Zero Trust in the company: How to benefit from ZTNA
Today, cyber attacks are not a question of if, but when. A single compromised password, an unnoticed phishing email or unsecured access - and your entire system is open to attackers. Traditional security concepts no longer work. They are too slow, too trusting and too easy to trick. Zero Trust turns this principle on its head: no one is automatically trusted anymore, every access is consistently checked. With Zero Trust Network Access (ZTNA), you can protect your company from unauthorized access, minimize the attack surface and make your IT future-proof even without your own IT department. If you don't act now, you run the risk of becoming the next headline of a successful cyber attack.
- What is Zero Trust?
- Why Zero Trust is important right now
- Zero Trust Network Access (ZTNA): The secure alternative to VPN
- How does Zero Trust work in practice?
- Getting started with Zero Trust: How to take the first sept
- Advantages of Zero Trust for SMEs
- What you should avoid when introducing ZTNA
- FAQ: Frequently asked questions about ZTNA
What is Zero Trust?
Zero Trust is not a product, but a holistic security concept with a simple basic rule: trust nothing and no one – neither inside nor outside your network. Every access, every connection, every device is consistently checked before access to your systems or data is granted.
While traditional security approaches assume that only trustworthy users move within the company network, Zero Trust takes a different approach. This concept assumes that every connection is potentially dangerous, even if it originates from within the company. Attackers repeatedly gain access to internal systems via compromised employee accounts or unprotected end devices.
Zero Trust therefore not only changes the technology, but also the mindset within the company. It's about minimal assignment of rights, strict access controls, multi-factor authentication (MFA) and permanent monitoring. Only those who are authorized and can prove their identity beyond doubt are granted access - and only to what they really need.
The clear aim of Zero Trust is to minimize security gaps, restrict internal freedom of movement for attackers and consistently protect data and systems - regardless of where or by whom they are accessed.
Why Zero Trust is important right now
Many companies still believe that they are of no interest to cyber criminals. But this is exactly what makes them popular targets: Anyone who has no protective measures is an easy victim. Attackers no longer rely on mass attacks - they are specifically looking for weak points in small and medium-sized companies, where security concepts are often outdated or non-existent.
At the same time, the way we work is changing. Whether remote access, cloud services or hybrid workplaces: The classic network boundary practically no longer exists. Employees access sensitive systems from home, on the move or via mobile devices. Each of these connections is a potential gateway. In addition, the pressure is increasing due to compliance requirements, data protection guidelines and more demanding customer expectations regarding the secure handling of data.
A security incident often causes considerable financial damage and destroys the trust of your business partners, which can have a lasting impact on your development.
Zero Trust is the “secure” answer to these challenges: Instead of relying on technical boundaries that are long outdated, it relies on targeted, dynamic access controls and protects your company where traditional measures fail.
Zero Trust Network Access (ZTNA): The secure alternative to VPN
Many companies still use VPN solutions to give remote employees access to internal systems. However, a classic VPN works according to an outdated principle: once connected, users have far-reaching access to the entire network, regardless of whether they really need this access. This is precisely what makes VPNs a popular gateway for hackers.
Zero Trust Network Access (ZTNA) takes a fundamentally different approach: access is no longer granted to the entire network, but only to the exact resources that a user needs for their work. Each access is checked individually, based on user role, device status, location and other factors. An infected device or a compromised login is detected immediately and blocked before any damage is done.
ZTNA enables companies to organize remote work securely without granting blanket network permissions. At the same time, transparency is improved as all access is monitored and logged centrally. And best of all, ZTNA works seamlessly in hybrid environments with cloud and on-premises systems.
Does your IT security need an update? Zero Trust is not a trend, it's the new standard!
Contact us now for a customized security analysis. We'll show you how to successfully secure your network before attackers strike!
How does Zero Trust work in practice?
Zero Trust Access is not a one-off measure. It is an ongoing security process that combines various technical and organizational levels. The goal: only authorized users with trustworthy devices and clearly defined rights are granted access - and only to exactly the resources they really need.
1. Identity is the key
The user's identity is always at the heart of everything. Every access begins with unique authentication, ideally via multi-factor authentication (MFA). A password alone is not enough - a second component is required, such as an app-based confirmation or a security token. This ensures that whoever is trying to access your systems really is who they claim to be.
2. Device check: Not every device is allowed
The next step is to check the user's device. Is it up-to-date, securely configured and equipped with up-to-date virus protection? Access is only granted if the device is trustworthy. Old or manipulated devices are kept out, even if the user has logged in correctly.
BYOD devices (Bring Your Own Device) are a blind spot in many companies. Zero Trust Access reliably closes this security gap
3. Context-based access decision
Zero Trust evaluates the entire access context: Where does the user come from? Is the location unusual? Is the behavior suspicious (e.g. access at unusual times)? This information helps to decide in real time whether to allow or block access. In this way, ZTNA ensures that even attackers with the correct access data are blocked if their behavior deviates from the usual pattern.
4. Minimum access, maximus protection
Zero Trust Access follows the principle of least privilege: A user is only given access to the applications and data that they actually need - no more. This reduces the attack surface in the company many times over.
Even in the unlikely event of an account being compromised, the damage remains limited because no one can move around the network unhindered.
5. Permanent monitoring and logging including encrypted traffic
Every access is monitored and logged in real time. Not only visible data traffic is analyzed, but also encrypted connections - an area that many companies have not yet adequately secured. Cyber attacks often hide exactly where nobody is looking. Zero Trust makes it possible to detect attacks before they can spread.
6. Close every session after use
Another important aspect: with Zero Trust, connections do not remain open permanently. Even after a successful login, each session is automatically terminated after use. This means that no one can jump onto an open connection unnoticed and cause damage.
7. Implementation with professional support
In practice, this means that Zero Trust Access is technically feasible - but only really effective if all components are dovetailed. An experienced Managed Security Service Provider (MSSP) accompanies your company step by step: from the analysis of the current situation to the selection of suitable technologies and ongoing support
Important to know: Zero Trust does not have to mean “everything at once” – a gradual start is possible and useful. The important thing is that you start at all.
Getting started with Zero Trust: How to take the first sept
Many companies shy away from the term Zero Trust because it sounds like a radical change and complex technology. However, getting started is easier than you think and is also essential if you want to protect your company from acute cyber threats.
1. Analyze the initial situation
Before you get started with the implementation, start with a structured inventory of the current access situation. Ask yourself the following questions:
- Who has access to which systems today?
- Which devices are in use?
- Are there clear rules for remote access?
It often quickly becomes apparent that your own IT is more open than you think. Old VPNs, unprotected end devices or shared accounts are not uncommon. And this is exactly what makes your company vulnerable.
2. Set priorities
Zero Trust does not have to be introduced across the board from the outset. Start with particularly sensitive areas:
- Access to ERP systems
- Remote access
- Customer or production data
First protect what would cause the most damage if it fell into the wrong hands.
3. Achieve visible success quickly
Visible improvements can be achieved with just a few measures:
- Introduction of multi-factor authentication (MFA)
- Securing remote access via ZTNA instead of VPN
- Access controls for particularly sensitive applications
4. Scaling step by step
The first step is followed by others:
- Integration of device controls (e.g. only allow verified devices)
- Role concepts and authorization management
- Establishment of central access control via a Security Operations Center (SOC)
5. Support from a MSSP
The introduction of Zero Trust does not have to be a tour de force: Get the right partner at your side! At GRTNR.IT, we support you in the planning, introduction and operation of a Zero Trust model. We analyze your security situation, prioritize the next steps together with you and ensure smooth implementation - comprehensibly and with a clear focus on your day-to-day business.
