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Quotables: Is Your Workforce Suddenly Remote? Here’s What to Know About Cybersecurity (CO by U. S. Chamber of Commerce)

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Principal Farica Chang is featured in CO by U. S. Chamber of Commerce, a resource for everything business owners need in times of national emergency and otherwise.

Click here to read the full article!

And read our Ultimate Guide to Secure Remote Work on our blog.

Are you in need of expert IT consulting?  Anderson Technologies is a St. Louis IT consulting firm that specializes in system administration for small businesses.  Let us help you today!  Give us a call at 314.394.3001 or email us at info@andersontech.com.

What are Quotables?  This is a category in our posts to highlight any professional publications that benefit from our expert IT consulting advice and quote us in articles for their readers. 

Quotables: COVID-19 Have You Working at Home? Check Your Cyber Security! (Ms. Career Girl)

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Cyber security is in the news, and Anderson Technologies is offering our expertise. Principal Farica Chang is featured in Ms. Career Girl, a site providing education and tips for women at work.

Click here to read the full article!

And read our Ultimate Guide to Secure Remote Work on our blog.

Are you in need of expert IT consulting?  Anderson Technologies is a St. Louis IT consulting firm that specializes in system administration for small businesses.  Let us help you today!  Give us a call at 314.394.3001 or email us at info@andersontech.com.

What are Quotables?  This is a category in our posts to highlight any professional publications that benefit from our expert IT consulting advice and quote us in articles for their readers. 

The Ultimate Guide to Secure Remote Work [Updated for 2020]

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With the coronavirus in the news, more businesses than ever are considering whether telework is a viable option for their company and employees. But with new cyber threats and data breaches constantly reported, business owners have to ask themselves,

How do I maintain my cyber security when my employees work remotely?

Whether you have one employee working on a mobile device while on a business trip or your entire staff telecommuting from home, your cyber security shouldn’t be sacrificed for convenience. By understanding your options and working with a quality IT services provider, you can safely navigate the cyber world and keep your business protected.

Cyber Security and Telework

Maintaining your cyber security while allowing your employees to work remotely can be a challenge, but it can be accomplished with minimal risk if you plan ahead and choose the right options for your business. If you don’t expect someone to infiltrate your network, you won’t be protected when someone tries. Always prepare for the worst-case scenario.

Assume that communications on external networks, which are outside the organization’s control, are susceptible to eavesdropping, interception, and modification.”—Guide to Enterprise Telework, Remote Access, and Bring Your Own Device (BYOD) Security (NIST 800-46r2)

How Do You Prepare for Telework?

Start by choosing the best telework option for your business’s needs and budget. There are four basic ways to secure your network while allowing remote access to employees.

  1. VPN Gateway:

    Virtual Private Network (VPN) gateways create secure access from the employee device to the VPN gateway and onward to your internal network. In this way, your enterprise-level cyber security measures are extended to the VPN, which acts as a secure tunnel for employees to work through. Some VPN gateways can even extend your business’s firewall rules to the employee computer no matter where they are working through the use of a portable device—a great advantage when travelling on business.

    VPN gateways offer several great telework features, but while communication is protected through a VPN gateway, the employee’s computer could still be at risk of transmitting infected data if the computer itself is compromised. VPN gateways should only be used in conjunction with properly configured, company-owned hardware to maintain high security standards and minimize the risk to the internal network.

  2. Portals:

    In this method, telework employees access company data and applications through a browser-based webpage or virtual desktop. All applications and data are stored on the portal’s server and cannot be downloaded or saved on an employee’s device without permission. This is a good way to keep control over who is accessing your data and how it is used.

    The danger with portals depends on what permissions the employee has while accessing the portal. If the portal allows an employee to access other areas of the internet while connected, it could provide an unintended avenue for criminals to access your network. It’s safer to restrict employees’ access to other programs while the portal is in use. The more access an employee has, the less secure the connection becomes.

  3. Remote Computer Access Service:

    Remote computer access services allow an employee to remotely control a computer physically located at your business via an intermediate server or third-party software. When the two computers are connected, applications and data remain on your office computer, and your network’s cyber security measures are enforced. Your remote device acts as a display for the work performed on your office machine.

    Due to the direct access, remote desktop connection is considered high risk in cyber security terms. Proper configuration is critical. When set up correctly, communication between the two computers is encrypted for the data’s protection, but it is also encrypted from the organization’s firewalls and threat detection. No matter how good your cyber security measures are, if the employee’s home computer doesn’t have the same protections as the office workstations, malicious data can slip into your network unnoticed during a remote desktop connection.

  4. Direct Application Access:

    Direct application access is probably the lowest risk to your cyber security measures out of all the remote access methods because it is best used only with low-risk applications. In this method, employees can remote into a single application, usually located on the perimeter of your network, such as webmail. The employee doesn’t have access to the entire network, allowing them to work on select applications without exposing your internal network to danger.

    Though there is much less danger posed by direct application access, it generally doesn’t allow for extensive work to be done. There is very little connection to data on your network, and little ability to take data to another application if needed. It is best used when traveling or on a mobile device where complete access to the network is not necessary.

The type of telework you offer may also depend on governmental regulations requiring a certain level of security. Those working in the healthcare sector should consult with their HIPAA Security Officer to make sure any telework is performed according to HIPAA guidelines.

Using company-owned and maintained hardware is the best option when working from home or on the go. Properly-maintained company laptops reduce the risk of unpatched or out-of-date software connecting to your network and often have more robust anti-virus/anti-malware protections than personal computers.

For many small and medium businesses (SMB) though, providing all employees company devices is not financially feasible or practical, especially if the need for remote work is temporary. The best choice for SMBs is either establishing a site-to-site VPN connection or using a secure remote desktop service to connect to their office computer. SMB should be aware of and willing to accept the added cyber security risks of using personal devices before implementing this type of work-from-home policy.

