Device Control in 2024: Best Practices, Challenges & Solutions

As more devices become available and organizations use more data, it’s crucial to protect this data. The use of USB drives and other portable storage devices can lead to data leaks. Device control software and practices are important for managing this risk. These include practices that help control access to data, like blocking or read-only permissions, to stop unauthorized data transfers and prevent data theft.

This article is a guide on what to look for in device control software, covering best practices, challenges, and solutions.

What is device control?

Device control is a software tool that strengthens your network security. The application guards against data loss caused by data theft and malware followed by unauthorized use of removable devices. The most popular external devices are USBs, printers, smartphones, USB modems, cameras, removable media, and other devices connected by Bluetooth.

Why is device control important?

Device control (i.e. effective tracking and control of user log reports) prevents organizations from reputational loss and legal issues.

According to the report prepared by IBM in 2023, “the three most impactful cost mitigators out of 27” were each compared between its low- and high-level versions and with each other by the cost of data theft. The following table shows the highest difference between organizations with a high level of DevSecOps and those with a low DevSecOps approach.

Figure 1. Cost of data breaches

Source: IBM.¹

Device control and data loss prevention

Device control plays a crucial role in data loss prevention (DLP) software for several reasons:

1- Preventing unauthorized access

Device control features can restrict access to sensitive data by preventing unauthorized devices from connecting to the network or accessing specific files or directories. This helps mitigate the risk of data breaches caused by unauthorized users or devices.

2- Monitoring and auditing device activities

DLP software with device control capabilities can monitor and audit activities performed by connected devices. This includes tracking file transfers, copying, printing, or accessing sensitive data. By maintaining a record of device activities, organizations can identify suspicious behavior and take appropriate action to prevent data loss or leakage.

3- Enforcing data usage policies

Device control allows organizations to enforce data usage policies by controlling how data is accessed, transferred, and used on different devices. For example, policies can be configured to prevent employees from copying sensitive files to USB drives or uploading them to cloud storage without authorization.

4- Protecting against insider threats

Device control helps mitigate the risk of insider threats by restricting employees’ ability to transfer sensitive data to unauthorized devices or external locations. This is especially important in industries where employees have access to confidential or proprietary information that could be used maliciously or inadvertently leaked.

Back in 2008, the U.S. Department of Defense suffered incredibly from a data breach caused by the insertion of an HDD in its network, which led to the leakage of confidential information in the Middle East. The Pentagon had taken strong security measures to prevent any recurrence. Such irrevocable accidents have formed security measures.

5- Compliance requirements

Many regulatory standards and industry mandates require organizations to implement controls to protect sensitive data. Device control features in DLP software help organizations meet compliance requirements by providing mechanisms to monitor and restrict data access and transfer activities.

6- Data encryption and endpoint security integration

Some DLP solutions integrate device control features with data encryption and endpoint security measures. This ensures that even if a device is lost or stolen, the data stored on it remains protected through encryption or remote wipe capabilities.

For more on Top 10 DLP Software & Top 10 Device Control Software

Device control challenges and solutions

Device control software is frequently used to prevent data leakages caused by removable devices. Device control tools screen access parameters, and block user access or lock files when unauthorized device access takes place.

1- Device diversity: Introducing new devices into a network requires a neat analysis of the devices’ information regarding their operation system, authorization level, and types. All these factors may require different sets of policies and configurations, which can be challenging.

Solution: Opting for device control software that can operate in different systems with unreduced efficacy can rule out complex operations.

2- Bring your own device (BYOD): After the COVID-19 pandemic, people are encouraged to work remotely or in a hybrid model. More so, on-site working organizations enable their employees to work with their own devices. Though this approach may save organizations costs, it also puts them at risk from the unregistered broadening of their network. Asking its employees to have access limits on their personal devices may damage the employer-employee relationship. The entrance of such removable devices, including smart phones, may open a security hole that is hard to patch. For more on BYOD challenges

Solution: Educating employees about data protection and its management will encourage the implementation of security regulations. Without disrespecting employee privacy and space, two parties can transparently comply with the clearly and intelligibly described policies.

3- Constant updates and patches: Updating security settings and installing new tools can be time consuming. During patching and updates, to ensure total security, organizations are advised by service providers to avoid continuing to operate on the devices at hand.

Solution: Many device control software comes with SaaS, cloud service, and virtual appliance options, which mitigate response time in accordance with the deployment type. These options help reduce response time based on the type of setup used. They also reduce the need for manual work when there is a mismatch in the services chosen by an organization, ensuring better efficiency.

Device control best practices

Here are some best practices that can enable business leaders to implement device control in their organization. 

1- Regularly update firmware and software

Developers improve device control software constantly. Ensure that you are using the most recent versions of system applications and software. If there isn’t an automated update service available, you might have to choose manual updating. Also, it is important that service providers receive feedback regarding updates in order to facilitate amendments. Applications that are no longer in use should be disabled and removed because they may fail to match up-to-date security requirements.

2- Authenticate and limit authorization

This practice is one of the most important to achieving effective device control. Consider using strong passwords and updating them regularly. You can also leverage multi-factor authentication (MFA). Make it a practice to run authentication and authorization steps for each device. You can also consider storing log reports and analyzing them to gain valuable insights into system performance and security vulnerabilities.

3- Raise awareness of your organization

Technology is always improving, so we need to work hard to create terms that focus on sustainability, respect, and protecting rights. While many policies, like those from NGOs, are recommended but not required, some rules, like the EU’s GDPR, must be followed. Stay in line with these policies and keep your organization informed about them by training and educating them.

Further reading

Please take a look at the links below to see more information about data security and data monitoring:

• Top 10 USB Blocking Software: Based on 3.9K+ Reviews
• Top 10 RMM Software: Analysis From 7,700+ Reviews
• Top 10 Endpoint Management Software: 12K+ Reviews

If you need help finding a vendor or have any questions, feel free to contact us:

External resources

• 1. “Cost of a Data Breach Report 2023”. IBM. Accessed: 25/January/2024.