Don't wait until an attack forces you to act. If you do nothing today, you'll have a problem tomorrow.
Advantages of Zero Trust for SMEs
SMEs in particular are the focus of cyber criminals (and the trend is rising) because they are often inadequately protected and because a successful attack is just as worthwhile for hackers here as it is for large corporations.
With Zero Trust, you create the basis for modern, adaptable cyber security that can be seamlessly integrated into your day-to-day work:
1. Less risk thanks to minimal rights
Zero Trust ensures that every employee, every device and every application only receives the access rights that are absolutely necessary. This minimizes the potential attack surface and prevents attackers from moving laterally in the network - a common approach in ransomware attacks.
2. Better protection for home office and mobile workstations
Whether in the field, in the home office or on the shop floor: modern working models need flexible but secure access options. ZTNA allows you to do just that - without opening up the entire company network, as is the case with traditional VPNs.
3. Security regardless of location – even in the cloud
Zero Trust works regardless of location – regardless of whether your systems run in the data center, in the cloud or in hybrid environments. Cloud applications, container technologies and distributed services can be secured with Zero Trust in the same way as traditional IT infrastructure. This allows you to create a uniform level of security.
4. Invisibility for attackers = no attack surface on the internet
A decisive advantage: applications that are secured by Zero Trust are not visible to unauthorized persons. Hackers cannot see these systems. From their point of view, they simply do not exist on the Internet. This greatly reduces the potential attack surface, because: What cannot be found cannot be attacked.
5. Immediate response to suspicious behaviour
By continuously monitoring and analyzing access, a Zero Trust system immediately detects unusual activities, such as logins from unusual regions or risky data access. This allows attacks to be stopped before any damage is done.
6. Meeting legal requirements
Zero Trust makes it easier to adhere to compliance requirements such as the GDPR, ISO 27001 or industry-specific IT security guidelines. You retain control over who accesses which data and when and can prove this if required.
Security is not only protection, but also a duty of proof. Zero Trust delivers both.
7. Predictable costs – fewer surprises
Targeted protection costs less than a cyber attack.
What you should avoid when introducing ZTNA
For ZTNA to work in practice, you not only need the right technology, but also an experienced partner who can provide you with strategic support. After all, typical implementation errors can be easily avoided with good planning and professional support:
- Lack of in-house expertise: not every company has the necessary resources or expertise to implement Zero Trust. With a specialized service provider, you can gain the know-how you lack.
- Unclear starting position: Without a complete overview of existing users, devices and access rights, it is difficult to define sensible rules and protection mechanisms.
- Taking too many steps at once: If you try to convert the entire network to Zero Trust immediately, you will quickly overwhelm yourself. The key is to proceed step by step according to a structured roadmap.
- Wrong technology decisions: Zero Trust is not a product that you “just install”. It is a security principle that needs to adapt to your processes. We therefore recommend that you implement Zero Trust with a professional partner.
- Lack of integration into existing systems: Zero Trust must be able to be integrated into your existing IT landscape - from the ERP system to production control.
- Static thinking instead of dynamic security: Zero Trust works with adaptive policies that adjust to behavior, location and device status. If you continue to rely on rigid access lists, you are wasting a lot of potential.
- Focus on initial effort instead of long-term impact: The introduction of ZTNA requires planning, but it pays off quickly. Because instead of many uncoordinated individual solutions, you benefit from a consistent, simpler security concept.
Structure that protects your company in the long term. By consistently checking every access instead of simply trusting it across the board, you prevent undetected attacks, protect sensitive data and strengthen your cyber resilience - whether in the office, at home or in the cloud.
At the same time, Zero Trust is a central building block for your digital development. Only with such a security concept can new technologies and flexible working models be used securely and in a controlled manner. If you are serious about digitalization, you need security that grows with you, and that is exactly what Zero Trust provides.
Don't wait until an attack forces you to act. Start now - and make your company fit for the future.
GRTNR.it will accompany you at eye level. Let's take the first step together.
FAQ: Frequently asked questions about ZTNA
Zero Trust is a complex topic, but it's not rocket science. Here we answer common questions that companies ask us again and again.
All-round carefree with an IT flat rate: how it works and what it brings
IT is the backbone of every company - and this is where the greatest risks often lurk. A cyber attack, a server failure or a security gap can paralyse the entire business and cause considerable costs. SMEs in particular face the challenge of maintaining their IT professionally without having to bear the high costs of their own IT department. An IT flat rate provides a remedy here: companies receive professional support, maintenance and security measures for a fixed monthly price. This minimises unplanned downtime, allows IT problems to be resolved quickly and keeps costs calculable in the long term.
- Definition: What is an IT flat rate?
- How do IT flat rates work?
- The differences: IT flat rates vs. classic IT services
- Focus on SMEs: Why IT flat rates are perfect for them
- How to choose the right IT flat rate provider for your company
- 7 tips for switching to an IT flat rate without interruptions
- Practical comparison for SMEs: IT flat rate vs. classic IT support
- FAQ: Frequently asked questions about IT flat rates
Definition: What is an IT flat rate?
An IT flat rate (also known as an IT flat rate or IT service flat rate) is a service model in which companies receive their IT support at a fixed monthly price. Instead of paying for each individual support service, the flat rate includes predefined services. This makes it easier to calculate IT costs and companies benefit from a proactive IT service that recognises and resolves problems before they become a real risk.
Without continuous IT support, even a single cyber attack or technical defect can lead to expensive downtime. An IT service flat rate reduces this risk many times over - and ensures that the costs for your IT systems do not explode, but remain calculable at a constant level.
Basic principle: IT support at a fixed price
The flat rate model differs fundamentally from traditional IT services, where companies receive an invoice for each individual support request. Instead, the IT flat rate includes flat-rate support, which is usually based on the number of workstations, servers or users. This means: no unexpected costs, full predictability, a clearly defined scope of services and easy scaling up of services in the event of growth.
What services are typically included in an IT service flat rate?
In IT, a flat rate usually covers the following services:
- Support & Helpdesk: Quick help with problems by phone, e-mail or ticket system
- Maintenance & updates: Regular updates for operating systems and software
- Monitoring & preventive troubleshooting: 24/7 monitoring of the IT infrastructure for early detection and rectification of faults
- Security measures: Protection against cyber threats through firewall management, virus protection and security updates
- Backup & emergency management: Automated data backups and rapid recovery in the event of an emergency
Which services are usually not included?
Not all IT services are automatically included in a flat rate. Typical exceptions are:
- Hardware costs: New servers, PCs or notebooks must be purchased separately.
- Software licences: Costs for operating systems or specialised software are not included.
- Special IT projects & consulting: Individual projects such as system migrations or major infrastructure changes are often subject to a charge.
- User training: Individual training courses, such as cyber security awareness training, cannot be covered by flat rates.
An IT flat rate is not an ‘all-inclusive’ solution for every IT requirement, but a strategic safeguard for your business.
How well secured is your IT? We analyse your weak points - get in touch with us for a free assessment!
How do IT flat rates work?
An IT flat rate not only offers predictable costs, but also ensures fast and seamless IT support. Instead of having to rely on spontaneous emergency call-outs, companies receive a structured solution to problems with guaranteed response times - regardless of whether it's a small enquiry or a serious malfunction.