Mobile Devices

Telework isn’t the only way employees access your network. Mobile devices have become ubiquitous for work on-the-go, but if you fail to protect these devices, your business and clients may suffer. There are basic security recommendations for securing any mobile device, including thorough employee training in cyber security, strong encryption, keeping software up-to-date, and supplementing your security with third-party anti-malware/anti-virus software. While these fundamental methods keep the average device secure, if you’re dealing with sensitive or confidential data on your network you may need additional safeguards.

Given the similarity between the functions of mobile devices, particularly as they become more advanced, and PCs, organizations should strongly consider treating them similar to, or the same as, PCs.”—Guide to Enterprise Telework, Remote Access, and Bring Your Own Device (BYOD) Security (NIST 800-46r2)

NIST’s Guide to Enterprise Telework offers detailed suggestions for protecting any business when it comes to mobile and telework access, including:

  • Turning off networking capabilities (such as Bluetooth) when not necessary for work.
  • Turning on personal firewalls, if available.
  • Requiring multi-factor authorization before accessing your business’s network.
  • Restricting other applications allowed on the device.

Since loss or theft of hardware is far more likely with mobile devices, it is beneficial to use a mobile device management (MDM) solution to maintain control of a mobile device in case of theft or accidental loss. With an MDM, you can locate, lock, or remotely destroy any data on the mobile device. This way your sensitive information won’t fall into the wrong hands, even if the device itself can’t be recovered.

Best Practices for Maintaining Cyber Security

Regardless of the type of remote access you decide on, there are a number of opportunities to shore up your cyber security defenses:

  • Establish a separate, external network dedicated solely to remote access. If something does infect the server, it won’t spread to other parts of your network.
  • Establish a site-to-site VPN connection or use a secure remote service.
  • Use encryption, multi-factor authentication, and session locking to protect your data.
  • Keep your hardware and software patched and updated, including your employees’ remote computers.
  • Enforce strong password policies and have employees use a password manager.
  • Set up session time out on all teleworking connections and automatic screen locks on all computers.
  • Manually configure employee computer firewalls and anti-malware/anti-virus software.
  • Add additional security authentication layers to company data on mobile devices.
  • Set up restrictions to keep unknown or unnecessary browser extensions from being installed. Many have tracking codes the user doesn’t know about, while others are used to spread malware. Stick with trusted and needed browser extensions only.
  • If possible, physically secure computers with locking cables in any untrustworthy place, such as hotels or conference areas.
  • Consider providing company-owned devices for employees to use that can be maintained and secured by in-house IT-staff or your MSP.
  • Consider end-point detection and response or remote access logging to monitor what is happening on your IT systems.

Regardless of how many security protections are used, it is simply impossible to provide 100 percent protection against attacks because of the complexity of computing. A more realistic goal is to use security protections to give attackers as few opportunities as feasible to gain access to a device or to damage the device’s software or information.”—User’s Guide to Telework and Bring Your Own Device (BYOD) Security (NIST 800-114r1)

Privileges, Privileges, Privileges!

No telework operation should ignore the danger of not setting the correct privileges on employees working from home. This step is essential to maintaining a secure, partitioned IT environment.

Implementing accurate and reasonable privileges provides two major benefits to your company.

  1. It keeps employees from accessing data or programs that they shouldn’t have access to.
  2. It keeps cyber criminals from infiltrating your entire network through a single compromised machine or account.

There is no reason a sales rep needs the same access to your company data as the CEO, so why would you give them unrestricted access? Job-specific privileges keep company data safe from insider infiltration while providing each employee with the tools and data necessary to complete their work. The Zero Trust IT model utilizes segmented permissions as the core tenet of its security architecture.

When creating user privileges, keep in mind:

  • Never allow users admin access. The only people who should have admin access to your systems are the IT personnel who maintain them, and even then, they should use an admin account only when performing work requiring it. All users should have a standard, limited user account that cannot alter system settings or privileges.This is especially important when employees work from home on their personal computers. Without the security of an enterprise hardware firewall and business-grade cyber security protections, employees’ personal computers are at a higher risk of being compromised. If their computer is infected and they have admin level access, cyber criminals can use that unrestricted access to infiltrate your entire system, change permissions, and steal or encrypt data for ransom.
  • Need-to-know access only. It takes a bit of technical know-how to set up appropriate user access privileges, but it’s worth the effort. Besides keeping data secure within the company, segmentation of privileges also means that if a computer is infected with malware or an employee account is compromised, the access cyber criminals have to your company and its data remains limited.
  • Use multi-factor authentication. It’s not enough to limit permissions, you need to verify the person signing in is who they say they are. A quick visit to Have I Been Pwned will show how many accounts are already compromised. Multi-factor authentication prevents a compromised account from being used by cyber criminals to access your systems. While security tokens and third-party authenticator apps like Yubikey or Google Authenticate are preferred, any type of multi-factor authentication (email, SMS) is better than no authentication.

Training

Employees need to know more than just how to use the telework programs. Train your employees on cyber security before they go home to work. This is especially crucial if they use their personal computers to telecommute.

Employees should know how to spot and respond to unusual computer activity, which can be an indicator that malware is present. They should also be prepared for phishing and social engineering attempts to gain user account access. Train them on who to contact for IT support and how to verify the person asking for access to their computer is the correct person.

Your employees’ home computers will be the weakest link in your cyber security, so verify they know how to keep their computer safe and how to securely access your systems. Doing so protects them and your business from malicious actors.

 

Telework comes with risks, but with strong security policies and the right cyber security in place, it is worth the investment. A good managed IT services partner can walk you through the process and make sure your business is safe and productive anywhere. For help setting up a telework network, contact the experts at Anderson Technologies by email at info@andersontech.com or by phone at 314.394.3001.

Looking for more guidance on how to keep your work from home systems secure? We’ve got some essential tips on a new blog post, “Working from Home Due to COVID-19: Keep Your Company Data Protected.”

2020 Cyber Security Essentials Checklist

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The start of a new decade brings a sense of changing times and new beginnings. For your cyber security, it marks a good time to review how the state of cyber threats has changed since the time of Y2K or the 2013 Yahoo data breach. With the evolving threats and methods deployed in cyber crime, basic security standards have also progressed to keep your network safe. Do you know the basic security measures you should take to protect your business in 2020?

