After the desktop

BUSINESS TRENDS support the shift toward using the notebook PC as a company's primary client system. Office workers rarely have fixed locations, and notebooks, particularly those equipped with wireless network adapters, are an asset in shared workspaces, conference rooms, and for telecommuting. Workers with notebooks are more likely to invest out-of-office time in company projects, and a notebook is essential for any business traveler.

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There will always be tasks for which stationary PCs are better-suited. If a worker needs a Gigabit Ethernet connection or more than one processor, a notebook won't make a good stand-in for a PC. The functionality gap is closing, though. I share a QPS FireWire CD burner, QPS FireWire hard drive, and a USB floppy drive between the desktops and notebooks in my lab. Sharing a pool of USB and FireWire peripherals is a good way to balance the higher cost of notebooks and to provide users with access to local backup devices.

But central management of portable computers is a challenge. Modern notebooks will run management agent software and power up in response to "wake on LAN" signals from servers, but only while they're attached to your network. Management should never be attempted over an unprotected circuit, such as a DSL or cable modem line, unless a secure VPN is used. But some employees with home broadband connections won't be able to use VPN. In that case, set up an alternate access route for time-sensitive updates, such as OS security patches and virus definitions. Employees on the road or working from home shouldn't be disadvantaged because they can't tap into your LAN.

Notebooks also raise unique security and privacy issues. It's hard to secure a device that someone can walk off with. If Windows is your standard client OS, use Windows XP or Windows 2000; you should pull or upgrade all Windows 95, 98, and Me machines as security risks. Set up every notebook with explicit user IDs, no guest accounts, strong log-in passwords, and default file encryption. Most notebooks' BIOS passwords cannot be overridden even if the system's backup battery is drained, so require BIOS passwords as a matter of policy and make sure your vendors require proof of purchase before unlocking a password-protected notebook.

If you monitor or filter users' Internet usage even when they're using their notebooks at home, tell them. Make it clear that the company's rules related to pornography, hate sites, warez, e-mail threats, and other unacceptable usage follow the notebook regardless of location or time of day.

Monitoring and filtering of off-LAN notebooks is difficult, expensive, and unreliable, and simple shareware will detect and remove company-installed spyware. Don't waste money on a technological tug-of-war with savvy notebook users who want to guard their privacy. Consistent, visible policy enforcement is cheaper and more effective than monitors and filters.