IT ticket system: Structured problem solving instead of chaos
Without a ticket system, IT support can become chaotic: E-mails get lost, enquiries are made several times or forgotten. An IT flat rate therefore relies on a structured ticket system that records, prioritises and tracks every request. This ensures:
- Transparency: Every problem is documented and tracked.
- Prioritisation: Critical faults are processed first.
- Fast processing: Tickets are automatically forwarded to the right specialists.
- Seamless tracking: Companies can see the status of their enquiries at any time.
Response times & service level agreements (SLA)
Unplanned IT outages can paralyse the entire operation. An IT flat rate therefore defines service level agreements (SLAs) that guarantee that requests will be processed within a certain period of time.
Typical SLAs include:
- Telephone and remote support within a few hours
- On-site assignments for serious faults within one working day
- 24/7 monitoring for critical systems
Without an IT service flat rate, there are no guaranteed response times! You risk long downtimes and high costs if you rely on spontaneous ad-hoc solutions.
Remote support vs. on-site service
Most IT problems can be resolved remotely. This means:
- Specialists can intervene immediately without having to travel first.
- Access is via encrypted, secure remote maintenance tools.
- No additional travelling costs for the IT service provider.
If a problem cannot be solved via remote support, an on-site technician is sent - within the agreed SLA times. Without an IT flat rate, companies have to pay for every on-site visit - often at high additional cost.
Automated maintenance & monitoring (24/7 monitoring)
One major advantage of an IT flat rate is preventive monitoring. Instead of only reacting when a problem occurs, automated monitoring tools ensure that faults are recognised and rectified at an early stage. This means that problems are detected before they lead to failures. Automatic security updates keep systems up to date and minimise security gaps. In the event of critical incidents, IT teams are alerted immediately, allowing them to intervene quickly before damage occurs.
Example of a ticket enquiry process with an IT flat rate
How does an enquiry with an IT service flat rate actually work?
- An employee reports a problem via the IT ticket system, by e-mail or telephone.
- The ticket is recorded and prioritised - critical faults are given priority.
- An IT specialist analyses the problem and decides whether it can be solved by remote support or on-site intervention.
- The solution is implemented - either by remote maintenance or by a technician on site.
- The ticket is closed and documented so that it is always possible to track how the problem was resolved.
The differences: IT flat rates vs. classic IT services
Companies have to decide: Reactive IT support with unpredictable costs or a proactive solution with fixed prices?
With the classic break-fix model, the IT service provider is only contacted when a problem arises. This leads to:
- Long waiting times, as no fixed support is available.
- Unplanned costs because each enquiry is billed individually.
- Increased risk of failure as there is no regular maintenance.
An IT flat rate, on the other hand, focuses on preventive support:
- Regular maintenance & monitoring prevent downtime.
- Fixed response times & calculable costs ensure planning security.
- Higher IT security thanks to continuous updates and rapid problem resolution.
Traditional IT services may seem cheaper at first glance, but they can quickly lead to high costs due to emergencies, security incidents or server failures. An IT flat rate minimises these risks and keeps your IT stable, secure and cost-transparent.
Focus on SMEs: Why IT flat rates are perfect for them
While large companies and corporations have their own IT departments, SMEs often lack the human and financial resources for professional and secure IT support. Nevertheless, they are just as dependent on stable and efficient IT - because IT failures or cyber attacks can threaten the existence of these companies in particular and SMEs are also the most frequent victims of cyber attacks.
Challenges of SMEs in IT support
Many SMEs rely on an ‘IT on the side’ solution, in which a technically skilled employee solves IT problems alongside their actual work. This often leads to:
- Inefficient processes: Problems take longer to resolve due to a lack of expertise and experience.
- Long response times: Critical faults remain unresolved for too long, hindering business operations.
- Security risks: Without a clear IT strategy, cyber threats and vulnerabilities are often only recognised when it is already too late.
Another problem is unpredictable IT costs. Without fixed maintenance contracts, SMEs have to pay spontaneously for every malfunction - often with high additional costs. Emergencies such as server failures or cyber attacks are particularly critical, as they are not only expensive but can also paralyse the entire business.
Why in-house IT teams are often not cost-effective
For SMEs, having their own IT team is often a financial and organisational challenge. Skilled labour is expensive and in many cases the workload is not sufficient to fill a full-time position. In addition, internal employees need to be constantly trained to keep up with the latest security standards and technologies.
In comparison, an IT flat rate offers an economical alternative: companies gain access to an experienced IT team without having to hire their own specialists.
| Own IT department | IT flat rate |
|---|---|
| High personnel costs for IT specialists | Predictable monthly fixed costs |
| Further education and training necessary | Access to the latest expertise |
| Limited availability in an emergency | 24/7 support and fast response times |
| High administrative effort | Relief through external experts |
Scalable IT solutions for growing companies
Many SMEs are growing dynamically, but their IT is often unable to keep pace. Every new workstation, every additional server or location means additional costs and technical effort. Without professional IT support, this quickly leads to bottlenecks and security risks.
With an IT flat rate, IT support can be flexibly adapted to the growth of the company. New workstations or locations can be easily integrated without the need for expensive new purchases or lengthy adjustments. Companies receive IT support that grows with them - without unnecessary additional costs or administrative effort.
How to choose the right IT flat rate provider for your company
An IT flat rate only provides the desired added value if it is precisely tailored to the individual requirements of your company. However, not every provider offers the same scope of services or the same quality of service. To make the best choice, you should consider a few key criteria.
Which criteria are decisive?
Not every IT flat rate covers the same services. A good provider offers flexible packages that fit your company perfectly. You should therefore check:
| Criterion | What you should look out for |
|---|---|
| Scope of services & flexibility | Are all the required services included? Can packages be customised? |
| Response times & support channels | Are there guaranteed SLAs? Is the support available by phone, e-mail and on-site service? |
| Experience & industry knowledge | Does the provider have experience with companies of your size or industry? Are industry-specific security standards met? |
| Scalability | Can the IT flat rate grow with your company? Can new workstations or locations be easily integrated? |
| Contract terms & hidden costs | Are all services listed transparently? Are there any hidden additional costs or long contract terms? |
A reliable IT partner should have no hidden fees and offer you a clear overview of included services and additional options.
Questions you should definitely ask providers
Before you decide on an IT flat rate provider, you should clarify the following questions:
- Which IT services are included in the flat rate?
- How fast are the guaranteed response times?
- Are there any hidden additional costs for certain services?
- What security measures does the provider offer?
- How is support provided in an emergency (e.g. in the event of a cyber attack or server failure)?
- Can the IT flat rate be adapted to the future development of my company?
Why a local provider can have advantages
An IT service provider in your neighbourhood offers a decisive advantage: fast response times in emergencies. While national providers often only provide remote support, a local provider can quickly send an on-site technician in an emergency.
In addition, a regional service provider is familiar with the specific challenges faced by local companies, be it legal requirements or industry-specific IT requirements. Short travel distances, personal contact and better availability often make them the better choice.
We are your regional provider for IT flat rates in the Hanover & Lower Saxony area: Contact us now for a free initial consultation!
7 tips for switching to an IT flat rate without interruptions
A smooth switch to an IT flat rate requires a clear strategy to avoid downtime and technical problems. With these 7 steps, you can ensure that your IT continues to run without interruption and that your company immediately reaps the benefits.
1. Analyse your current IT infrastructure
Record all servers, workstations and software solutions. Are there any outdated systems or security gaps? Your new IT service provider should analyse this together with you.
