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The Modern Office and Security: What you need to know about protecting your business and its data

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One of the most critical components of the modern office environment for a healthy, scalable business infrastructure is security. It is the cornerstone of your IT for it protects the other components that your company needs to keep thriving and surviving in the modern marketplace. Today’s business security entails much more than just an anti-virus program and requires some pre-planning as well as a regular investment of time.

This blog covers the most important things every business should know about security. Additionally, it includes what business leaders should consider to best protect their organization, data, and clientele. As you will see, having the right security in place can make the difference between growing your business and shutting its doors permanently.

Secured Access

Every business should have secured access in place for both internal and external users on its network. As a modern company, both internal and external users will be accessing your data whether its email or highly-sensitive information not meant for prying eyes. This is important because data falling into the wrong hands can cost your business its reputation, revenue, and even its livelihood.

According to the 2018 Data Breach Investigations Report by Verizon, 73 percent of breaches were perpetrated by outsiders. This means your business data needs to be protected as much as possible and that external access to your network should be limited and monitored at all times. Hackers are always looking for a way to infiltrate networks. Phishing, ransomware, and malware were among the top means used by nefarious outsiders to access business networks in 2018. Of those breaches studied, 90 percent were motivated by monetary gain or strategic advantage (i.e. business espionage).

While you may believe that your business is too small for anyone to care about hacking its data, think again. A report by USA Today shows 61 percent of cyberattacks are aimed at small and medium-sized businesses. The same piece reported that a whopping 60 percent of small businesses close their doors for good within six months of an attack so it’s clear why security is so imperative to business survival in our modern society.

Though most breaches occur due to external sources, insiders can be just as dangerous to your business. Whether due to simple user error or something more insidious such as a disgruntled employee or cyber espionage, the aforementioned Verizon report concluded that 28 percent of breaches involved internal actors. Of those breaches, 12 percent involved privilege misuse. That’s why we always recommend implementing the practice of least privilege. This means allowing access to data only to those who require it to fulfil their job duties.

Email Security

Email is the bread and butter of communication for most modern offices. The use of email for both internal and external communications is a necessity for today’s businesses so securing it effectively is imperative. The issue is that it is also a major point of entry for many attacks.

A blog by CSO from IDG shows that 92 percent of malware is delivered by email. In addition, the blog stated that the average ransomware attack (which often occurs via email) costs a company $5 million. The same blog also stated that phishing attacks is one of the most common methods of email malware infection.

There is email and network scanning software available to help protect your business. At ORAM Corporate Advisors, we recommend Mimecast for email protection. It is a terrific solution to help organizations prevent email-borne ransomware as well as protect against the associated downtime and data loss such attacks can cause. ORAM recommends Mimecast because it “safeguards employee communication and reduces risk with targeted protection, data leak prevention, and enforced security controls.”

Mimecast, which I mentioned above for email and network scanning, is also an excellent solution for data loss prevention. Its data loss prevention solution scans all emails and file attachments and identifies potential leaks using flexible polices based on keywords, file hashes, pattern matching, and dictionaries.

Another piece of modern technology you’ll want to have in place is multi-factor authentication. Multi-factor authentication is a security system that requires more than one method of authentication to verify a user’s identity. This can range from requiring passwords that must periodically be changed by legitimate users to requiring a one-time PIN provided via smartphone for access. It adds an extra step for employees to access your network but it will help ensure your business’ data security.

In addition to software, we also recommend that employee training become a regular event. Every business should offer employee training during the onboarding process and at regular intervals throughout the year (every six months) to every employee. They should be trained not to click on email attachments or to follow links in emails from unknown or untrusted sources. Employees should also be taught to verify emails with links and attachments with a trusted source before opening them if something comes into their email that they weren’t expecting. While this training can take some time, it can prevent a costly breach later on.

Manage Your Network

While securing access to your network is important, managing your network is even more imperative to keep business operations running smoothly. Your network houses your most critical data while supporting the daily workflow and processes of your business. That means maximizing uptime, optimizing network capacity and utilization, and ensuring its protection.

