Tom Weyant is the Director of Risk Management & Continuous Improvement at Alliant National. He is a Certified Quality Auditor (CQA) and a Certified Fraud Examiner (CFE).
Best practices to help keep your remote environment secure
While working remotely at home provides flexibility and social distancing in this time of COVID-19, it may also open the door to unexpected and unwanted security issues and breaches. By taking a few simple and important steps, you can securely work and have peace of mind that your business is continuing to operate without introducing added risks.
Risks that present themselves range from nuisances and disruption, such as with “Zoombombing” [a disruptive intrusion by hackers into a video conference call], to device and network compromise with viruses, spyware or ransomware.
Here are some best practices to keep your remote environment secured:
Teleconferences
When using Zoom or other remote meeting sites that provide audio and video connectivity, be sure that the security settings are activated to only allow screen sharing by the host, or designated others who have a need. Also be sure to use access passwords or codes available only to the invited participants that are provided in the invite prior to the meeting.
Equipment, Software and Hardware
Often the organization does not provide all equipment or supplies necessary to ensure remote access. The proper protection of information to which the user has access involves connection to the Internet, local office security, and the protection of physical information assets. Below are some of the additional items that may be required:
Broadband connection;
Paper shredder;
Secured office space or work area; and
A lockable file cabinet to secure documents when unattended.
Remote users using personal equipment are often responsible for:
access to the internet;
the purchase, setup, maintenance or support of any equipment or devices not owned by the company; and
ensuring current and active antivirus, firewall and malware protection is installed, functioning and updated regularly.
Security and Privacy
Organizations often have policies regarding user logical security responsibilities. Here are a few such responsibilities, which should translate to the work-from-home environment:
Log off and disconnect from the company’s network when access is no longer required, at least daily;
Enable automatic screen lock (if available) after a reasonable period of inactivity;
Do not provide (share) their user name or password, configure their remote access device to “remember me,” or automatically enter their username and password;
Enable a firewall at all times;
Ensure virus protection is active and current; and
Perform regular backups of critical information using a secure storage solution.
Additionally, companies often implement additional logical security procedures for remote users. These may include:
Disconnect remote user sessions after 60 minutes of inactivity;
Access to company owned technology applications to use commercially available encryption technologies, such as multi-factor authentication, or use of a Virtual Private Network (VPN);
Update the virus pattern on a regular and frequent basis;
Provide a reasonable backup solution; and
Perform regular audits of the company supplied equipment to ensure license and configuration compliance.
Company policies regarding physical security should also carry over into the remote-office. Here are some steps to consider:
Maintain reasonable physical security of your remote office environment. This includes access to both company and personal technology equipment and documents;
Limit the use or printing of paper documents that contain sensitive, confidential or non-public private information (NPI), and restrict requests for and handling of NPI to only what is essential to perform your job; and
Ensure documents containing sensitive, confidential or NPI are shredded and rendered unreadable and unable to be reconstructed.
It is entirely possible to work remotely. A home office can be made secure by adhering to the steps above. Bear in mind that working at a hotel or a cabin or anywhere internet service allows for access presents security issues that may compromise privacy.
For further information, reach out to Tom Weyant, Director, Risk Management & Continuous Improvement, CQA, CFE, directly at tweyant@alliantnational.com or visit www.alliantnational.com/newsroom for additional information and articles related to cyber security and internet privacy.
Threats are constantly evolving and your training and testing must also evolve to counter these threats and keep your defense robust.
A cyberattack is a malicious and deliberate attempt by and
individual or an organization to breach the information system of another
individual or company, seeking benefit from the disruption, ransom, or theft of
data.
This electronic threat is increasing in frequency and
complexity and has become very expensive to remediate or to recover from.
Here’s the surprise – almost 90 percent of cyberattacks are
caused or allowed by human error from the internal staff of the entity attacked.