2. Choose the right provider
Compare flat-rate providers in terms of scope of services, response times and experience in your sector. Look for transparent contract terms.
3. Plan a transition phase
Do not cancel your old IT service immediately. Let the new provider work in parallel to recognise problems at an early stage and avoid downtime.
4. Clarify responsibilities
Determine who is responsible for which IT areas internally and externally. This way, there will be no confusion in the event of an emergency.
5. Create a complete backup
A complete backup must be created before the changeover. This will prevent data loss during the changeover.
6. Inform and train your employees
Explain how IT problems will be reported in future (e.g. ticket system). If new security guidelines or software are introduced, a short training session is necessary.
7. Check all systems after the change
Test together with the IT service provider whether all systems are running smoothly. Provide feedback to further optimise IT support.
How well prepared is your IT for an emergency?
Practical comparison for SMEs: IT flat rate vs. classic IT support
Fictitious scenario: A medium-sized company with 20 employees
Meyerling & Co. GmbH, a trading company in Rosenheim, is dependent on stable IT. E-mails, ERP software and digital customer communication are essential for day-to-day operations. But how does the decision for or against an IT flat rate affect the company?
Variant 1: Without IT flat rate – break-fix-model
Meyerling & Co. does not have a permanent IT service provider and only commissions an external IT service in the event of acute problems.
| Incident | Consequences | Costs |
|---|---|---|
| ERP server failure - not available in the morning | Customer orders cannot be processed. An IT technician does not arrive until the afternoon. Downtime: 6 hours. | Emergency call-out (150 €/hour) + travelling + express service = 1,200 € |
| Phishing attack - an employee opens an infected e-mail | Trojaner befällt das Firmennetzwerk, IT-Dienstleister muss das System bereinigen. Wiederherstellung dauert bis zu mehreren Tagen. | Cleaning up the network = € 2,500 |
| Maintenance & updates missing | Security gaps often go unnoticed, increasing the risk of cyber attacks and IT failures. |
Conclusion: Annual IT costs: incalculable, approx. €15,000 - no guaranteed response times, high individual costs, no protection against future IT risks.
Option 2: With an IT flat rate - proactive IT support
Meyerling & Co. opts for an IT flat rate with fixed monthly costs.
| Incident | Consequences | Costs |
|---|---|---|
| Server failure - a problem is on the horizon | The 24/7 monitoring recognises the error during the night. The IT service provider rectifies it via remote maintenance before it comes to a standstill. No downtime. | Included in the IT flat rate |
| Phishing attack - infected email reaches the company | The integrated security solution blocks the email before it can cause any damage. Employees are sensitised through regular security training. | No damage, no additional costs |
| Regular maintenance & updates | Systems remain up-to-date, security gaps are proactively closed. IT risks are minimised. | Included in the IT flat rate |
Conclusion: Annual IT costs: €18,000 - but no unplanned downtime, fast problem solving and higher IT security.
FAQ: Frequently asked questions about IT flat rates
Here you will find frequently asked questions and answers about IT service flat rates.
10 tips for sensitising employees: raising IT security awareness
Humans are the number one risk factor in cyber security. According to the ‘World Economic Forum: The Global Risks Report 2022, 95% of all cyber security problems can be traced back to human error. With increasing digitalisation in the world of work, raising employee awareness of IT security risks is essential. Through security awareness, sensitised employees play a crucial role in successfully fending off cyber threats and protecting the company from security risks.
- Security awareness: the importance of sensitising employees in the company
- Security awareness training – the basis for strong security awareness
- Strengthen safety awareness: 10 tips for your employees
- Checklist: Tips for more IT security for your employees
- The benefits of strong security awareness for the company
- Role of managers in promoting safety awareness
- Measurement and evaluation of your employees' safety awareness
- Frequently asked questions about sensitising employees
Security awareness: the importance of sensitising employees in the company
Strong security awareness among employees is one of the most important foundations for a company's cyber security. Employees are often the first line of defence against threats such as phishing attacks, data leaks or insecure connections. Yet many underestimate the risks that lurk in everyday digital life - be it through insecure passwords, unprotected mobile devices or a lack of vigilance when handling sensitive information. These negligent behaviours provide cyber criminals with ideal opportunities for attack, which can lead to considerable financial and image-related damage.
Protect your company proactively against cyber threats and contact us for a free initial consultation!
Typical challenges and risks
Companies are exposed to numerous cyber threats, which are exacerbated by weak security awareness and a lack of IT security among employees:
- Phishing and Social Engineering: Cyber criminals use deceptively real phishing emails to trick employees into disclosing confidential information or clicking on dangerous links. As many phishing attempts imitate everyday emails, it is important to sensitise employees and show them how to handle emails correctly.
- Data leaks and insecure connections: What is often underestimated is that unsecured Wi-Fi connections or access to sensitive company data via insecure devices pose enormous risks. Even small mistakes, such as using default passwords or using public networks without a VPN, can lead to data loss or cyber attacks.
- Insufficiently protected mobile devices: Notebooks, smartphones and tablets that are not secured well enough are another weak point. For example, if an employee forgets their unencrypted tablet on the train and it falls into the wrong hands, the information could be misused to infiltrate company systems or steal data. Without security precautions such as encryption or multi-factor authentication, the risk is enormous.
Reasons for a lack of safety awareness among employees
Despite the high relevance of cyber security, many employees show little awareness of IT risks. The need to sensitise employees and establish security awareness in everyday life is often underestimated. There are many reasons for this:
- „Why should we of all people be attacked?“ Many employees believe that cybercrime only affects large companies and underestimate the risk for smaller companies. In fact, smaller companies are often particularly at risk, as cyber criminals tend to expect unprotected systems here.
- „That’s why we have the IT department.“ A common misconception is that the IT department is solely responsible for cyber security. In fact, it can only work successfully with the cooperation and vigilance of all employees. Each individual is required to implement security precautions on a daily basis.
- „I’ve got more important things to do.“ In many areas of work, there is a high workload, which often leads to cyber security measures being seen as an ‘additional task’ for which there is no time.
- Increased home office: The risks are particularly high in the home office, as IT teams can only provide limited support here. Without clear standards and regular training, there is often a security gap that should be closed by sensitising employees.
Security awareness training – the basis for strong security awareness
Well thought-out and comprehensible security awareness training is the basis for strengthening security awareness and sensitising employees to IT security in a targeted manner. Such training courses convey ‘cyber security for beginners’ in an easy-to-understand way and help employees to build up basic IT security knowledge. This enables them to recognise threats such as phishing emails, social engineering or insecure connections at an early stage and react to them correctly. Regular training ensures that all employees are always informed about the latest threats and receive specific recommendations for action.
With customised cyber awareness training from GRTNR.IT, you can strengthen your employees' security awareness in a targeted manner. Customised training content, adapted to your industry and IT structure, sensitises your teams to phishing and other cyber threats. Protect your company with training that is precisely tailored to your requirements.
Strengthen safety awareness: 10 tips for your employees
Strong security awareness is the key to cyber security in the company. With the following 10 tips, you can sensitise employees to minimise risks in their day-to-day digital work and ensure a high level of protection for sensitive data and systems.
Note: Further down in the blog post you can download a checklist for your employees to hand out to them.
Increase password security
Secure passwords are your first line of defence against cyber attacks. Therefore, only use strong, individual passwords for each account and avoid generic or easy-to-guess variants.
- Use strong passwords: A strong password should be at least twelve characters long and contain a combination of upper and lower case letters, numbers and special characters. Avoid obvious terms such as your name or common words.