There are a great deal of pieces that comprise your network and all of them need to be addressed on an ongoing, regular basis. Start with a network technology assessment and auditing. This will tell you where your network is in terms of optimization and data security. By assessing where your network is now and taking a full audit, you will be able to tell where your strengths and weaknesses are to tweak it to work at full capacity for your business needs.

In addition to regular assessments and audits of your network, you will need to plan ahead for storage, disaster recovery, business continuity, and more. Here are some of the things that go into managing a business network:

  • Email Continuity
  • IT Asset Tracking and Reporting
  • High Availability Services
  • Cloud Solutions
  • Network Design, Implementation, and Support
  • Data Assessment, Analysis and Recovery
  • Security and Monitoring Services
  • Workflow Assessment and Optimization

Up-To-Date Security

Your business should also have up-to-date technology security in place. You will want to ensure that your company has installed intrusion prevention software on all of its data networks to keep hackers from getting their hands on your information. You can check to ensure you have such software in place during the audit process.

The intrusion prevention system we use at ORAM is Cisco hardware that scans on a network level. It scans everything going into and out of your network to ensure that your network traffic is safe. This could catch someone maliciously trying to access your internal network, bad email attachments, and other threats.

In addition, you will want to put together policies for your employees that protect your business. Ensure you have a solid computer use and data loss prevention policy in place so employees know exactly when and for what purposes they can use their company devices. Make it clear what sites they should not visit and what the repercussions are for visiting non-work related sites on business devices.

You’ll also want to have a password policy in place so employees are not using the same passwords for multiple accounts or old passwords that could leave them at risk of being hacked. Passwords also need to be strong so encourage your employees to develop passwords that use letters (both lowercase and capital), numerals, and special characters. There is even software available to prompt your employees to change or update their passwords over time. You may even offer your employees a password manager so they can easily recall their passwords.

Many enterprise businesses are also moving to the cloud. Not only does this allow for greater flexibility for your employees, but it can offer greater data security. When you save both to your local network and the cloud, you have your data backed up. This is ideal in the event of a disaster and will get your business up and running again with less downtime or the worry that valuable information can’t be recovered.

Don’t Forget Your Physical Security

Remember that all data is not digital. Whether you have data files stored in locked filing cabinets or your HR employees are printing personally identifiable information (PII) during tax season, the physical security of your business is just as important as its digital security. You don’t want someone walking out with printed files or sifting through your garbage to steal information.

ORAM recommends that all businesses have a clean desk policy. This means requiring that all employees keep their desk clear of papers, notes, and other information that could lead to a breach or loss of information if it were to fall into the wrong hands. When they are not as their desk, employees should have a clean desk since everything should be put away, hopefully under lock and key.

Businesses should also limit physical access to certain areas such as file storage areas, server rooms, and other places where information is stored. If an employee doesn’t require that access to do their job on a regular basis, they shouldn’t have access. Such areas should be locked with limited persons possessing keys for access. We also recommend adding video cameras at data rich entry points to protect against a physical breach. This small addition will let administrators know who accessed the area(s) and when they did so which will help in an investigation.

Finally, you’ll want to ensure that all data is properly disposed of. Shred all hard copies before tossing paper information and consider hiring a disposal company that handles this type of waste. Don’t leave such waste out on the curb for anyone to take. Ensure the company will come in to gather paper for disposal. In addition, make sure that valuable paper data isn’t thrown into the recycle bin but is shredded before being thrown out. When it comes to cyber espionage, dumpster diving isn’t unheard of.

Have a Plan

Every business should also have a written information security plan (WISP) in place. It should include everything from regular IT audits to employee training. There are many mistakes that businesses make when it comes to backup that are completely preventable. Your WISP will outline effective administrative, technical, and physical safeguards specific to your organization to help prevent such mistakes. It will also define security measures for your business, protect against anticipated security threats, and unauthorized access. The WISP for your business will put safeguards into place to protect your data. It will also help you and your employees know exactly what to do and who to contact if disaster strikes.

If you need help with securing your modern office or want more information about building stronger security for your business, contact ORAM today at (617) 933-5060. Our experts are always here to assist you in bettering your business and data security.

