S 1.61 Appropriate selection and usage of a mobile workplace

Initiation responsibility: User, Supervisor, IT Security Officer

Implementation responsibility: User

Thanks to increasingly smaller and more powerful IT systems it is nowadays possible to work almost everywhere. It is possible to transform any environment into a mobile workplace, for example a hotel room, the seat on the train or plane or a room at the customer's site. Unfortunately, such mobile workplaces can only be configured by the IT user to a very limited extent and must generally be used as found. Therefore, every mobile IT user must make a decision first whether the respective environment is suitable for use as a mobile workplace. Reasons against this may be the following, for example:

• The information to be processed is too sensitive to be processed outside the protected office environment (see also S 2.217 Careful classification and handling of information, applications and systems and S 2.218 Procedures regarding the personal transportation of data media and IT components).
• The environment makes working without third parties being able to read the information impossible, e.g. narrow seats on train or plane.
• No power supply or network connection is available.
• The use of mobile IT devices is prohibited, e.g. on the plane or in external offices.

Other aspects which are desirable for mobile working are the following:

• A stable surface should be available for placing the mobile IT systems on. Many mobile IT systems are destroyed by impacts.
• The environment should not be too loud.
• The environment should be sufficiently illuminated, monitor illumination is not enough in the long term. Disruptive glare or reflections should be avoided.
• It should be possible to position the monitor in such a way that the input cannot be observed. Special screen covers are available for laptops that prevent view from the side.
• In addition, the environment should be such that the mobile IT systems are not impaired, i.e. not too humid, cold or warm. While using the IT devices, this is of course also in the interest of the user. But they should also be stored accordingly.
• Mobile IT devices should be protected against theft (see also S 1.46 Use of anti-theft devices). The environment should provide the necessary conditions. For example, in order to secure a laptop against theft using a cable lock, there must be a possibility to attach the cable lock to a fixed object. If possible, windows and doors of the mobile workplace should be closed when leaving the workplace. This is possible in hotel rooms or conference rooms, for example, but may be difficult when on the train.

In unknown environments such as hotels it is always advisable to obtain information on the correct behaviour in case of fire or other emergencies, e.g. on warning signals and escape routes.

Review questions:

• Were the IT users instructed to make a decision before every mobile use whether the relevant environment is suitable as a mobile workplace?