- Use multi-factor-authentication (MFA): MFA protects your accounts by requiring an additional confirmation step. Even if a password falls into the wrong hands, your account remains secure.
- Do not save or write down passwords unsecured: Do not write down passwords and do not save them in insecure documents. Instead, use a secure password manager.
- Avoid personal information: Do not use easily guessable information such as birthdays, pet names or common terms. Cyber criminals often search social media and other sources for such data in order to crack passwords.
Recognise and avoid phishing mails
Phishing emails are one of the most common methods used by cyber criminals to obtain sensitive data or spread malware. However, you can protect yourself from falling into the trap with a few simple checks.
- Do not click directly on links in emails: Before clicking on links in an e-mail, check the URL by hovering over it with the mouse or entering the link manually in a new window. If in doubt, check with the IT department.
- Look out for warning signs in the email: Phishing e-mails often contain suspicious signs, such as spelling and grammatical errors or unusual wording. Unexpected requests for personal data should also make you suspicious.
- Check the sender: Take a close look at the email address. Phishing emails often come from fake senders who imitate real email addresses. If you see inappropriate characters, strange domains or slightly different spellings, this indicates a phishing attack.
- Caution with urgend requests for action: Cyber criminals rely on pressure and often demand an immediate response in their emails - for example, the immediate change of a password or the entry of credit card details.
Secure your tools
Mobile devices such as smartphones, notebooks and tablets are indispensable work tools that often contain sensitive data and regularly access company networks. However, they can also be easily stolen or manipulated. A few simple protective measures and raising employee awareness can reduce the risk of a data leak and increase endpoint security:
- Never leave appliances unattended: Always keep an eye on your mobile devices and work equipment, especially in public areas. Even a brief moment of carelessness is enough for a device to be stolen or manipulated. When you leave your workplace, you should lock your device or - if possible - store it securely.
- Report loss immediately: If a device is lost or stolen, inform the IT department immediately. In this way, protective measures can be initiated to prevent unauthorised access to company data.
- Use strong passwords and activate MA: Secure each of your devices with a strong password and activate multi-factor authentication. This makes unauthorised access more difficult, even if a device is lost.
- Reset devices before disposal: If a device is no longer in use, make sure that all data is completely deleted and the device is reset to factory settings. How to prevent sensitive information from falling into the wrong hands.
- Only download apps from official sources: Only install apps via the App Store, Google Play or other trusted platforms. Downloads from unofficial sources may contain malicious software that accesses your data or infects the device.
- Set up an automatic screen lock: Activate an automatic lock that protects the working device after a few minutes of inactivity.
Maintain email security
Email is and remains one of the most important means of communication in day-to-day business, but it also harbours security risks. With just a few precautions, you can better protect sensitive information and increase your email security.
- Do not forward confidential emails directly: If an email contains sensitive data or confidential information, do not simply send it by forwarding it. Instead, create a new email and only add the relevant information. This ensures that recipients only see the data they need and that no confidential conversations are forwarded.
- Use BCC to protect email addresses: If you are sending an e-mail to several recipients who do not know each other or whose addresses should not be public, place them in the BCC field. This keeps the recipient list hidden and ensures data protection.
Pay attention to secure downloads
Downloads are a frequent point of entry for malware and malicious software. You can increase the security of your system and your data by carrying out a targeted check before each download.
- Only download from secure websites: Make sure that the website from which you want to download a file uses an encrypted connection (https://). A lock symbol in the address bar indicates that the connection is secure.
- Check download buttons carefully: Adverts often disguise themselves as download buttons to generate unwanted clicks. Avoid this by taking a close look at the placement and labelling of the buttons. The actual download button is usually located on the product or service website and is clearly labelled.
- Check the URL for correctness: Make sure you spell the URL correctly before downloading anything. Fake websites often have slightly different letters or characters in order to pass themselves off as a trustworthy source.
Minimise risks in the home office
Working from home poses particular cyber risks, as many of the company network's security precautions do not apply here. However, with a few targeted measures, you can also create a secure working environment at home:
- Use a VPN to connect tot he company network: A Virtual Private Network (VPN) encrypts your Internet connection and protects data transmission. Use the VPN authorised by the IT department so that all company data is transmitted securely.
- Secure your WLAN with a strong password: Make sure your Wi-Fi network is protected with a unique and strong password. Avoid default passwords or easy-to-guess terms to prevent unauthorised access.
- Securing the router: Change the default name of your router and install all available firmware updates. If possible, place the router out of sight of windows.
- Taking personal responsibility in the home office: Remember that the IT team at home only has limited insight and access. Therefore, follow all security guidelines independently and report security incidents immediately.
Protect your social media accounts
Social media represents a potential security gap if personal information or internal company details fall into the wrong hands. With a few simple rules, you can protect yourself and the company and increase security awareness.
- Set your accounts to „private“: By setting your social media profiles to ‘private’, you retain control over who can see your content. This prevents unauthorised persons from gaining insight into your personal network or your activities.
- Do not accept requests from strangers: Do not accept contact requests from people you do not know. Cyber criminals often use fake profiles to obtain information.
- Avoid posts about internal company topics: Do not post any information about projects, customers or internal company processes. If you have concerns or complaints, discuss them directly within the team and not publicly on social media.
Keep online conferences secure
Online conferences have become indispensable in today's working world - but they also entail security risks. Protect your virtual meetings to safeguard confidential information and keep uninvited guests out.
- Keep meeting links and IDs confidential: Only share meeting links and access data with invited participants. This prevents unauthorised persons from gaining access to the meeting without permission.
- Protect meetings with a password: Make sure that every meeting is secured with a password.
- Do not share conference links on social media or public platforms: Conference links should never be shared publicly. Links that are publicly accessible increase the risk of access by unauthorised persons.
- Check the identity of participants: If unexpected participants register, clarify their identity in advance to ensure that they are actually invited and belong to the meeting.
Carry out regular updates
Regular updates are important to close security gaps and protect your devices from attacks. Cyber criminals often exploit vulnerabilities in outdated software - so it's important to always stay up to date.
- Activate automatic updates: Make sure that automatic updates are activated on all devices. Security updates in particular should be installed as quickly as possible to protect your system from new threats.
- Keep both software and hardware up to date: Pay attention not only to software updates, but also to the up-to-dateness of your hardware. Older devices may no longer be able to process new security updates and pose a risk.
- Check the update settings regularly: Make sure that all important applications and the operating system have automatic updates activated. If necessary, plan manual updates if software does not support automatic updates.
Use VPNs for secure data transmission
A Virtual Private Network (VPN) protects your data through encryption and ensures that sensitive information remains secure even in insecure networks. There are a few important points to bear in mind when using VPNs:
- Only use shared VPNs: Only use VPNs that have been authorised by the IT department. These have been tested for security and reliability and offer protection for your data transmissions.
- Use VPNs to encrypt sensitive data: Always switch on the VPN when sending or receiving sensitive company data, especially in public or unsecured networks. The VPN's encryption protects against third-party access and prevents your data from being intercepted.
- Activate the kill switch: A kill switch interrupts the Internet connection immediately if the VPN fails. How to prevent data from being transmitted unprotected.
Checklist: Tips for more IT security for your employees
Download our free checklist now and pass it on to your employees. This will strengthen security awareness in your team and effectively protect your IT systems against threats.