Download your copy of Anderson Technologies’ Cyber Security Essentials Checklist for 2020!

Verify everything!

We’ve talked before about the Zero Trust model for IT security. Even if you aren’t ready to bring your entire IT architecture up to Zero Trust standards, several of its security measures are now common-sense protections against modern cyber threats.

MFA

Multifactor Authentication (MFA) is quickly becoming the gold standard for preventing unauthorized access to your systems. In an age of Have I Been Pwned’s free credential checking and the all-too-often reuse of passwords, the question is no longer if your usernames and passwords have been stolen, but when and which ones.

MFA is the most basic way to prevent someone with stolen credentials from accessing your systems, and comes in various iterations, from an email or text code to authentication apps and security dongles like or RSA SecurID tokens. It’s a simple measure that ensures the bad actor needs more than a stolen credential to compromise your systems.

Access Controls: Minimum Necessary Use (Need to Know)

The days of free access within an organization are over. Clearly defining user roles and necessary access permissions is essential. There’s no reason for an intern to have the same access to your systems as the office manager or IT staff. Segmenting user access to the minimum necessary for their job performance means that if one employee is compromised, the bad actor won’t be able to reach every part of your business.

Stop Viruses and Malware in Their Tracks!

It’s common knowledge that anti-virus and anti-malware are required in this day and age, but remember that if your software firewall or anti-virus program catches an intrusion, the threat has already made it into your systems.

Know Your Hardware

Businesses need to understand the difference between a hardware firewall and a software firewall. You need to have the best protection against cyber threats, but many business owners don’t realize they are missing the necessary hardware firewall. Go to your IT closet and take a close look. Can you identify your modem, router, and hardware firewall? They are three different pieces of equipment, and if you aren’t sure which is which, talk to your IT staff or MSP to make sure all three are in place and properly configured for maximum protection and minimum interference.

Training and Filters

Firewalls and anti-virus programs won’t be of much use if an employee clicks a link in a phishing email and lets the bad actors in. Blacklisting certain websites and installing email filters like Proofpoint are great first steps for keeping malicious links and emails from getting through, but the biggest way to prevent phishing is training your employees how to recognize it. These tactics are too prevalent not to invest in comprehensive employee training.

Update! Update! Update!

Nothing invites bad actors into your systems like an unpatched computer, such as Windows 7 which stops receiving updates after January 14, 2020. Security updates are not just slight improvements; they often fix known bugs and zero-day threats that bad actors can use to infiltrate or bypass the implemented security safeguards. Without keeping up to date with your security updates, criminals can exploit unpatched vulnerabilities to breach your security and either install malware on or extract valuable and private information from your systems. So, when an update appears, make sure it gets installed right away and upgrade un-supported software as soon as possible.

Be Prepared for a Breach

The era of small businesses being too little to be profitable to hackers is long gone. Small, medium, and large business are all targets for cyber criminals and it’s essential to think not in terms of if you are breached, but when you are breached. How can you mitigate the risk or minimize the damage a breach could do to your business?

Backups

No business in 2020 should be without comprehensive and secure daily backups of their IT systems. Properly configured and tested backups are your insurance against ransomware and natural disasters. If you know you can restore all your data effectively and quickly from backups, there’s no need to pay a ransom for the hope you can get all your data back.

But don’t just grab the first out-of-the-box backup solution you find. Make sure your backup provider doesn’t keep only one iteration, meaning if your backup gets infected, you have no other options. Configure the solution correctly to back up all the information you need.

Encryption

If you are in a HIPAA-regulated industry, encryption is not optional. It’s the best way to prevent unauthorized breaches when mobile devices and laptops are lost or stolen. A properly encrypted laptop lost on a business trip isn’t a breach even if ePHI is on it, since the encryption prevents anyone who finds the machine from accessing the data.

Encryption is a good idea for any business that uses laptop and mobile devices for work purposes. The last thing you need is someone finding a lost phone or laptop and suddenly having access to sensitive business information or programs.

The Daily Routine

Sometimes it’s the little things that end up being the source of a cyber intrusion. These security measures may seem like common sense, but that doesn’t mean you shouldn’t have a clear policy for them. Failure to follow basic procedures everyday can open the door for cyber criminals.

Passwords and Password Managers

Reusing or only making minor alterations to passwords across applications is a major problem. Too many passwords are hard to keep straight, but people struggle even more to remember secure randomized passwords. This can lead to the worst-case scenario of employees writing down passwords that anyone could find. Having a long phrase or sentence the employee can remember is best practice, but if you have a lot of programs that require passwords, you don’t want employees using only one across the board.

Password managers like Myki or LastPass are a great solution to this problem. Employees can create the long, randomized alpha-numeric passwords, which are considered most secure, without the need to write them down or repeat the same password over and over. These services also provide apps for mobile phones so employees don’t need to be at the desk to access their passwords.

Screenlocks

Not every company institutes a screenlock timeout procedure for their business, but it’s a simple and effective security measure, especially if parts of your business are open to the public (HIPAA requires it). Even if you don’t have any public areas, screenlock policies can prevent insider threats from gaining access to an employee’s computer or information simply because they forgot to lock the computer before they left their desk. Make sure the screenlock requires a password and isn’t delayed to the point it’s useless to protect your information.

If you don’t have these basic policies and procedures in place, it may be time to re-evaluate the security measures you are using. Were they created for a different time and threat landscape? Can they continue to protect you against modern cyber crime? If not, it’s time to step up your basic security measures and stop criminals before they sneak into your business.

 

If you need help determining if your current security measures are adequate to protect your business, contact us today for a free consultation!

5 Fraud Trends and How to Beat Them: Top Tips to Implement for Cyber Security Awareness Month

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Every October, Cyber Security Awareness Month is a time to learn, assess, and make changes to protect yourself and your business from the latest, most sophisticated dangers. Beyond damages to reputation and production, monetary costs from cyber crime add up in the billions of dollars.