Moving Enterprise Resource Planning Applications to the Cloud

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Many small businesses use a variety of applications from QuickBooks to Salesforce to handle the needs of company operations. Though larger businesses can use the same mishmash of applications, most have moved to a single Enterprise Resource Planning (ERP) application that meets the same needs but in a single application. With such an excellent resource available, most companies are now focused on moving their ERP apps to the Cloud. 

Keeping Up with the Times

As technology has grown and we have become more mobile as a society, the ERP software is moving to the Cloud for improved access and speed. Hosting the ERP in the Cloud makes the app more user-friendly for a dispersed work environment. In other words, by hosting its ERP application on the Cloud, a company can share the benefits of the application with a distributed workforce. Individuals and departments in different locations such as remote employees, branch offices, and salespeople in the field can access the ERP quickly and effortlessly.

While ERP applications are big software that can be cumbersome and are often cost-prohibitive for small businesses, larger businesses have realized the many benefits a single application has to offer. For starters, an ERP can fully integrate all aspects of sales, production, human resources, accounting, and more under one application. Rather than deal with eight to 10 applications to handle business like most small companies, large companies can work with a single ERP application.

Additionally, ERPs build workflows that eliminate jobs as the various modules can “talk” to one another to complete multiple phases of a project that once took many people. For example, the manufacturing module of an ERP can communicate with the accounting module to signal that a product has been finished so the client can be automatically invoiced. With processes locked into place, it requires fewer people to handle operations meaning companies can save money on manpower.

Benefits of Moving ERPs to the Cloud

Savvy small businesses transitioned their apps to the Cloud long ago in the form of Software as a Service (SaaS). This allowed small businesses to work more nimbly while adapting faster to changing technology and our modern mobile society. The ERPs of the past often slowed larger companies down when it came time for such technology and working world adaptations due to their sheer size, much like turning the Titanic versus a tugboat.

The good news is that as larger ERPs have improved over the years, there’s been a push to move them to the Cloud. No longer do companies have to bog down their networks and limit employee access by hosting their ERPs locally. Today, moving business ERP apps to the Cloud offers many benefits including:

  • Faster Access to Business Systems
  • Ease of Management of the ERP
  • Simple Access for a Remote and Distributed Workforce
  • Allows for Unhindered, Seamless Growth

Transitioning to the Cloud

At ORAM, our advisors caution companies to avoid biting off more than they can chew when transitioning their ERP application to the Cloud. We highly suggest moving one department at a time after serious transitional planning. The order of operations and departments that are moved to the Cloud will depend on the unique needs of each company.

The biggest mistake businesses make as they transition their ERP apps to the Cloud is the lack of accounting for on-premises and legacy systems. Most companies have older systems in place they still utilize that need to be able to connect with the ERP once it is moved to the Cloud. For example, if a company has a large envelope printer from 1984 it still uses, that legacy system needs to be able to communicate with ERP to continue business operations without interruption.

The way to best approach moving ERP applications to the Cloud is with much discussion, forethought, and planning. You’ll need to look at your overall business workflow and operations. Employees on the front lines in each department can offer insights into processes, procedures, regular deadlines, and operations that may impact your transition plan.

In addition, consultants like those at ORAM can offer assistance with proper planning. Should your business require assistance in transitioning its ERP application to the Cloud without negatively impacting your business, the experts at ORAM Corporate Advisors can help through our consulting services. Call us today at (617) 933-5060 or visit us online.

Major components of a solid cybersecurity plan for businesses

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It happens every day. Businesses of all sizes experience data breaches which can lead to the loss of proprietary or private client data, damage a company’s reputation, or even unleash lawsuits. The consequences can be so damaging, in fact, that an organization may face closure as a result.

In addition to the aforementioned concerns, small to medium-sized businesses face additional challenges that larger businesses often don’t; a lack of IT personnel, funding for strong IT, and knowledge for developing a cybersecurity plan, for example. With that said, there are several major components every business owner and leader should consider when creating a solid cybersecurity plan that will serve to best protect their organization.