The benefits of strong security awareness for the company
Raising employees' awareness of IT security is one of the most effective ways to protect your company from cyber threats. If everyone in the team understands how important their contribution to IT security is, attack surfaces can be reduced and security incidents minimised. This brings several advantages:
- Reduced attack surfaces: By raising employee awareness, they recognise risks early on and avoid common security vulnerabilities such as the use of weak passwords, insecure downloads or the forwarding of confidential data to unknown recipients. This reduces the risk of attackers penetrating the company network via such vulnerabilities.
- Fast responsiveness: Employees who are trained on security threats can report suspicious activity immediately and take appropriate action. A rapid response can reduce the impact of a security incident, helping to minimise data loss and costs.
- Protection of company data: With a strong awareness of security, employees ensure that sensitive information such as customer and financial data remains protected. This maintains the trust of customers and business partners and avoids legal consequences.
- Cost savings: Cyber attacks often result in high costs - from data recovery to possible fines for data protection breaches. Preventive measures by security-conscious employees reduce these costs many times over and make the company more resilient to attacks.
- Strengthening the company's reputation: Security incidents caused by human error damage the company's reputation and unsettle customers. A security-conscious team, supported by measures to sensitise employees to IT security, not only protects data, but also contributes to the positive perception and professional image of the company.
Make your team the first line of defense! Rely on security awareness training from GRTNR.ITv and reduce the risk of cyber attacks.
If you would like to find out more about awareness training, read our blog post here.
Role of managers in promoting safety awareness
Establishing a robust security awareness in the organisation starts at the top. Managers play a crucial role in promoting and maintaining a culture of IT security. Their commitment and support are imperative in order to sensitise and motivate employees at all levels to the importance of cyber security.
Role model function of the management
Managers must act as role models when it comes to IT security. By consistently adhering to the security guidelines themselves and actively communicating them, they set the tone for the entire organisation. This can be seen in day-to-day practice, such as the use of strong passwords, careful handling of sensitive information or regular attendance at security training sessions. When employees see that management takes security seriously, they are more inclined to follow suit.
Implementation of top-down strategies
An effective security strategy must be implemented from the top down. Managers should define clear security objectives and integrate them into the corporate strategy. This includes the definition of security guidelines, the introduction of best practices and the creation of structures that promote security-conscious behaviour throughout the company. By regularly communicating and emphasising the importance of IT security in meetings and company communications, management can ensure that the topic is always present.
Support and provision of resources for awareness programmes
Providing sufficient resources for security awareness programmes is critical to their success. Managers must ensure that sufficient budget, time and personnel are available for the development and implementation of training, campaigns and other awareness measures. This can include investing in modern training platforms, hiring security experts or releasing employees for regular training. By actively supporting such initiatives, management is signalling the high priority given to security within the company.
Managers who understand and actively promote the importance of IT security create a corporate culture in which security awareness is not just a duty, but a natural practice. Their commitment is key to developing a more resilient organisation that is better equipped to deal with ever-evolving cyber threats.
Measurement and evaluation of your employees' safety awareness
The continuous measurement and evaluation of employee security awareness is crucial to the success of any security awareness training programme. Only through regular evaluation can companies record the current status, measure progress and make targeted improvements.
Methods for evaluating the current security level
Various methods are available to evaluate the security awareness of employees:
- Surveys and questionnaires
- Simulated phishing attacks
- Knowledge tests
- Behavioural observations
Key performance indicators (KPIs) for security awareness
Key performance indicators (KPIs) play an important role in making the success of training measurable. They offer companies the opportunity to objectively evaluate progress and optimise the effectiveness of their training measures:
- Phishing simulation rate: Percentage of employees who fall for simulated phishing emails.
- Training participation: Percentage of employees who participate in safety training.
- Knowledge test results: Average score in security knowledge tests.
- Incident rate: Number of actual security incidents in the company.
Regular assessments and their importance
Regular security awareness assessments are important for several reasons:
- Progress measurement: They show whether and how employees' safety awareness has improved over time.
- Identification of weak points: Assessments help to identify areas where there is still room for improvement.
- Customisation of training content: Based on the results, training programmes can be specifically adapted and optimised.
- Employee motivation: Regular reviews keep the topic of safety present and can motivate employees to continuously improve their knowledge and behaviour.
- Proof of compliance: Documented assessments can serve as proof of compliance requirements.
Frequently asked questions about sensitising employees
Secure home office - how cyber security also works at home
Home office offers the opportunity to carry out professional activities from home and has become significantly more popular in recent years. This form of work enables employees to work flexibly without having to rely on their own car or public transport. The COVID-19 pandemic has also significantly increased the popularity of the New Work working model. Companies have to adapt their processes and systems in order to maintain regular operations and productivity.
Working outside the secure company network harbours a number of risks for your company's IT security in addition to the many benefits. Using private internet connections and devices that do not have the same security standards as in the office opens new doors for cyber criminals. In addition, phishing attacks and malware distributions are becoming more targeted and sophisticated. This poses a significant challenge, as the security infrastructure at home is usually less robust and employees do not have immediate access to IT support.
Differentiation: home office, teleworking, mobile working and remote working
Before we look at cyber security in the home office, here are the meanings of common terms associated with working from home. In our article, we mainly use the term home office. However, the article, especially the tips it contains, can be applied to all of the working models listed.
| HOME OFFICE | TELEWORKING | MOBILE WORKING | REMOTE WORK |
|---|---|---|---|
| Working from home | Working from a fixed location outside the traditional office. However, this can also include locations other than the home | Work from different locations, be it on the road, in a café or at another location outside the office | Work from any location |
The basics of home office security
The importance of IT security at home cannot be overemphasised, as the integrity and confidentiality of company data is more at risk outside the traditional office environment. In the office, employees (and organisations) benefit from a professional IT security infrastructure that is regularly maintained and updated to withstand current threats. In contrast, the home office is often equipped with personal devices and private networks that are not subject to the same strict security guidelines.
A combination of outdated security technology and careless handling of passwords increases the attack surface for cyber criminals in the home office.
This discrepancy in the security infrastructure leads to an increased attack surface for cyber criminals. Personal devices and networks are often more vulnerable to attacks as they are less likely to be kept up to date with the latest security technology. In addition, people at home tend to be more careless with passwords and delay necessary security updates, further increasing the risk of security breaches. These factors make it clear why a robust IT security strategy for the home office is crucial to protect both the organisation's data and employee privacy.
Challenges of the home office regulation
While working from home offers flexibility and convenience, it also poses particular challenges in terms of cyber security. The boundaries between professional and private environments are becoming blurred, which expands the attack surface for cyber threats.
Phishing
Phishing is a common method used by cyber criminals, where fake emails or messages are used to trick you into revealing sensitive information such as passwords or credit card details. These deceptive attempts are often difficult to distinguish from legitimate requests as they mimic the appearance of trusted organisations (such as the tax office, post office, etc.). Phishing has evolved over time to such an extent that subtypes such as spear phishing now also exist. Spear phishing poses an even greater security problem, as attackers in this form specifically collect information such as names or addresses from their victims, making the phishing mail appear credible and deceptively genuine.
Malware
Malware means "malicious software" and refers to various types of harmful programmes that aim to infect your devices, steal data or cause damage. From viruses to Trojans to spyware malware can get onto your devices through inconspicuous downloads or by opening infected email attachments.
Insecure networks
Insecure networks pose a significant risk in the home office as they make it easier for attackers to access your data or spy on your online activities. The use of public or poorly secured private Wi-Fi networks opens the door to cyber attacks.