This includes failure to follow security rules and
protocols, sharing passwords, using weak or default settings, and falling
victim to social engineering.
Even the large events such as the hacking at Equifax and
Target, were caused by failure to follow the rules regarding administrative
password settings, human error.
So whether your business is large or small, you need ongoing,
strong training and testing to counter the threats.
Recent survey results of a survey of title insurance
professionals by the American Land Title Association show a surprisingly small
amount of agents are conducting ongoing staff training, and most do it once
when they hire an employee.
This is a recipe for eventually becoming a victim of
electronic fraud.
There are simple yet effective steps to take to counter the
increasing threats by taking a strong defense, and it starts with regular
training and testing to remove or reduce the human error element.
Here is what to do to put a training and test plan into
action:
Ensure new hires are introduced to and educated on information and data security policies and procedures as well as how to protect nonpublic personal information (NPI) and sensitive information. Emphasize to them the “why” so they fully understand the shared responsibility nature. This should be a core part of their orientation and on-boarding.
Set and schedule ongoing training for all employees at every level commensurate with the size of the staff and complexity of your business. This should be monthly, quarterly or semiannually.
At a minimum, cover controls over access (passwords; pass phrases; multi-factor authentication), network and data distribution (including never using non-secured networks for conducting business such as those in cafes/hotels/airports), phishing and spear-phishing, and never use a general email service like Yahoo or Gmail when sending NPI or sensitive information; social media and social engineering.
Require security measures for smart devices (smart phones, and in particular Androids, account for a large percentage of data breaches).
Explain the implications of data loss, which includes reputational hits and potential fines and penalties and law suits.
Focus on all media forms – hardcopy as well as electronic – and include proper handling and protection from receipt through handling to secured destruction.
Training may be done with internal documents or you may use a third party to conduct the training (i.e. Data Shield; KnowBe4).
After the training, use a quiz to gauge how well your employees understood the material.
Develop or use a third party to conduct ongoing, regular internal testing such as phishing or spear phishing testing (i.e. KnowBe4 is one vendor who can provide you this tool). Depending on the results, you may then make appropriate changes and re-focus your training to deal with any weak or weaker topics or areas.
Provide a single point of contact the employee may turn to with questions or to report any suspected suspicious attempts to obtain information or data (electronic or by phone).
Keep records of the training and attendees and testing results. This will be needed to demonstrate good faith, to meet many state requirements – and it’s a best practice.
Last, keep up-to-date on emerging threats and vulnerabilities
and provide updated training to employees to be sure they understand new risks
or new controls and why they are important; employees must know how to
recognize and report threats to stay vigilant.
This will keep your training and testing current and fresh
and serve as a continual reminder to your staff.
Remember, this is a
marathon, not a sprint. Threats are constantly evolving and your training and
testing must also evolve to counter these threats and keep your defense robust.
Despite the
rising threat, recent survey results show a surprisingly small number of agents
are prepared, as most do not have a written cyber security and response plan.
A
cyberattack is a malicious and deliberate attempt by and individual or an
organization to breach the information system of another individual or company,
seeking benefit from the disruption, ransom, or theft of data – and such
attacks are increasing in numbers and complexity.
Despite the
rising threat, recent survey results show a surprisingly small number of agents
are prepared, as most do not have a written cyber security and response plan.
A written
cyber security and response plan is essential to be prepared, organized and to
execute appropriate and prompt actions when an attack occurs.
The plan
does not need to be complex. To be effective, it should be simple and clear and
present key information. It should also be built commensurate with the size of
the organization.
Key
elements of the plan must include:
Perform a risk analysis to mitigate all risks, covering administrative, technical, and physical controls. Simply put, this is what could be vulnerable, what could go wrong and what is or should be done to try to avoid or contain the threat(s).
The cybersecurity program must protect the security and confidentiality of nonpublic information, protect against threats or hazards to the security or integrity of information, and protect against unauthorized access.