IT Audit
The first step in creating a cybersecurity plan for your business is to conduct an IT audit. An IT audit is when your company’s information technology (IT) infrastructure, policies, and operations are examined and evaluated for security purposes and to see if they measure up to best practices. This will help determine where your security is strong and where it needs improvement.

Information technology audits allow businesses of all sizes to determine if the controls (hardware, software, practices, and policies) they have in place protect the company’s assets, ensure the integrity of data, and align with the organization’s overall goals. These audits are typically conducted by IT auditors who examine the physical security of your business in addition to the security of your information systems ranging from financial controls to your company’s overall business policies.

Some IT organizations such as Oram Corporate Advisors offer free technology assessments to get you started. These free technology assessments can assist in strategically evaluating whether your IT infrastructure is ready to grow, identify areas of opportunity for improvement, and can “red flag” areas that require deeper analysis and adjustments. Just remember that all technology assessments are not created equal and you often get what you pay for.

When it comes to IT audits, they can be expensive, but businesses need to have them to secure their organizational data, assure clients that their information is safe, and to protect their reputation. Additionally, many industries are now required by their state and/or federal government to participate in regular audits among other IT regulations. Be sure to check with your state and federal government to determine if your business is affected by such IT regulations. Your IT auditor should be able to answer these questions for you as well and assist your business with regulatory compliance requirements.

The cost of an IT audit can be prohibitive for many small to medium businesses. As a matter of fact, they can run into the thousands depending on how much work has to be completed to conduct the audit. Fees are typically charged on an hourly basis and can range from IT company to IT company. Most IT auditors should be willing to give you a free estimate, however, so you know what your investment will be.

Employee Training
The next step in developing a solid cybersecurity plan for your business is to train your employees. After all, your employees can be your strongest line of defense or your weakest link. Information technology best practices require regular IT training for all employees.

Every employee should know certain IT rules such as not opening emails or attachments from unknown or untrusted sources. Phishing scams are one of the most common ways hackers attempt to infiltrate business networks using email. Other items employees should be trained on include spear-phishing, executive whaling, and malware. Training should also include specific company IT policies and procedures that support better data security. Employees should also be trained in a myriad of other topics such as the proper disposal of confidential data (both digital and hard copy), how to handle requests for information, and how to report a suspected breach.

A blog by Forbes magazine online offers small and medium businesses five tips on how to train employees. While these are general training guidelines for any type of employee education, they can also be applied to IT training. In addition to hosting your own educational meetings, most IT companies offer employee training for best IT practices as well. The cost for such training will depend on which company you hire, how frequently you wish to schedule training, and how many employees you have.

Your WISP
The third component of your business cybersecurity plan should be your written information security plan or WISP. This encompasses many items and includes several steps in and of itself. You will need to sit down with an IT specialist and outline a WISP that is specific to your business and the information it holds. Your WISP will need to include the following at a minimum:

Objective– Outlines your WISP including the creation of effective administrative, technical, and physical safeguards for the protection of personal and proprietary information.

Purpose– Outlines what your WISP will do such as ensuring the security and confidentiality of personal information, protect against any anticipated security threats, and protect against unauthorized access or use of information.

Scope– In formulation and implementing your WISP, outline the scope of the plan including reasonably foreseeable internal and external risks, the potential and likelihood of damage caused by such risks, evaluate the sufficiency of your existing IT policies, and design and implement a WISP that puts safeguards into place to protect data. In addition, regular monitoring of the effectiveness of those safeguards should also be included.

Data Security Coordinator– Designate a data security coordinator in your WISP that will implement, supervise, and maintain your written plan. They will head the initial implementation of your plan, train employees, and regularly test the safeguards outlined in the WISP. The security coordinator will also evaluate the ability of each third-party service provider to supply appropriate security measures for information to which they have access. They will also review the scope of the security measures in the WISP and conduct annual training for all employees including the owners, managers, and independent contractors as well as temporary employees who have access to personal information.