Use of personal devices for work
BYOD (Bring Your Own Device) means using personal devices for work. With the rise of the home office in recent years, BYOD has also become increasingly important. While it offers several advantages for employees and employers, private computers or smartphones often cannot fulfil the same security standards as company-owned devices. They may be outdated in terms of software and security patches, or lack adequate antivirus software. This increases the risk of sensitive company data being accessed or stolen.
Loss of devices
The loss of devices, whether through theft or simple misplacement, harbours a security risk in the home office that should not be underestimated. Important work data can fall into the wrong hands and jeopardise privacy and company security.
Non-compliance with data protection guidelines
Failure to comply with data protection guidelines in the home office can have serious consequences, both for the security of company data and for compliance with legal requirements. Without the direct supervision and structured security protocols of the office environment, there is a risk that employees may violate these guidelines inadvertently or out of ignorance. This includes the improper handling of sensitive data, the use of unauthorised applications or the neglect of security updates. Such breaches can not only jeopardise your data security, but also lead to legal consequences and financial losses and penalties.
Physical security
A major challenge in the home office is ensuring physical security, especially the privacy of screens and documents. It is vital that confidential information cannot be viewed by visitors or family members to minimise the risk of unwanted sharing of sensitive data and visual hacking. Time outside of working hours also requires careful storage of devices and documents to prevent theft or loss, thus maintaining the security of company information at all times.
Home office: Tips for employers
It takes a variety of measures to ensure the safety of your employees and your company in the home office. There is no single solution that covers all risks. Instead, a holistic approach based on several planned and well thought-out security measures is required. In addition to technical measures, it is important that you also integrate internal measures to sensitise employees.
Here's what you can do as an employer to enable your employees to work safely from home:
MFA
Implementing multi-factor authentication (MFA) is one of the most effective measures you can take as an employer to increase security in the home office. MFA adds an extra layer of security by requiring users to provide two or more proofs of identity before gaining access to company systems or data. This can be done through a variety of methods, including:
- SMS codes
- Authentication apps
- Biometric data (for example fingerpring, face ID)
- Push notifications
Multi-factor authentication is an easy-to-implement yet highly effective security measure that significantly improves the protection of critical resources.
Train employees
One of the most important measures for a secure home office is training employees in cyber security. Only through regular and targeted training can employers ensure that their teams have the necessary knowledge to recognise potential threats and respond appropriately. This training should not only teach basic security practices, but also address the specific risks of working from home. These include phishing attacks, secure password practices and dealing with insecure networks. Employees are the first line of defence against cyber attacks, but they can only do so if they understand and know how to mitigate security risks.
Even the best technical measures are ineffective if employees are not trained to use them effectively and recognise potential security risks.
Secure endpoint devices
Securing endpoint devices (endpoint security) is an essential part of strengthening cyber security in the home office. Endpoint devices such as notebooks, smartphones or tablets are often the gateway for cyber attacks, which is why these devices should definitely be protected with the latest security software solutions. As an employer, make sure that all devices used for work are regularly updated. Additionally, installing antivirus software and utilising firewall settings is recommended to provide robust protection against malware and other online threats.
VPN
By using a virtual private network (VPN), you can further improve data security in the home office. A VPN encrypts the data traffic between the employee's end device and the company network, making it virtually impossible for outsiders to access or intercept this data. This is particularly important when employees access internal company resources via public or insecure networks. By enabling your employees to use a VPN, you create a secure environment for the transmission of sensitive information and minimise the risk of cyber attacks.
Regular updates
Regular updates are necessary to maintain cyber security in the home office. Software and operating system updates often contain important security patches that close vulnerabilities that can be exploited by cyber criminals. Ideally, you should have your IT system monitored and supervised by professionals to ensure that all devices and programmes used are updated automatically or according to a fixed schedule.
Setting up a firewall
A firewall acts as a barrier between a company's internal network and external threats by monitoring and regulating data traffic. It can filter unwanted or dangerous data packets before they reach the network or end devices. Make sure that both the company networks and your employees' end devices are equipped with a reliable firewall to ensure the highest level of security in the home office.
DaaS
The DaaS model (Devices-as-a-Service) gives companies the opportunity to obtain high-performance IT devices such as PCs, notebooks or tablets at a monthly service price without having to pay high acquisition costs. It converts one-off investment costs into predictable ongoing service costs and enables IT equipment to be continuously adapted to the latest technological developments and needs of your company. The devices are already equipped with the appropriate security software when they are implemented. In the event of an unexpected problem with a device, you will immediately receive a replacement or exchange device.
Email security
It is common knowledge that emails are a major target for cyber criminals. To ensure the email security of your employees, even when working from home, you should invest in advanced email security solutions. These can include features such as spam filters, phishing detection and encryption to protect sensitive information. Sensitising your employees to the correct handling of spam or phishing emails also contributes to cyber security. Only through a combination of technical solutions and conscious behaviour can the risk of email-based security breaches be significantly reduced.
Define home office regulations for employees
Create a guideline with clear internal guidelines for working from home. The home office policy should contain detailed instructions on the use of IT resources, the handling of sensitive data and compliance with security protocols. The guide acts as a central point of contact for all security issues. Don't forget to continuously update the home office policy to reflect the latest security knowledge and technology.
MSSP / SOC
A Security Operations Centre (SOC) plays a central role in a company's cyber security strategy by continuously monitoring the security of the IT infrastructure - an aspect that becomes particularly relevant in the home office context. As internal capacities for an in-house SOC are often lacking, a Managed Security Service Provider (MSSP) can serve as an outsourced SOC. This enables companies to ensure continuous security monitoring even when working from home without having to invest directly in internal resources. An MSSP thus offers the necessary expertise and support to strengthen cyber security across all working environments.
Inventory/overview of all end devices
To maintain an overview, you should take a thorough inventory of all end devices. All devices that have access to the company network should be recorded here. Document protective measures for the respective devices and update inventory changes. This is the only way to ensure that you have an overview of whether all devices comply with the relevant security guidelines. Potential security gaps can be closed quickly and your defence against cyber threats is consistently at a strong level.
Home office tips for emloyees
As an employer, you are not the only one who can maintain your company's cyber security: Employees need to do their part too.
Employees can take these measures to use the home office safely:
Securing the Wi-Fi
Employees should secure their home Wi-Fi with strong encryption methods and change the default network names and passwords. Regularly updating the router firmware is also necessary to ensure protection against external attacks. A well-secured connection forms the basis for secure working in the home office.
Avoidance of public networks
Public or unsecured networks should not be used for professional purposes. These are easy targets for cyber criminals as they often do not fulfil the relevant security criteria. Employees should use private, secure networks or VPN connections to ensure secure data transmission.
Awareness of phishing attempts & suspicious emails
A critical awareness of phishing attempts and suspicious emails is the be-all and end-all for IT security at home and in the office. Employees must be vigilant and critically scrutinise the authenticity of requests before disclosing personal or professional information. Links and images should also not simply be accessed blindly, but checked first.
Use of a password manager
Using a password manager helps employees to manage a variety of strong and unique passwords. This approach not only promotes security through the use of complex passwords, but also facilitates the daily use of different services and platforms.
Use of strong, different passwords
Using the same password for multiple accounts is extremely risky and can lead to serious security problems. Instead, strong, different passwords should be used for each account. This minimises the security risk many times over. By combining letters, numbers and special characters, employees can significantly increase the security of their online identity.