Define a schedule for the retention of data and a mechanism for its secure destruction when data is no longer required.
Designate an individual, third party, or affiliate who is responsible for the information security program.
Be sure existing controls in place – access controls, authentication controls, and physical controls to prevent access to nonpublic information. Encryption (or an alternative, equivalent measure) should be in place to secure data stored on portable electronic devices and for data transmitted over an external network.
Identify and manage devices that connect to the network – a simple inventory.
Adopt secure development practices for in-house applications if applicable. Alternatively, obtain this assurance from your service provider that performs the development for you.
Use multi-factor authentication to prevent unauthorized accessing of nonpublic information.
Regularly test and monitor systems for actual and attempted attacks, maintain audit trails, and implement measures to prevent the unauthorized destruction or loss of nonpublic information.
Keep up-to-date on emerging threats and vulnerabilities and provide ongoing training to employees to be sure they understand existing controls and why they are important; employees must know how to recognize and report threats.
The
response plan must include the following elements to be effective:
Date of the cybersecurity event.
A description of how the information
was exposed, lost, stolen, or breached,
including the specific roles and responsibilities of third-party service
providers, if any.
How the cybersecurity event was
discovered.
Whether any lost, stolen, or breached
information has been recovered and if so, how this was done.
The identity of the source of the
cybersecurity event.
Whether you filed a police report or
notified any regulatory, governmental or law enforcement agency and, if so,
when such notification was provided and by whom.
A description of the specific types
of information acquired without authorization, which means particular data
elements including, for example, types of financial information, or types of
information allowing identification of the consumer.
Time period during which the
information system was compromised by the cybersecurity event.
The number of total consumers
affected by the cybersecurity event, or a best estimate.
The results of any internal review
identifying a lapse in either automated controls or internal procedures, or
confirming that all automated controls or internal procedures were followed.
A description of efforts being
undertaken to remediate the situation which permitted the cybersecurity event
to occur.
Don’t wait until an event occurs. It’s a chaotic time full of financial
and emotional high stress. Do it now and provide yourself the peace of knowing
you are prepared.
Cyber insurance is now critical to help protect your business.
Cyber attacks are becoming
more frequent, clever and complex. Cyber insurance is now critical
to help protect your business from major expenses, business loss, and
regulatory fines and penalties.
General liability umbrella policies typically do not cover
cyber events (Target’s insurance policy only covered
36 percent of its $252 million data breach costs).
This insurance comes in many different variations and
costs, so it is important to know what product works best for you, considering
and balancing coverage and cost.
Four key elements comprise essential coverage to protect
against data breach and loss of customer data:
E&O
Liability
Network
Security
Privacy
What is most important is that both cyber-crimes and
liability are included in your coverage.
The policy may be a standalone, or a rider on to your
existing policy. Always buy the most
compressive coverage available that you can afford.
Here is why that is so important:
Broad coverage includes both first and third-party
coverage. First party only covers your business, while third party will cover
the claims against you from customers or clients as well as related damages and
court costs.
The below comparisons show why you need both cyber-crimes and cyber liability coverage:
Event
Liability Coverage
Crime Coverage
Loss of funds (escrow and operational,
personal) due to social engineering and electronic fraud or theft
No
Yes
Fraudulent electronic transfer or
divergence of funds
No
Yes
Employee electronic theft
No
Yes
Forgery
No
Yes
Cyber extortion (ransomware)
No
Yes
Data breach expenses including legal
costs, fines or penalties
Yes
No
Loss of assets and loss of business
income
Yes
No
Recovery of systems and forensics;
reputational damages
Yes
No
Economic damages through network
security failure or failure of privacy controls
Yes
No
Consult with your insurance carrier for specific coverage
offerings and cost and weigh the decision that is right for your business and
budget.
Remember, the
broadest form of coverage will best protect you and your business so while it
may be more expensive, your business will be better protected against the risks
we face in today’s business environment.