Internal Risks– Identify probable internal risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

External Risks– Identify probable external risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

Implement Your Plan
Implementing your business’s cybersecurity plan is the next step. This includes adding data security features you have opted to employ in addition to making employee training a reality, integrating new software such as updated anti-virus and/or firewall programs on your network, and updating patches to existing software.
Other layers of your cybersecurity plan should include:

Social Media Education– Hackers can find personal information online from social media sites such as Facebook, Instagram, and LinkedIn that they can use to manipulate employees of companies, getting them to disclose personal or sensitive information. Train employees about social media best practices as well as the use of different passwords for each site, software, or application they use. Emphasize your company’s security protocols as well as IT best practices such as the use of least privilege.

Let’s Get Physical, Security– While you may think your building is secure enough to protect your sensitive data, good hackers know how to penetrate this type of security. Be sure not to leave computers exposed and destroy all hard drives using professional services. Physical security breaches can be avoided by encrypting hard drives, leveraging cloud backups, and enclosing hardware ports exposed to the public. Employing theft recovery software, checking door locks and cameras, and properly disposing of shredded paper also help.

Wi-Fi Protection– Wireless internet can also pose a threat. Wi-Fi signals can extend beyond office walls. A bad actor can connect to your signal from far away and infiltrate your network where they can steal files containing proprietary or personal information. Businesses should employ WPA2 (Wi-Fi Protected Access 2) protocols as they are safer than the old WEP (Wired Equivalency Privacy) or WPA (Wi-Fi Protected Access) protocols. Ensure your router has a strong, unique password that is not easily guessed.

Password Protocols– Passwords should be changed often and kept private. Train employees on this and teach them that the strongest passwords include uppercase and lowercase letters, numerals, and special characters. Additionally, passwords need to be different across all accounts. The best way to remember passwords is to use a password manager. There are some free password managers available but the most secure ones typically charge a small annual or monthly fee. Most also allow businesses to sign up for a membership that covers all employees.

Two-Factor Authentication– Even with difficult, unique passwords on every account, seasoned hackers can often penetrate security. As a backup, it’s best to employ multifactor authentication wherever possible. Most large companies use it including Apple, Google, and Dropbox. Using a mobile number and/or email account, multi-factor authentication provides an added level of security. Your business can also implement it with other applications and services as well. New technology such as facial recognition, fingerprints, and/or ultrasonic sounds are on the near horizon and companies should prepare to employ more secure technologies as soon as they are commercially available.

Email Security– This is the most necessary asset for your business to protect. Once in your email, hackers can reset passwords and wreak all types of havoc so be sure to prioritize protecting company email. Never click links in emails or attachments from untrusted or unknown sources as these could take you to a phishing site that looks like a real website. Using Google Gmail and Google Apps is recommended given they have the best spam, virus, and phishing protections available in addition to multifactor authentication already built in.

Anti-Virus– Keep your anti-virus updated at all times. While this helps protect your email and other sensitive information, new malicious viruses are always being created. That means anti-virus companies are always updating their software to address the threats on their “blacklists.” Consider using a service that employs a “whitelist,” which only allows software and programs that are pre-approved to be downloaded adding extra security to your network.

If you need assistance with conducting an IT audit, crafting an IT plan or WISP, or implementing your plan, contact Oram Corporate Advisors today at (617) 933-5060. You can also reach out to us online. Our professionals are always here to support your business with superior IT and IT services.

Technology Assessments: What they are and why every business needs them

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Technoology Assessments

Information technology, or IT as it is known in most modern business settings, can be a challenge for small to medium business owners. Whether your business may have its own IT expert in-house or be too small to employ its own, your organization uses IT every day. Government regulations change regularly and growth means IT needs to adapt, too. Additionally, the world of technology is always experiencing new development.

That’s where technology assessments come in. Every business should undertake an annual technology assessment to ensure its IT needs are being met. Here’s a look at what technology assessments are, the purpose behind them, and what types of things they evaluate.

Technology Assessments
Every organization uses technology. Whether your business is using the internet for ecommerce, your non-profit is building a new business website, or your company is sending and receiving emails, you and your employees utilize IT. As your business grows, the complexity of your IT does as well. This can be a challenge for small to medium businesses, however, as they often don’t have the budget to hire a full-time employee to handle such matters. Even if you do have IT staff on hand, they may be so busy that a third-party such as ORAM may be the key to getting your annual IT assessment done quickly and efficiently.

