USB thumb drives.
How many do you have sitting around? If you’re like most of us, probably more than you realize. I’ve got six on my desk right now, none even related to any case work. Just a few months ago, I picked up a 256 GB drive for only $40. That’s an enormous amount of portable storage for next to nothing, and it fits in your pocket.
I’m not here to sell you on the benefits of USB drives. Instead, I’d like to raise a few questions:
- If you run a business, do you have a policy on USB use?
- Do you have any inventory control or accountability measures in place?
For many small and mid-sized companies, the honest answers are “none and none.”
It’s Not About Blame, It’s About Prevention
If that’s the case for your business, don’t worry, the goal isn’t to scold. Instead, here are a few practical suggestions.
The simplest idea?
Ban USB drives entirely.
(Of course, that’s rarely realistic.)
For most businesses, a better starting point is to create a clear, written policy on USB usage:
- Should employees be allowed to use personal USB drives?
(If so, remember: you don’t own those devices, which can make investigations difficult later.) - Or should they only use company-issued USB drives?
Issuing USB drives yourself makes tracking and accountability much easier. You can record the make, model, and external serial numbers, just like you would for laptops or phones.
What If There’s No External Serial Number?
No problem. There’s a free tool we often recommend: USBDeview by NirSoft
This lightweight utility can show details on currently connected USB devices and, crucially, on previously connected devices too. (We’re not affiliated with the software; just passing along something many find useful.)
A Smarter Way to Manage Risk
Imagine this approach instead:
- Employees are issued a computer, a phone, and a USB drive, all logged with unique identifiers.
- When they leave, they’re required to return all company-issued devices, including that thumb drive.
This way, if you ever have reason to investigate potential data theft, you’ll be in a far better position to do so. The devices are yours, the inventory records are yours, and there’s a clear chain of custody.
USB drives are cheap, powerful and everywhere. With just a few simple policies and inventory controls, you can turn what might be a major blind spot into a manageable, trackable asset.