Stay safe and aware this October. Here are five fraud trends that you’ll want to know:

Fabrication

Synthetic identity fraud is a cyber crime long game. First, a hacker procures a social security number by theft or purchase on the Dark Web, and then fabricates an associated name, DOB, email account, or phone number. From there, the fake identity is legitimized and nurtured.

Once a fraudster is able to become an authorized user for lines of credit, a process that typically takes 5 months, the “bust-out” is ready to be executed. This leaves creditors and businesses with dummy accounts filled with credit card maximums, loans, and cell phone/utility plans.

Ransomware

Ransomware can send chills down the spine of any business owner, and for good reason.

Two cities in Florida were forced to pay over a million dollars in aggregate bitcoin ransom after losing access to phone and email systems for multiple weeks. A quick glance at data breach headlines on any given week will reveal SMB attacks as well. Ultimately, ransomware boils down to economics, and it will require a concerted effort by organizations to shift the paradigm, refuse to pay criminals, and protect data before attacks.

Business Email Compromise (BEC)

A sophisticated scam, BEC targets anyone who regularly processes requests for electronic fund transfers. The scammer compromises an email account through phishing or intrusion tactics and requests that transfers of funds or personal information such as W2 forms be sent immediately.

Because the request comes from a familiar face, and may even be routine, this scam is highly effective—and very expensive. As of July 2019, total dollar loss has exceeded $26 billion.

Account Takeover (ATO)

The commoditization of crimeware and “spray-and-pray” techniques have led to a higher frequency in breaches, many of which are executed by non-sophisticated hackers. Solving ATO fraud at the small and medium business level in today’s world requires purpose-driven teams and technologies that can protect your business in a smarter, more efficient way.

Dark Web

Security researchers estimate that in the first half of this year alone, over 23 million credit and debit card details were being sold in underground forums. What’s worse, nearly two out of every three originated in the United States (64%), followed by the UK (7%) and India (4%). Once such data dumps hit the Dark Web, cyber criminals will exchange stolen information and credentials in order to orchestrate damaging fraud schemes.

Now that you know some of the trends in cyber crime, here are several helpful solutions.

Guard yourself and your business against these threats. Here are our Top 12 Cyber Security Tips:

  1. Involve all stakeholders in raising cyber security awareness across your organization.
  2. Backup key data regularly and perform scheduled test restores to ensure their integrity.
  3. Enable multi-factor authentication company-wide and establish and enforce an appropriate password policy for all users.
  4. Install enterprise-grade anti-malware and spam-filtering solutions with anti-phishing capabilities across your network.
  5. Leverage internet content filtering to block phishy websites.
  6. Prepare for cryptojacking attacks.
  7. Purchase SMB security suites that include Dark Web monitoring.
  8. Assess your organization’s cyber security policies and procedures and review annually.
  9. Ensure that all third-party partners have cyber security protocols and policies in place.
  10. Build a cyber security incident response plan and democratize key information.
  11. Bind an appropriate level of cyber security insurance to cover your company in case of a breach
  12. Partner up with expert managed IT services providers to train your employees and implement the above.

Awareness and action go hand in hand. This Cyber Security Awareness Month, contact Anderson Technologies to protect your business from the newest threats, and enhance business functions every day.

HIPAA Part 7: Getting Started

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We’ve come to the end of our HIPAA series, and if you’ve been following along, you might feel overwhelmed by the prospect of becoming HIPAA compliant. There’s a lot to do if you’re just starting out. Keep in mind that by creating a culture of compliance, it becomes easier to verify that you’re following the Security and Privacy Rules in the future. Instead of creating policies, you’ll be updating them. Instead of choosing technical safeguards, you’ll be evaluating what’s already in place. Once you are HIPAA compliant, it’s easy to stay HIPAA compliant.

Tips for Beginners

For those of you tackling HIPAA for the first time or those whose current HIPAA compliance program isn’t doing enough, here are a few tips to help you start the process.

Know what you have—The start of any HIPAA compliance program is determining what PHI and ePHI you have, what programs or processes access that information, and what policies or safeguards are already in place to protect it. Without knowing that, you can’t know what needs to be fixed.

Perform the SRA first—It’s the first security standard for a reason. A complete and thorough Security Risk Analysis is critical to compliance, and you’ll find that during the SRA process you’ll address many of the other standards in the Security Rule. If you don’t feel you can perform this on your own, it may be beneficial to call in an outside consulting company to help you.

Document everything—Get used to this right away. You must not only become compliant, but you need to prove that you are compliant, and that is done through documentation. Be careful you don’t fall into the trap of “paper compliance,” where you have the documentation but fail to follow through in everyday practice. A policy is useless if it’s not implemented.

Accept that it’s a process—Compliance doesn’t happen overnight. From the SRA to the documentation to the evaluations, compliance takes time. It is a continuous process of monitoring and updating to ensure the privacy and security of PHI.

Get everyone on the same page—Training on HIPAA needs to happen from top to bottom. This helps create a culture of compliance that will make ongoing compliance efforts easier. If those in leadership positions understand why it’s important to be HIPAA compliant, appropriate policies and procedures can be created and the budget adjusted according to needs. When employees know the rules to ensure the confidentiality, integrity, and availability of PHI, there is less chance that an avoidable breach will happen.

There is no one prescriptive way to go about HIPAA compliance. HIPAA is designed to be vague enough that any size or type of business can adopt the same requirements. This allows each business the freedom to implement in the way that best fits them, but it also requires that you take responsibility for the decisions you make. With that said, following a logical HIPAA compliance plan will help determine the most reasonable and appropriate measures for your business in a straightforward way. Compliance is always easier with a plan.

HIPAA Resources

Knowing where to go for information can assist any Compliance Officer in their efforts to become HIPAA compliant. Below is a collection of the resources found throughout this series.

HIPAA Part 6: Plan for the Worst

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No one likes to think they’ll suffer a disaster, a ransomware attack, or a data breach, but hope isn’t enough to satisfy HIPAA. The question is no longer if something will happen, but when. HIPAA expects you to plan, prepare, test, and be ready for anything that could disrupt the confidentiality, integrity, or availability of your ePHI and affect patient care.