This is where an independent technology assessment comes in. Such assessments evaluate multiple aspects of your existing IT to determine if what you have is effective enough to cover your growing organizational needs and, if not, what changes need to be implemented. Just as you should see your doctor every year for a full physical, your company also requires an annual IT checkup.

The Purpose of IT Assessments
The costs of IT are rising every year, the complexity of IT planning is becoming increasingly difficult, and regulatory compliance is beginning to overwhelm organizational leaders. An annual technology assessment can tell you what your company currently has in terms of IT to overcome these obstacles versus what it really needs to achieve your technology and business goals.

An IT assessment should cover several aspects of your business technology including:

• Strategically evaluating whether your IT infrastructure is ready to grow with your business.
• Identifying areas of opportunity to improve your business processes and reduce your IT costs.
• Pinpointing any “red flag” areas that require deeper analysis and adjustments.
• Prioritizing your IT investments to reflect your business strategy.

What They Do
Information technology assessments examine your existing IT infrastructure and business goals such as growth. Through this audit of your business’s current systems and processes, it can be determined if they are effective at meeting your organizational goals.

For example, if you operate a law firm that wishes to grow by 10 percent each year for the next five years, your IT must be able to adapt to the changing needs of your law firm. In addition, you are bound by several governmental regulations such as the protection of your client’s personally identifiable information (PII). This means you must have achieved a certain level of security to meet those requirements with your IT.

An annual assessment can determine if the IT your business has in place is capable of handling these requirements and, if not, what adjustments need to occur. A strong technology assessment will answer the following questions:

• How is the health of technology in my organization?
• Is my business using technology to its fullest extent?
• Can my existing technology accommodate growth?
• Is my company exposed to risk that can be avoided with proper planning?

What They Cover
Just like a physical, an IT assessment comes with a checklist of things that are covered to ensure the best IT health and the lowest risk to your organization. Areas that should be covered in your IT assessment include the following:

• Physical assets: Servers, desktops, laptops, telephones, networks (internal and external), Peripherals (scanners, printers, copiers, etc.), and data management and tracking (such as storage and disposal)
• Applications: Desktop programs, email management, accounting and other business-critical applications, document management, security programs, and your organizational web site
• Policies, Procedures, and Processes: Business continuity plans, disaster recovery, change management, security management, on-boarding and off-boarding of employees, ongoing IT training, and help desk
• Partner & Vendor Management: Collaborations, sales, purchasing, software licensing, voice and data circuit providers, third-party service providers
• Industry or Business Specific Details: Government-issued regulations, industry requirements, and unique company needs

This list of items is reviewed by conducting interviews with key people in your business and through checks of your business infrastructure. During the interviews, you or your IT staff will be asked to answer specific questions about the technology in place that supports your organization. You will also be questioned about your business and its goals.

When ORAM conducts a full technology assessment, we have a list of 300 questions that thoroughly examine everything from your existing IT policies and procedures to your key IT assets and their settings. We also look at the infrastructure of your organization to determine what you have, how well it works, and what you need. All of this is wrapped up into a results report specific to your company.

Results-Oriented IT
All of the data gathered during the assessment is put into a final report that will allow business leadership to make informed decisions about the IT of your company. In addition to the current status of your IT health, recommendations will also be made to keep your business operating smoothly, protected against threats, and compliant with industry and/or government regulations. Business leadership should review the results to determine what steps to take in order to keep moving forward with safe, effective, and efficient IT that meets business goals within their budget.

The final report is also a terrific means for documenting your IT and planning business continuity in the event of a disaster such as a breach. While this is a wonderful report that can do much to support your business health and goals, it does need to be updated annually to address the changes in technology and your company.

Why Every Business Needs IT Assessments
Since every organization uses IT, every business needs an annual technology assessment. The final report is not only a document that keeps businesses on the cutting-edge of technology and security, but also provides assurance that government regulations are being achieved. Finally, it gives leaders a look at the IT health of their company and acts as a roadmap to guide them through the necessary changes to their existing technology that will allow them to achieve their desired outcomes in the future.

