First, what is master data management?

Mobile device management falls under master data management (also abbreviated MDM), the process of managing all critical data within the organization. Master data management doesn’t refer to specific software or hardware but rather the entire workflow required to securely handle data assets.

Master data management encompasses all departments working with customer details, product data, and other information deemed critical. The goal is to create one single source of truth, eliminating any fragmented, duplicated, outdated, or otherwise inaccurate information.

Mobile data management contributes to this by supporting the enforcement of privacy policies and compliance-ready data protection for hardware and software. It helps streamline risk management by ensuring each company-owned device follows the exact requirements and uses the same approved apps and tools. Administrators using MDM software can spot irregularities in employee activity more easily and quickly, leading to better response times in the case of an incident.

How does mobile device management work?

MDM security is a core part of the overall cybersecurity infrastructure, simplifying and centralizing processes that would otherwise create challenges for organizations. While it’s particularly beneficial for remote and hybrid teams, mobile device management is crucial for fully in-house organizations, too.

Mobile device management concerns all company-issued devices: desktop computers, laptops, tablets, and phones given to employees with remote access and management software installed. These software components are known as MDM solutions.

One app is rarely enough to cover the entire MDM infrastructure. Some programs are OS-dependent. For instance, Apple offers Apple Business Management (ABM) for its native device management. Others are developed by third-party service providers, granting more flexibility for organizations using a broader device range.

Mobile device management makes it easier for organizations to ensure employee devices are secure and their usage adheres to internal protocol. For instance, a managed device may contain software to connect to the company’s internal network, a remote access app that lets administrators access the device in case of technical issues, a password manager with set security policies, antivirus software, or encrypted file storage.

Using MDM solutions simplifies software updates, allowing administrators to ensure all apps and operating systems are up-to-date and secured from zero-day vulnerabilities. It supports device monitoring, making it easier to spot irregularities and suspicious activity. In case of a security incident, a compromised device can be remotely wiped and locked by the IT team to reduce the risk of data theft and damage.

Mobile device management is beneficial for onboarding and offboarding processes. New employees can receive their hardware with the necessary tools pre-installed and set according to company requirements, while leavers have their data easily wiped from the device, allowing it to be passed along to future employees or be adapted for further personal use.

BYOD and mobile device management

Using a company-issued device is not always mandated. For example, company phones may be limited depending on employee roles or the company’s budgetary requirements. Although computers provided by the employer are a common business practice, in some cases, like with fully remote teams, it may be logistically simpler to have the employee use their personal device for work. In such instances, companies practice BYOD, or “bring your own device.”

The problem with personal device use is the lack of security assurance. Unlike company-issued devices, BYOD practices don’t mandate MDM software to be installed. However, employees may opt for it for security reasons. Since the personal and work-related use overlap, employees may be reluctant to install remote access software to keep their private information protected.

This creates further security risks for employers and employees alike: if a company adheres to BYOD practices and the device in question is stolen, hacked, or otherwise compromised, the cybersecurity team can’t promptly respond to the threat. For instance, they can’t remotely shut off the device or delete its contents. Furthermore, they can’t guarantee that a malicious party won’t misuse work-related data stored on a personal device. Considering the liability involved, it’s strongly recommended for organizations to avoid BYOD practices and opt for company-issued device use instead.

MDM solutions: Are they worth it?

While the benefits of mobile device management are alluring, they can cause some challenges. Here’s what organizations need to know as they set up MDM solutions.

The pros

• Increased security. Mobile device management offers stronger security for employees, particularly those working with sensitive data. Centralized control ensures all devices adhere to the same requirements and employees follow company policies.

• Onboarding and offboarding. Upon joining a workplace with MDM solutions, employees receive devices that are already partially or fully prepared for their duties. Likewise, having access to tools like remote wiping ensures that leavers can’t take sensitive data with them when they part ways with the company.

• Streamlined tech support. If an employee experiences any problems with their work-issued device, an administrator can assist them remotely using mobile device management software. It simplifies problem resolution and reduces some of the burden for the IT team.

• Compliance. Centrally managed devices help ensure stronger compliance with data regulations. They help prevent data loss and fragmentation, and provide access to sensitive information that meets cybersecurity compliance standards.

• App distribution. Organizations may allowlist or denylist select apps based on their data security standards, required permissions, developer reliability, and other criteria. With mobile device management, they can control which apps can be added to the device and which can only be accessed with administrators’ permission.

• Cost savings. By using owned devices that can be passed along to new employees or retained when employees leave, companies can save on hardware and software expenses, utilize business and enterprise resources for security tools, and minimize breach risks thanks to centralized monitoring and management.

The cons

• Initial costs. As a security system, MDM pays off over time. However, the initial setup can be costly: acquiring devices, purchasing licenses, and finding solutions with required scalability can be expensive and time-consuming.

• Connectivity reliance. For mobile device management to work, monitored devices typically require an internet connection. That means if suspicious activity occurs while the device isn’t connected to a network, it may go unseen by administrators.

• Overmonitoring. Broad access to monitoring tools can sometimes sow mistrust in employees, leading to administrators and managers overextending their use to observe employee activity. This can pose the risk of observing sensitive information they otherwise would not have permission to access, and can deepen a lack of trust in a team.

• Implementation complexity. The bigger the organization, the more complex its MDM system is. Once you start adding different devices and operational systems into the mix—make that Windows, Linux, macOS, iOS, Android, or any other options—you need tools that cover it all. Some MDM solutions may only be available for certain operating systems, while others may not cover all your bases.

• Forced updates. If the IT admins determine which software can be installed on a managed device, they also maintain the responsibility for updates. To ensure the entire network remains secure, the IT team may force-update all computers at the same scheduled time, leading to frustration from employees whose workflow is interrupted and who may max out the allowed update deferrals.

• Lack of BYOD coverage. If employees use personal devices for work, it’s unlikely that IT administrators will be able to install MDM solutions on them. This makes BYOD devices more susceptible to insecure data management practices and lack of compliance, and blurs the line between personal and work-related device usage.

No MDM solution is likely to be 100% perfect and cater to every business need. The goal is to develop a system that covers all essential bases and keeps both employees and the data they handle secure on their day-to-day. It can take some mixing and matching, testing, and replacing one service with another to find what works best for your business.

Keeping company-owned device data secure with NordPass

Mobile device management solutions can first appear as a complex, expensive maze that encompasses tens or even hundreds of devices, all set to protect your organization’s most sensitive data. However, it doesn’t all have to be so complicated. You can get some of your key security aspects covered with just one tool that’s both budget-friendly and easy to manage.

NordPass is a password manager for businesses that supports flexible security. NordPass allows your organization members to create and store passwords, passkeys, one-time authentication codes, payment details, and other sensitive information in an encrypted vault.

Granular policy controls help ensure strong password policies, secure device usage, additional safety via multi-factor authentication, and external sharing practices. You can adjust required policies to apply to the whole organization, specific teams, or individual employees.

NordPass’ XChaCha20 encryption and zero-knowledge architecture maintain a high level of security and allow credentials to be shared among employees without exposing them to external parties. Employees can limit access to shared credentials to be only autofillable, shareable, or editable, while admins can transfer ownership rights for simplified onboarding and offboarding.

NordPass is available as an extension on all major browsers, Windows, macOS, iOS, and Android devices, making it a flexible option for mobile device management across your organization, whether you’re a small business or an enterprise. All data is backed up and synchronized automatically, ensuring credentials are up-to-date whenever you need them.

Make password management the easiest part of your multi-device management system. Try NordPass today and upgrade the centralized device security standard in your organization.