In this installment of our HIPAA series, we’re going to look at the different kinds of disaster planning HIPAA requires and the importance of knowing how to implement them.

Security standard §164.308(a)(7): Contingency Plan is an umbrella term for a number of more specific plans that are meant to ensure the availability, integrity, and confidentiality of ePHI in the event of a disaster or other major security incident. While the Security Rule doesn’t explicitly require you to include other parts of your business, non-electronic PHI is still covered by the Privacy Rule, and most cyber security insurance plans require some degree of business contingency planning.

First Things First

Before you can start making plans to keep your business going during and after a disaster or cyber security incident, you first need to know what parts of your business, hardware, software, and data are critical to operations and security. HIPAA requires this in implementation specification §164.308(a)(7)(ii)(E): Applications and Data Criticality Analysis. But don’t let its position after the contingency plans fool you. This needs to be done first and foremost.

Even though §164.308(a)(7) only references assessing “specific applications and data,” if you are implementing business-wide contingency plans, you’ll want to go through all your daily operations and vital processes to determine what you can’t do a day’s worth of business without and what you could leave for when your world is no longer upside down. Without this information, you won’t be able to create the plans necessary to fulfill the following implementation specifications.

The Big Four

 One thing to remember about the plans listed below is that they don’t have to be completely isolated from each other. You might find combining pieces together (such as lists of vendors, hardware, software, etc.) is more practical than listing them in each plan separately. What’s important is that employees are trained, know what they are responsible for, and where to access this information in an emergency situation. There’s no use making a plan if no one uses it.

Following standardized responses should minimize errors, particularly those that might be caused by stressful incident handling situations.” – NIST SP 800-61r2 Computer Security Incident Handling

  1. 164.308(a)(7)(ii)(A): Data Backup Plan

What does it do? Your data backup plan is one of your most vital recovery plans. It provides you with assurances of data integrity and availability in emergency situations. For healthcare facilities directly caring for patients, data loss or network failure could mean the inability to treat patients. All ePHI must be backed up, preferably in a place that won’t suffer the same disaster as your facility, such as in cloud storage or in a separate secure location.

Your data backup plan should include who is responsible for maintaining the backups, verifying all data is being backed up, testing that backups can be retrieved, and who to contact when backups are needed.

When does it go into effect? You should make this a priority. Your data backup plan needs to be up and running before an emergency strikes. 

A data backup plan is also one of the best defenses against ransomware. Read more about that here!

  1. 164.308(a)(7)(ii)(B) Disaster Recovery Plan

What does it do? The complexity of a disaster recovery plan depends on how much of your business you choose to include. §164.308(a)(7)(ii)(B) specifies you must “establish (and implement as needed) procedures to restore any loss of data.” More comprehensive business-wide plans would include other data vital to the company that isn’t specifically ePHI.

A disaster recovery plan should include the hardware, software, backups, environment, vendors, business associates, etc., necessary to recover data lost in a disaster or cyber security incident. It also covers the people responsible for coordinating and performing all disaster recovery efforts. Employees assigned in this plan should be trained and ready to fulfill their duties in the event of a disaster.

When does it go into effect? A disaster recovery plan helps you recover lost data and infrastructure after a disaster or cyber security incident has occurred. 

  1. 164.308(a)(7)(ii)(C): Emergency Mode Operation Plan

What does it do? This plan could also be called a continuity of operations plan. Its intent is to keep your business or facility operating at a level necessary to ensure patient safety and ePHI security the moment a disaster hits. Downtime can not only cost a lot of money, but can be detrimental to facilities actively caring for patients.

By having the procedures in place for any number of emergency situations, employees can react immediately, know who to contact, how to bring critical business processes back online, and maintain the necessary security and privacy standards required by HIPAA. A good emergency mode operations plan should have contact names, numbers, first response expectations, and anything else an employee would need to recover critical operations in the first 12-36 hours.

More than the other plans, having done a thorough and accurate criticality analysis is vital to a successful emergency mode operation plan. You need to be aware of what you need to restore and in what order it needs to be restored to effectively continue with daily operations as best you can. Failure to do a proper criticality analysis can waste time and resources by focusing recovery efforts on functions that aren’t immediately necessary.

When does it go into effect? An emergency mode operations plan should be implemented during a disaster to keep the business going, and, in the case of healthcare facilities, to keep patients safe and cared for appropriately. 

  1. Business Continuity

What does it do? You’ll notice that there is no implementation specification that goes along with this plan. The Security Rule doesn’t specifically require a business continuity plan, but it can be a useful addition to a set of contingency plans.

While the other plans all focus on what happens during or immediately after an emergency situation to keep your business running, a business continuity plan focuses on getting you back to where you were before the disaster. What are the lower priority vendors or clients that you might have missed contacting already? Do you know all the hardware and software that needs to be replaced or recovered? Think of it as the long-haul plan that doesn’t let you forget about the little things. Disasters are stressful, and a good business continuity plan can keep you on track through the mental fatigue that can set in after a disaster.

When does it go into effect? Business continuity plans help you bring your entire business back to normal day-to-day operations after a disaster occurs and the crisis period is over.

Incident Response

There are many different kinds of cyber security incidents that could affect your business. While all incidents are major problems when they occur, you may not require the full emergency responses planned out above. In these cases, individual plans geared directly to cyber problems can be useful tools.

Depending on your risk, you may want more than the two plans below, but if you’re covered by HIPAA, these are important ones to include with your disaster management plans. The better prepared you are for an incident, the safer you can make your data and the faster you can recover from an attack.

Companies that identified a breach in less than 100 days saved more than $1 million as compared to those that took more than 100 days. Similarly, companies that contained a breach in less than 30 days saved over $1 million as compared to those that took more than 30 days to resolve.”  — 2018 Cost of a Data Breach Study, Ponemon Institute (emphasis added)

  1. Data Breach Response Plan

While a breach is any impermissible use or disclosure of PHI, a data breach response plan focuses on ePHI specifically. It lays out how to secure your systems after a breach, who to contact if you need more support, what to do once the threat is identified and fixed, and who must be notified of a breach of ePHI or other personally identifiable information (PII). (Remember, properly encrypted data isn’t a breach.) The FTC has a good outline for what to incorporate into your data response plan, and the HHS thoroughly explains all the requirements of a breach under HIPAA.