If you are interested in a short, free technology assessment by ORAM, a full technology assessment, or simply have questions regarding your organization’s IT, please contact ORAM at (617) 933-5060 or visit us online today.

October is National Cyber Security Awareness Month

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A look at cyber awareness and tips for protecting yourself online

Whether you are turning on the television, checking the daily newsfeed online, or reading a magazine, you’re sure to hear about the breach of a major business such as Yahoo, a data leak by the government, or hackers attacking a local school. Over the last two decades, cybersecurity has been legislated to protect consumers, businesses, and the government alike. There’s a need for greater awareness of cyber security and how people can best protect themselves and their businesses. That is the purpose behind National Cyber Security Awareness Month (NCSAM) which has been celebrated every October for the last 15 years.

The History of NCSAM
Developed as a collaborative effort between industry and the U.S. government, the purpose of NCSAM is to ensure every American has the necessary resources to stay safer and more secure online as well as advance awareness of the threats we all face when we log on. Launched in 2003, NCSAM was conceived by the U.S. Department of Homeland Security and the National Cyber Security Alliance.

According to the National Cyber Security Alliance, the goal was to reach as many people and businesses as possible to educate them about cybersecurity. The target audience consists of consumers, small and medium-sized business, corporations, educational institutions and young people across the country.

STOP. THINK. CONNECT.
This year marks the 8th anniversary of the STOP. THINK. CONNECT.™ campaign used during NCSAM which offers tips and advice for everyone from the daily internet user to business owners.

The message to consumers of every age is clear. We are all warned to stop and think before connecting which means doing things to protect ourselves before we get online. We are warned to “Keep a Clean Machine,” “Protect Your Personal Information,” and “Connect with Care.” But what does all of this really mean?

Keep a Clean Machine
All of your internet-connected devices should be kept free of malware and other infections such as viruses as they can interrupt your connectivity at home and at work as well as spread to others. A dirty machine can also threaten your safety and the safety of others online. This is especially true when it comes to malware that connects your devices to botnets, which are networks of computers controlled by cybercriminals that can steal your information and make money from it.

There are several things you can do to keep a clean machine including:

  • Use the Latest Software– Ensure you have the newest security software, web browser and operating systems to offer the best defense against known viruses, malware, and other threats.
  • Automate Updates– Most software programs automatically update to defend against threats. Keep auto updates turned on and turn your computer off each night so updates will occur when you reboot.
  • Protect Every Device– In addition to computers, be sure to turn on auto updates for all devices including smartphones, laptops, and tablets.
  • Plug & Scan– External devices such as USBs can harbor viruses and malware. Use security to scan them before using.
  • Get Rid of Garbage– Delete links, emails, tweets, posts, etc. that look suspicious. These are ways cybercriminals compromise your computer. If it’s not from a trusted source, trash it. Don’t open it.
  • Hot Spot Smarts– Limit the business you conduct when away from your home or office. Be sure to adjust the security settings on your device to limit who can access it.
  • Act Fast– If you think your machine is infected, get help fast to remove viruses and malware before they can spread or cause more damage.

Protect Your Personal Information
Each one of us has the responsibility of protecting our personally identifiable information (PII) online. If your personal information ends up in the wrong hands, there could be serious consequences from a breach in your social media or theft from your business to your identity being stolen and your bank account being wiped out.

While you may have worked hard to protect that information, all of us must still assume our personal information has been leaked because hacks happen all of the time. Here are some tips for protecting your PII online from the New York Times:

  • Use Different Passwords– Across multiple sites from Facebook to your bank account, NEVER use the same password in more than one place. Doing this allows a hacker that gets your password in one place to use it in another. Password managers such as 1Password or LastPass can help you keep track of them all.
  • Never Your Social- Never use your social security number as a username or password. This is especially true in the face of the recent Equifax breach.
  • Be Suspicious- Treat everything online with an abundance of suspicion. Hackers send emails, notices, letters, etc. posing as people you know and businesses you solicit to gain information. Contact a business or individual requesting PII online by calling them directly before deleting the email as they may need it to press charges or stop the cybercriminal from targeting others.
  • Use Stronger Passwords- Sites such as LastPass can help you create unique passwords for each site you visit and save them for you in a protected database. If you create your own, be sure to use uppercase and lowercase letters, numerals, and special characters in each password.
  • Employ Extra Security- Passwords are not enough. If a site allows you to use secondary or two-factor authentication, enable those features. When you enter your password, you will receive a message with a one-time login code to allow you to finish logging in.

