to receive pages
that tell him to log on to his company mail through the VPN. ”I don’t
believe you should send anything more than what you’d write on a postcard
across [smartphones],” he says.
Gonzales adds ”all data has to be protected and respected.”
As an IT pro for a financial institution, he says he is working under
regulations such as the Gramm-Leach-Bliley Act. ”If you lose your
[smartphone], you could give away your recently called list, which might
have confidential customer information,” he says.
Instead, Gonzales has each of the 230 employees at the credit union sign
a mobile electronics policy agreement that states the strict rules
regarding company data, including a rule that mandates that no credit
union member data can be sent over an unencrypted voice or data line.
”We let them know the high numbers of cell phones and PDAs that are
stolen or lost in taxis and elsewhere,” he says.
Gonzales says it’s important to explain to users in a clear policy why
the restrictions are in place. ”Otherwise, there’s no recourse to take
action if phones and PDAs are being misused,” he says.
Randy Giusto, group vice president for clients and mobility at the IDC
research firm in Framingham, Mass., agrees that setting policy is key to
protecting company assets. Traditionally, companies have worried more
about PC risks, he says. ”It’s a good practice for the IT organization
to create policies as small mobile devices do pose threats,” he says.
Because ”the corporation owns the customer names and addresses in those
devices,” they have to be protected like parts of the network, he adds.
Brian Schwartz, a technology specialist at CDW Corp., a provider of
technology services and products in Vernon Hills, Ill., says the policies
that IT creates should include tips for users.
”If they lose their phone or data device and it contains sensitive data,
they need to alert their IT administrator right away,” he says.
Schwartz adds that IT should use every security option available in their
tool box.
For instance, ”To make sure that important information is saved on
smartphones, they should use the setting that allows e-mail to be deleted
on the phone, but retained in the corporate server where it can easily be
archived and restored if the phone is damaged or lost,” Scwhartz says.
This also helps with compliance mandates, he adds.
Overall, Giusto is seeing companies turn away from supporting mobile
devices as the support and maintenance is too time-consuming. ”Who’s
going to integrate a Treo or some other device into the back-end
[enterprise mail] servers? Users can’t do that on their own,” he says.
He adds that IT organizations have to be savvy about the devices being
used in the network. ”Not only do they have to lock each device down and
know what data is on them, but they have to be able to identify them and
update them. That’s a huge cost in time and personnel,” he says.
”IT managers do need to make sure that devices have the latest
software,” says CDW’s Schwartz. ”It is very similar to patching PCs or
updating anti-virus definitions.”
Linn is all too aware of all of these burdens on IT.
”I wouldn’t want to be in an environment where people can bring in
whatever they want. We have enough responsibility in managing what we
have,” he says. ”That’s why I recommend picking one device or family of
devices and sticking to them.”
Ethics and Artificial Intelligence: Driving Greater Equality
FEATURE | By James Maguire,
December 16, 2020
AI vs. Machine Learning vs. Deep Learning
FEATURE | By Cynthia Harvey,
December 11, 2020
Huawei’s AI Update: Things Are Moving Faster Than We Think
FEATURE | By Rob Enderle,
December 04, 2020
Keeping Machine Learning Algorithms Honest in the ‘Ethics-First’ Era
ARTIFICIAL INTELLIGENCE | By Guest Author,
November 18, 2020
Key Trends in Chatbots and RPA
FEATURE | By Guest Author,
November 10, 2020
FEATURE | By Samuel Greengard,
November 05, 2020
ARTIFICIAL INTELLIGENCE | By Guest Author,
November 02, 2020
How Intel’s Work With Autonomous Cars Could Redefine General Purpose AI
ARTIFICIAL INTELLIGENCE | By Rob Enderle,
October 29, 2020
Dell Technologies World: Weaving Together Human And Machine Interaction For AI And Robotics
ARTIFICIAL INTELLIGENCE | By Rob Enderle,
October 23, 2020
The Super Moderator, or How IBM Project Debater Could Save Social Media
FEATURE | By Rob Enderle,
October 16, 2020
FEATURE | By Cynthia Harvey,
October 07, 2020
ARTIFICIAL INTELLIGENCE | By Guest Author,
October 05, 2020
CIOs Discuss the Promise of AI and Data Science
FEATURE | By Guest Author,
September 25, 2020
Microsoft Is Building An AI Product That Could Predict The Future
FEATURE | By Rob Enderle,
September 25, 2020
Top 10 Machine Learning Companies 2021
FEATURE | By Cynthia Harvey,
September 22, 2020
NVIDIA and ARM: Massively Changing The AI Landscape
ARTIFICIAL INTELLIGENCE | By Rob Enderle,
September 18, 2020
Continuous Intelligence: Expert Discussion [Video and Podcast]
ARTIFICIAL INTELLIGENCE | By James Maguire,
September 14, 2020
Artificial Intelligence: Governance and Ethics [Video]
ARTIFICIAL INTELLIGENCE | By James Maguire,
September 13, 2020
IBM Watson At The US Open: Showcasing The Power Of A Mature Enterprise-Class AI
FEATURE | By Rob Enderle,
September 11, 2020
Artificial Intelligence: Perception vs. Reality
FEATURE | By James Maguire,
September 09, 2020
Datamation is the leading industry resource for B2B data professionals and technology buyers. Datamation's focus is on providing insight into the latest trends and innovation in AI, data security, big data, and more, along with in-depth product recommendations and comparisons. More than 1.7M users gain insight and guidance from Datamation every year.
Advertise with TechnologyAdvice on Datamation and our other data and technology-focused platforms.
Advertise with Us
Property of TechnologyAdvice.
© 2025 TechnologyAdvice. All Rights Reserved
Advertiser Disclosure: Some of the products that appear on this
site are from companies from which TechnologyAdvice receives
compensation. This compensation may impact how and where products
appear on this site including, for example, the order in which
they appear. TechnologyAdvice does not include all companies
or all types of products available in the marketplace.