  1. Ransomware Attack Response Plan

The criticality of care facilities combined with the black market price of ePHI makes the healthcare industry a prime target for ransomware and other cyber attacks. And like most cyber attacks, ransomware deals two-fold damage, from the recovery itself to the subsequent breach notifications that must follow. (Remember, unless you can prove that ePHI has not been accessed due to safeguards in place, it’s a breach. For more on Ransomware and HIPAA, see the HHS’s Fact Sheet.)

A ransomware attack response plan sets up the procedures your employees should take in the event of a ransomware attack, such as steps to quarantine an infected machine, who to contact, and what not to do. It should also have procedures for technicians and management in how to secure the network, purge the system, recover lost data (per the data backup plan), and notify required parties. Also include the contact information of the law enforcement department to report the attack to, whether that is local, state, or federal. (For more information see the Department of Justice’s guide, “How to Protect Your Networks from Ransomware.”)

Test! Test! Test!

Most important of all, you need to test your contingency plans routinely and make sure all your employees are trained and know where to find the plan in emergency conditions. A plan no one knows about or can find is a plan that won’t be implemented. Besides, HIPAA requires it.

So make contingency plans part of your annual and new hire training. Make sure all your employees can find the plans and know what they are responsible for. Make sure everyone knows who’s in charge during emergency situations so that plans can be implemented fast and efficiently. It can save you time, money, and headaches when the worst happens.

If you need help implementing a cyber security incident response plan or training your employees in the best practices, contact Anderson Technologies at 314.394.3001 or by email by info@andersontech.com.

3 Easy Ways to Make the Most of Your Firewall

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Is the mess of cords and cables in your server room weighing heavy on your mind? Whether or not you rely on a managed services provider (MSP) to keep your IT systems organized and in check, you have a responsibility as a business owner to understand the hardware that keeps everything running.

Misinformation about firewalls is one of the most common issues we see at Anderson Technologies. When asked “Do you have a firewall?” most business owners will emphatically respond “Yes!” without realizing that they’re unfamiliar with the hardware that they think is safeguarding their company. That dusty router in the corner of the phone closet or server room probably isn’t doing much more than its job, which is definitely not to protect your network.

We’ve previously written about the differences between hardware and software firewalls, and Anderson Technologies always recommends an enterprise-grade hardware firewall for businesses under our care. But don’t let that be the extent of your knowledge!

Below we’ve compiled a quick guide to understanding the nuances of your firewall and related equipment. By using the tips below, you’ll have an extra level of familiarity when discussing your hardware options with your MSP or teaching your employees proper cyber security protocol, as when striving for HIPAA compliance.

  1. Get to Know Your ISP

You might be asking, “What does my internet service provider (ISP) have to do with my firewall?” The answer to this question varies greatly depending on your network setup. When asked about firewalls, many business owners automatically point to their internet modem or router, and misinformation from ISPs and previous MSPs are to blame.

Most home networks don’t have or require a separate hardware firewall, because the modem and/or router provided by your ISP may have a basic one built in—that is, if it’s configured correctly (more on configuration in #2). Businesses, on the other hand, almost certainly require a more robust level of protection in the form of a hardware firewall. Though HIPAA’s security standard §164.308(a)(5) doesn’t explicitly state the particular hardware necessary to protect against malicious software, having a trustworthy firewall can help and is well worth the investment beyond regulation compliance.

Your ISP factors into the firewall equation at a very basic level. After all, if you don’t have an internet connection, what is your firewall protecting? Your MSP can easily adjust things like wireless access points and device connections, but if there’s a problem with the internet itself there’s not much we can do. Whether you’re using your wireless router’s built-in firewall or an enterprise-grade Meraki, that stream of internet flowing into your business relies solely on your ISP.

Along with your IT services provider, your ISP is a partner and resource when it comes to the technical workings of your business. Always have your ISP’s contact information handy in case a security or performance problem is coming from the foundation of your network—the internet itself.

  1. Configure, Configure, Configure!

Configuration is a term that tends to scare those who don’t consider themselves “tech-savvy,” but at its root, configuration is nothing more than telling your devices how to work.

Think about it this way: when you bring your new smartphone home, it won’t have any of your personal settings or information. Maybe the menu text is too small to read, or the brightness and sound aren’t set to your liking right out of the box. Fixing these settings may take some general knowledge about how the phone works, and possibly some investigation and deduction. But once you’ve changed all the settings to fit your lifestyle, the phone will be working for you and not the other way around.

Configuring your firewall and other network equipment works pretty much the same way, but with nuances that might require outside IT services. Firewall configuration determines which user accounts can manage the firewall’s settings, which computers can access different layers of confidential data, and any other restrictions you need to implement. After this, your firewall will know exactly how to act in a way that meets your business’s individual needs. Guides on configuring your firewall on your own aren’t difficult to find, but when it comes to your business’s firewall, if you feel unsure about how to program it, consulting with a professional is recommended.

  1. Bolster Your Network—Inside and Out

Businesses are prey to targeted attacks more than ever, according to Symantec’s 2019 Internet Security Threat Report. Cyber criminals are stealthier in how they infiltrate networks and know how to take advantage of any weakness. Your firewall serves as your network’s dedicated bodyguard, but what is a bodyguard without backup when trouble arises? Supplement your firewall with both inside and outside reinforcements.

Network protections from the inside include intrusion prevention systems (IPS), robust antivirus/antimalware software, and protective buffers like Proofpoint or multi-factor authentication (MFA). If a cyber threat circumvents the firewall by entering your network from the inside—such as from unregulated permissions or compromised or unpatched software—security software can mitigate the damage. Inside protection also includes ransomware detection and data backups in case the worst happens.