Connect with Care
Many web users are very quick to click whether it be on an email, a link, or an attachment. Slow down and take time to examine what it is you are about to click before you do so. Ensure you know who an email is from before opening it. If you don’t know the sender or aren’t expecting an email, delete it without opening it.

If you receive an email from a person or business you know and the email address looks familiar, feel free to open it. Once open, look at the email itself. Does it sound like it’s from the sender or does it seem odd? If the English is suddenly broken, the business logo is not right or is missing, or something else is off about the email, do not click on any links or attachments. Contact the person or business directly to see if they have sent you something via email.

Use care when connecting to public Wi-Fi. This is especially true if you are conducting business such as banking or shopping online. Use only trusted secure connections when using portable devices outside of the home or office.

Be Web Wise
Personal information about anyone is now easy to find online. This is especially true with the advent and use of social media. That means we all have to be wise when it comes to using the web. The first thing you should know is how your information gets online. Here are some ways you may inadvertently be sharing your personal information:

  • Posting on social media
  • “Checking in” through social location sites such as Foursquare
  • Commenting on blogs or shopping sites
  • Creating online wish lists online at sites like Amazon or Pinterest
  • Sharing videos or photos online
  • Using online games
  • Giving location data when uploading photos online

If you are on social media, check to see if you can change your privacy settings to limit what others can see about you or who has access to your information. Be sure to read the privacy policy of any company before sharing your information with them to ensure they don’t sell it to third parties. You’ll also want to ensure that your data is backed up at home and at the office in the event of ransomware, other cyber attacks, or even a computer shutdown.

Be a Good Online Citizen
Being a good online citizen involves employing the Golden Rule of treating others online the way you would like to be treated and using common sense. Don’t visit unsecured sites and don’t forward emails from unknown sources to others.

Be aware of how the action of one person can damage an entire online community. For example, one employee surfing unsecured sites through your business network can open the door for malware, viruses, and cybercriminals. Have common expectations in your home and office about what is an acceptable use of the network and what types of sites should be avoided.

Report cybercrime and breaches immediately. These should be reported not only to your internal technology personnel but to law enforcement as well. By reporting such issues, you are helping others avoid becoming victims, too, and stopping cybercriminals in their tracks.

Own Your Online Presence
This means safeguarding your own personal information and activity. For example, data should be treated like money. It should be protected. This means everything from your birthdate and personal address to the names of your children and pets which are often used as passwords. It can be easy for a hacker to get into your accounts with such personal information floating around on the web.

Be careful about who you share information with. For example, you may get “friend” requests from people you don’t know on social media. Simply delete the request. This is not being rude, it’s being prudent. Also, don’t send login information via email. Email can easily be hacked without the proper, updated security in place. If you get a request for information from a business online, call them to see if the request was really from them and provide any data they may need that way.

Lock Down Your Login
One of the main points of the STOP. THINK. CONNECT.™ campaign is to Lock Down Your Login. There are several ways you can ensure your login information stays secure. Here are six tips to get you there:

  • Protect accounts with strong authentication
  • Keep security software updated
  • Avoid phishing by thinking before clicking
  • Use unique passwords for every site
  • Protect your mobile devices
  • Employ trusted security tools

Our Responsibility
Staying safe online and protecting those we are connected with is everyone’s responsibility. Because the world has become so digital, we are more interconnected than ever before. From our desktops to our tablets, phones to laptops, we find ourselves working, playing, learning, and living online. That means all of us has a responsibility to try to stay as safe as possible by adhering to the advice of cyber experts.

National Cyber Security Awareness Month is a chance for us all to become more aware of the threats we face online and ways to protect ourselves and others. For more information, safety tips, and ways to get involved in NCSAM, visit the National Cyber Security Alliance online or contact Oram at (617) 933-5060.