Different Policies For Different Devices

Cozza noted that there may be several levels of handheld access policies, starting with limited access for a set number of handhelds or full access for a specific model, such as those made by Toshiba (www.toshiba.com) and palmOne (www.palmone.com). Choosing one or two approved devices helps the network admin test the hardware under specific conditions, support those approved devices when employees call the help line, and monitor the usage of those approved devices.

“Lately, large enterprises have felt the effect of the consumer devices changing too rapidly in both hardware and software, as they suddenly encounter unplanned and unbudgeted costs to change their software applications and computer hardware,” says Doug Lloyd, the director of product marketing at Symbol Technologies, a company that helps corporations set network policies. “When you consider that some companies have employees that use 1,000, 5,000, or even 10,000 handheld devices company-wide, all accessing network resources at the same time, the multiplying effect of change could be staggering.”

It’s important to note that the proliferation of handhelds is a recent development. A Gartner Group study released in early May 2005 showed that there has been a 25% increase in the number of handhelds purchased since 2004. A handheld such as the palmOne Tungsten E2, for example, costs only about $250, so it’s affordable for many corporate employees. Even decent budget laptops cost as little as $700. Also, a handheld device does not provide the same robust "user authentication" as a laptop, so there's not the same ability to create a secure and encrypted connection. “Handheld devices are often brought in by individuals that buy them with their own funds and then use them in an uncontrolled and unmanaged way,” says Cozza.

In some cases, a company will establish policies about the software you can use on a handheld. In addition to the network use policies and approved devices list, software policies help companies control exactly what kind of information employees can use on their Palm or Pocket PC. In a worst case scenario, employees could copy Microsoft Excel files to a handheld that contains, for example, detailed accounting information. Some companies create stringent software policies so that only certain applications will run, the Internet is not available, and the employee can’t check email or run instant messaging programs, such as AIM (AOL Instant Messenger) or MSN Messenger.

“By providing standardized devices that have been configured specifically for necessary business applications, companies can reduce the risk of users not following usage policies,” says Guy Conces, chief technology officer at Homecare Homebase, a company that provides a Palm and Pocket PC health care utility. Conces noted that the utility requires a password before an employee can even access the health care data, and the program blocks data access from the Internet or from a company network server. To the employee, a handheld that restricts access to only one approved application becomes less useful (meaning you couldn’t use it to play games or check your email), but your company doesn’t have to institute as many policies.

Follow The Rules & No One Gets Hurt

For the most part, handheld policies help you use the device without causing problems on the network. As long as you follow the corporate guidelines, use an approved device, and follow the guidelines for creating a secure connection to the network (usually by typing in a password that you received from a network admin), then there’s a lot you can do with a PDA. For example, in large companies, such as 3M or Microsoft, employees use handhelds to stay connected with co-workers, track their schedules, and even take notes at meetings. Learning about handheld policies will help you take advantage of that shiny new PDA and use it with corporate blessings.

by John Brandon

Cell Phone Policies Companies are less worried about cell phone use at a corporate campus, mostly because even the most powerful cell phones (such as a Motorola A630 flip-open phone) can’t access a company server. Instead, cell phones connect to GPS (global positioning system) or GPRS (General Packet Radio Service) networks and can’t be used to transmit company data from a server to the phone. Of course, if you use a Pocket PC or palmOne smartphone, such as the HP 6315 or Handspring Treo 650, your company will require that you follow the same handheld policies as those who just use a PDA for contacts and scheduling. To a company, these devices are actually handhelds first, that just happen to work like a cell phone.