What about protections outside your firewall? Those can be more difficult to implement, if only because they deal with the most vulnerable factor in any security network—humans. Email filtering tools (like Proofpoint) and internet content filtering software (CFS) can screen most of the potential threats that present themselves to your employees. But all it takes is one employee opening one spammy link from a spear phishing email, and your whole network becomes victim to a targeted attack. Everyone on your team needs to have the same awareness, goals and training because firewalls can only do so much on their own.

Firewalls are amazing investments that can save your business hundreds of thousands in the long run by preventing devastating cyber attacks. It’s important to know what’s going on beyond all those cables, circuit boards, and blinking lights. And when someone asks if you have a firewall, you’ll be able to confidently point out the device and know your network is protected.

Anderson Technologies is always here to answer any questions you may have, regarding firewalls or other cyber security topics. Contact us today here or by calling 314.394.3001.

HIPAA Part 5: The Cycle of Risk

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In part 4 of our HIPAA series, we dug deep into the Security Risk Analysis (SRA) and how to perform one. This time, we’re going to look at what to do with the SRA once it’s completed. The SRA serves as a starting point for fulfilling many of the standards of the Security Rule, but its most important function is to help you create a risk management plan to mitigate and monitor the risks you identified. The risk management plan will determine what actual changes you make to ensure your electronic protected health information (ePHI) and your business are safe from all reasonably anticipated threats.

What is a Risk Management Plan?

In the SRA, risk is identified, current security measures are evaluated, and the potential impact of a vulnerability being exploited/triggered is determined. A risk management plan takes all that information and turns it into a plan of action. It prioritizes the risks with the greatest impact, puts plans in place to mitigate the danger, implements those plans, then evaluates whether the risk is brought down to reasonable and appropriate levels.

The SRA and the risk management plan together serve as the foundation for compliance with the Security Rule. If you’ve performed a thorough SRA and created a comprehensive risk management plan, many later standards may be fulfilled in the process of implementing the plan and mitigating the identified risks.

A comprehensive risk management plan also serves to satisfy several HIPAA standards.

  • 164.308(a)(1)(ii)(B) – Risk Management: Implement security measures sufficient to reduce risks and vulnerabilities to a reasonable and appropriate level to comply with §164.306(a).
  • 164.308(a)(8) – Perform a periodic technical and nontechnical evaluation, based initially upon the standards implemented under this rule and subsequently, in response to environmental or operations changes affecting the security of [ePHI], that establishes the extent to which an entity’s security policies and procedures meet the requirements of [the Security Rule].

4 Steps to Creating a Risk Management Plan

  1. PrioritizationThe first step of analyzing the data produced in the SRA is to prioritize which risks need to be addressed immediately and which can be addressed in the future. All risk eventually needs to be dealt with, but budgets, manpower, and immediate threats will all factor into how and when.It’s vital that senior management is involved in the risk management planning process. Mitigating risk to a reasonable and appropriate level may require considerable investment of both time and money. New hardware infrastructure or outside help from IT professionals may be necessary, and employees’ time may be needed to create new policies and procedures and train staff. Even if the budget-makers aren’t involved in the SRA, having them involved in the risk management plan will help to prioritize what needs to be handled first, and allow them to see why the investment is necessary.
  2. MitigationOnce the risks are prioritized, the next step is to decide how to mitigate the possible danger. Just as with the rest of HIPAA, how this happens is determined differently by each company depending on the level of risk posed and the resources available.What’s important to remember is that the goal is not to eliminate risk all together. If it’s possible to do so and still have a functioning and sustainable business, all the better, but for most businesses, the complete elimination of risk may be either too expensive or too prohibitive to actually continue fulfilling their core mission. The goal of mitigation is to reduce risk to a reasonable and appropriate level. Do all you can within your means to protect ePHI.

    We cannot stress enough that while cost is one factor to consider in your mitigation strategy, it alone cannot be used to justify not mitigating risk if the likelihood of a threat and the potential impact are severe enough.

  3. ImplementationA comprehensive risk management plan is useless if it’s not implemented. Failure to put the new policies and procedures to safeguard ePHI into action throughout your company can result in the vulnerabilities you identified being exploited: exposing ePHI, your company losing trust, and incurring serious fines.Implementation needs to occur at all levels of your business, from documenting the newly created policies and procedures, to infrastructure investments, to checking the settings on hardware you identified as a risk. According to NIST SP 800-39,

    The objective is to institutionalize risk management into the day-to-day operations as a priority and an integral part of how organizations conduct operations . . . recognizing that this is essential in order to successfully carry out [business] missions in threat-laden operational environments.

    NIST is talking about IT operations, but the same is true to all threats to ePHI. A culture of avoiding or mitigating risk at every level can produce a working environment that protects ePHI and strives to maintain security measures. Remember, the risk management plan is essentially a plan of action that must be put into practice to be successful.

  4. EvaluationImplementing your risk management plan won’t protect ePHI if, ultimately, the mitigation strategy you chose doesn’t work as expected. That’s why evaluating the success of your risk management plan after implementation is important. Once in place, you may find that what you thought would mitigate the risk hasn’t done so, or hasn’t done it as well as necessary to bring the danger down to reasonable and appropriate levels. Or you may find that while it does mitigate risk, it also causes severe difficulties in the day-to-day operations of your business. In these cases, another strategy may be more successful for your business in the long run.§164.308(a)(8) also requires covered entities to “perform a periodic technical and nontechnical evaluation . . . in response to environmental or operations changes . . . that establishes the extent to which an entity’s security policies and procedures meet the requirements of [the Security Rule].” This means that subsequent SRAs need to be performed and your risk management plan re-evaluated whenever there are major changes to your business or IT infrastructure that could affect ePHI.

    Like we mentioned in Part 3 of our HIPAA series, documentation is a constant part of compliance with the Security Rule, and the risk management plan is no different. Having a clear record of what you planned, when and how you implemented the plan, and the success or failure of those actions are necessary not only for your own future use but also in case you’re audited.

The Cycle Never Ends

The most important thing to remember about risk is that it never ends and is always finding new ways to threaten your business. You have to keep moving right along with it. Risk management is a continuous cycle of analyzing risk, implementing a plan to fix it, determining if that plan worked, and repeating.

