By Bill Williams, president and CEO of FSI
Although we hear of cyberattacks often, the reality of a data breach incident can often seem improbable – at least until it hits close to home. The Florida Department of Health recently suffered a cyberattack, causing the operations of funeral homes and cemeteries across the entire state to slow dramatically, and, as of the time of this writing, normal operations within the state agency still have not returned to normal. The system outage of the Electronic Death Registration System has had significant ripple effects, impacting families during their time of grief, and death-care firms in their business operations.
In the meantime, we can, however, learn something from this cyberattack and better protect ourselves and the families we serve. There’s no better time to tighten our cybersecurity defenses to ensure the data each of us is responsible for stays safe.
There are a few places each firm should start to help prevent a data breach:
- Replace outdated software and technology.
Older computer systems are more prone to data breaches as they are likely to have security flaws. The general rule of thumb is to check for major software updates at least once per month. And anti-virus and anti-malware software should be updated any time a new release is available.
Investing in high-quality, current technology that also meets compliance standards will help strengthen your firm’s defenses and ward off attempts to access sensitive data.
In considering how to upgrade your file security, re-evaluate your current storage platform. If your firm is not already utilizing the cloud to store and access files securely, now is the time to explore this solution. With proper security protocols like multi-factor identification in place, the cloud is one of the best ways to keep your firm’s data secure yet accessible 24/7 to those with the appropriate clearance.
- Work only with reputable vendors and maintain strong security protocols.
It’s likely that your business is connected with a supply chain of vendors and external partners. Some of those vendors may not have robust cybersecurity protocols and technology in place, leaving your data vulnerable to a breach.
Particularly among the vendors that have access to sensitive data and your customers’ data, ensure the partner has written policies that document their precautions. Vendors should also have data encryption, and if they offer multi-factor identification, make sure to enable it.
At FSI, we take extreme precautions to ensure data security. Our staff is well-versed in our security protocols, and we continually invest in new technology to keep our data and our clients’ data safe. Are your partnering vendors doing the same?
- Delete old, irrelevant records and consolidate remaining assets
If you have records that are no longer relevant to your business and those files contain sensitive information about your business or your clients, ensure the files are properly deleted, so they are no longer vulnerable to hackers.
For older files that are still relevant, consolidate them into a central, secure location to avoid having them fall into the wrong hands.
What to Do If Your Data Is Compromised
After strengthening your cybersecurity defenses, create a plan to navigate a potential data breach. A proactive plan will help ensure your firm is ready to respond quickly and re-secure data in case an incident occurs.
If your firm is ever the victim of a cyberattack, you can find helpful guidance and next steps from the Federal Trade Commission, including guidance on how to secure your operations, fix vulnerabilities and notify appropriate parties. Here, you can even find communication templates to help you act quickly.
While no one can be 100% protected from a security breach, the best defense is a great offense. Take the time to tighten up your cybersecurity to safeguard your business and the confidential information of the families you serve.
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