For some businesses, performing an SRA and updating a risk management plan might be an annual activity as part of their HIPAA compliance. Other businesses that have fewer risks and fewer changes to the business may decide to wait two or three years between SRAs. It all depends on what is reasonable and appropriate for your organization.

Just don’t stop moving through the cycle of risk management. Danger doesn’t stop changing, and neither should you.

 

If you need help implementing the IT requirements of your risk management plan, contact Anderson Technologies today at 314.394.3001 or email us at info@andersontech.com.

Taking Your Nonprofit to the Cloud!

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As a nonprofit, you are frequently responsible for doing more with less. Saving time, money, and effort is essential to maintaining and expanding your reach with limited manpower and funding. One of the most accessible ways to do that is through the technology department.

In part one of our series for nonprofit organizations, we discussed how digital presence can impact your work. In part two, we tackle the cloud. Moving computing, storage, and backups to the cloud may sound daunting, but with a managed services provider at the helm, the process can be smooth and beneficial in many ways.

What is the Cloud?

Despite the name, the cloud is tied to earthly locations. The cloud refers to software and services that run on the internet, rather than locally, and are hosted on a vast network of servers, constantly saving and delivering applications, files, and settings.

A cloud service provider makes services and server space available to you. Cloud service providers have varying costs and regulations, so choosing what is right for your nonprofit is important.

Read more about our work with nonprofit organizations!

Know the Terminology

There are two major ways the cloud can be used in a business or nonprofit environment: cloud computing (including cloud services), and cloud backup. Most commonly, these are used in conjunction, but the cloud isn’t an “all or nothing” deal. Nonprofits can benefit from utilizing the cloud a little – or a lot!

Cloud Backup

Instead of keeping copies of files, programs, and systems on offline storage devices or a second server, maintained and refreshed in case the main on-site server malfunctions, this same data can be kept in the cloud. You may be familiar with cloud backup services like Acronis, Carbonite or MozyPro being used as a backup for files.

When used instead of or for augmenting traditional backups, cloud backups can provide a more seamless transition as well as more current saves, whereas traditional systems typically back up information once a day. That means device failure is less likely to destroy files that are saved in the cloud! Files are immediately available by logging into the cloud environment and can be synchronized back to the new hardware from the cloud copy.

Cloud Services and Computing

If you use Google G Suite, Microsoft Office 365, or Netflix, you are already using cloud services without realizing it! Instead of using a local server, cloud computing utilizes a network of servers hosted online to store and process data. Cloud computing can scale from running a handful of programs, to having full cloud environments that mirror office computers.

With cloud computing, nonprofit files and applications are accessible whenever and wherever you or your coworkers need them. These can be accessed from any device with a secure internet connection (workstations, laptops, tablets, or even from their mobile phones). Your team members are no longer limited to one physical location and can access information and programs from the office, home, while traveling — anywhere.

How Can the Cloud Benefit My Nonprofit?

Software as a Service

Also known by its acronym, SaaS, software as a service is only made possible through cloud computing. Instead of installing software locally via CD-ROM, SaaS is downloaded from the internet, and typically, instead of a one-time, up-front cost, SaaS is provided in monthly subscription packages. This keeps costs low and covers updates, and often special discounts are available for nonprofits. Intuit QuickBooks Online, for example, when used as SaaS, offers automatic backups, app integration, and access designed for mobile as well as desktop devices.

Mobility

Probably the most widely known benefit of utilizing the cloud for computing is mobility. Mobility means that while using the cloud, you and your team members are less constrained and have far greater flexibility when it comes to accessing your organization’s data. In the past, this kind of secure access from around the world would require specialized software and a VPN tunnel to a dedicated server located within your office. Now, securely accessing work files remotely has been streamlined. With cloud services, you can access documents and applications using any device with an internet browser, including your smartphone.

Security

Whether you are working remotely or sharing sensitive information with the board, the cloud offers a secure solution. In the past, a transfer of data would have meant setting up an FTP server or investing in email encryption. Through the cloud, files can be shared almost instantly with increased security and flexibility. There are limitations here, however. As reported by Symantec in their Internet Security Threat Report 2019, 70 million or more records were stolen or leaked “as a result of poor [cloud] configuration.” Much like other aspects of IT, with quality management and monitoring the cloud can be a huge asset.

Email

Rather than hosting email onsite on a Microsoft Exchange email server, this service can also be moved to the cloud. In this case, there is an enormous possibility of increased efficiency and lower cost.

Reduced Liability

Because a cloud service provider is behind the wheel of your cloud services, the individual – that’s you! – has reduced exposure due to relying on a third party’s expertise in the case of a data breach or malfunction. In terms of HIPAA compliance, you still have a responsibility to ensure that the cloud service provider you choose is compliant, and it’s important to vet the providers you partner with, regardless of regulation. Instead of trying to do everything yourself (at an increased cost, and higher effort), outsource to those who are the experts. Using a cloud service provider means you will pay less, but get more.

Price

Compared to the price of maintaining your own dedicated infrastructure, cloud computing, storage, and backups can offer the potential for discounts. Microsoft, for example, offers several free service options specifically designed for nonprofit organizations.

There is a caveat here. Anderson Technologies has seen certain nonprofit-specific software providers drastically raise the price for SaaS over a standard license run on a local server. Some cloud service providers specializing in donor databases price SaaS by the number of entries in the database rather than the number of users who need access. For small nonprofits with a large reach, this can really impact the total cost of moving to the cloud. There are cases where a cloud service provider can adjust cost, but for the few who rely on specific, costly software, this factor may override other benefits of the cloud.

Ultimately, managed services make cloud computing work. With IT experts behind you, moving to the cloud can be straightforward, with backups fully automated, settings securely configured, and you’re less likely to be overcharged by a cloud services provider. Anderson Technologies knows what it takes to run a nonprofit’s computing environment smoothly and on budget. Are you ready to take your nonprofit to the cloud? Call us today at 314.394.3001 or email us at info@andersontech.com.