Protection of sensitive information in multi-person households
In multi-person households, it is important that sensitive work-related information is not visible to others. Employees should take measures to secure their workplace accordingly, for example by using screen savers or working in separate rooms. It is also advisable to treat sensitive information discreetly during work-related telephone calls and to ensure that no unauthorised persons can listen in.
Securing the devices during your absence
Short absences should also be used to secure devices by locking the screen. This prevents physical access by unauthorised persons and protects against potential data misuse or theft. Documents and records must also be stored in a secure place.
Exclusive use of professional devices
Devices used for work purposes should not be used for private purposes or by other household members. This reduces the risk of security breaches from external applications or games that are potentially insecure.
Sensitivity to social engineering
Social engineering attacks often utilise interpersonal manipulation to gain access to sensitive data. Employees should be sensitive to such attempts and always exercise caution when dealing with unusual requests.
No independent software installations of configuration changes
No software installations or configuration changes should be made without consulting the IT department. Even if it is well-intentioned, such independent interventions can unintentionally open security gaps or override existing protective measures.
Effective protection in the home office can only be achieved through the interaction of various security measures by the company and employees. A high level of security can only be guaranteed through joint endeavours.
Legal issues
In the case of safety breaches in the home office, the question of liability is largely dependent on the degree of fault. An employee is fully liable in the event of intent, but only if the intent explicitly relates to both the breach of duty and the resulting damage. In the case of slight negligence, the employee is not liable, whereas in the case of medium negligence, liability is proportionate.
FAQs: Frequently asked questions
Email in the cloud: more efficient, secure and flexible – managing mail servers in the cloud
A business world without emails? Impossible! Emails are the backbone of communication and the link that connects teams, customers and partners. At the same time, the security of emails remains a significant challenge. Even if companies operate their own mail server on site, which is often seen as the best solution for data protection reasons, the question arises as to who wants to take responsibility for security. Reports of security vulnerabilities in Microsoft's Exchange server, which is still frequently used in a company's own IT infrastructure, are not uncommon. Even an email server provided by your internet service provider and on which you host your domain requires extensive technical knowledge to identify and close security gaps, as these occur regularly.
Companies cannot avoid reorienting themselves in terms of security technology and strategy. Email communication in the cloud offers a new, efficient and flexible way of managing emails.
- Basics of the local mail server & mail operation
- Why should you even consider migration?
- Reasons that speak for a move
- Planning the email migration
- Preparation of the migration
- The relocation process
- Challenges that can arise during relocation
- After the migration
- Play it safe: combination of Microsoft & Mimecast
- FAQ
- Glossary
Basics of the local mail server & mail operation
First of all, it is important to understand what a local mail operation is. A local email server is an on-premises solution that is physically located in your organization. You have full control, but you also have to take care of all aspects of maintenance and security. While this gives you a certain amount of autonomy, it also brings with it a number of challenges.
A local mail server is technically speaking, a location-based solution
Why should you even consider migration?
The decision to take the plunge into the cloud often arises out of necessity. You may be reaching the limits of your current infrastructure as your business grows and your IT can't keep up with demand. It could also be that security concerns (email security) are keeping you awake at night because your on-premises system no longer meets the latest security standards. Or you may be faced with rising operating costs as outdated hardware becomes more complex and expensive to maintain. You may also be experiencing growing frustration among your employees, who are demanding a more flexible and accessible workplace that cannot be achieved with the local system. Ultimately, the pressure of an increasingly complex compliance landscape could be the deciding factor that makes the move from a locally managed email server to the secure, regulated environment of the cloud inevitable.
Reasons that speak for a move
In the world of technology, email cloud migration, or moving your on-premises mail operations to the cloud, is akin to moving into a modern, centrally located office building. It's a strategic move that can take your business to a new level of efficiency and connectivity. Migrating your server to the cloud promises not only increased security, but also an increase in operational agility. Here are the key benefits that make a switch attractive:
- Cost savings & reduced hardware requirements: Maintaining your own email servers is costly. In addition to the acquisition costs, there are continuous expenses for maintenance, energy and space. The server in the cloud, on the other hand, allows you to significantly reduce these costs as the provider is responsible for the infrastructure.
- Scalability & flexibility: As your business evolves, so should your IT infrastructure. Cloud solutions can be quickly and easily adapted to your changing needs. You only pay for what you use and can easily scale up or down as required.
- Reliability and resilience: Downtime can be devastating. Cloud providers invest heavily in ensuring high availability and often offer a level of reliability that is difficult to achieve with local solutions. Redundant systems and regular backups are standard.
- Security & compliance: With server solutions in the cloud, you benefit from advanced security measures that are constantly updated to ward off the latest threats. The cloud also makes it easier to meet compliance requirements through standardized processes and certifications.
- Access from anywhere: The world of work is changing and mobility is more important than ever. With a cloud-based email solution, you and your employees can access your communications from anywhere, as long as there is an internet connection. This promotes flexibility and productivity, regardless of location.
Advantages and disadvantages at a glance:
| Pros | Cons |
|---|---|
| Cost efficiency By using cloud services, companies can reduce hardware and energy costs as well as maintenance costs. | Long-term costs Although savings are made initially, ongoing subscription costs can increase over time. |
| Scalability Resources can be adapted according to demand, which increases flexibility in corporate planning. | Data protection concerns Concerns regarding storage in the cloud, especially with providers outside the EU. |
| High availability Cloud services generally offer a high level of reliability and thus ensure business continuity. | Complexity of the migration Moving to the cloud can be complex and requires careful planning and specialist knowledge. |
| Access from anywhere Employees can access email services from any location with Internet access, which increases mobility and flexibility. | Internet dependency Access to emails is dependent on the Internet connection, which can lead to problems in the event of outages. |
| Security & compliance Cloud providers are continuously investing in security measures and help to meet compliance requirements. | Dependence on the provider The data and services are in the hands of the cloud provider, which can lead to dependencies. |
| Automatic updates Software and security features are updated automatically, which reduces administrative effort. | Loss of control Companies have less control over the infrastructure and are dependent on the provider's tools and protocols. |
| Easier collaboration Many cloud email solutions offer integrated tools for improved team collaboration. | Interoperability The challenge of integrating existing systems or applications into the cloud environment. |
Planning the email migration
The decision to migrate to the cloud is not just a question of technological modernization, but also a strategic decision that is crucial for the future viability of your company. Moving to the cloud paves the way for a more agile, cost-efficient and secure way of running your business.
Start planning by defining goals and expectations: What do you want the migration to achieve? Improved collaboration? Reduced costs? Greater flexibility? Define clearly and measurably what cloud-based mail server hosting will mean for your company.
The next step is to select the right cloud provider. This step is essential, as not all providers offer the same services, security standards or support options. Compare the offers thoroughly and consider not only the current but also the future needs of your company. MSSP providers (Managed Security Service Providers) can help you with both provider selection and migration.
A precise overview of the data and settings to be migrated will help you to understand the scope of the project and ensure that no important information is lost. What data needs to be transferred? Which user settings need to be taken into account?
Finally, the creation of a time and budget plan is of great importance. A realistic schedule ensures a structured process and helps to keep the project on time. The budget plan gives you a financial framework within which to carry out the migration. It should include both one-off costs and ongoing costs for the cloud service.
Preparation of the migration
Preparing to migrate your email system to the cloud is a multi-layered task. Here are the steps you should consider:
Informing and training employees
A well-informed workforce is the key to a smooth migration. It is important that all employees understand why the change is taking place and the benefits it offers. Training should be organized to ensure the team is familiar with the new tools and procedures. Provide resources to answer questions and offer support for those who need additional help.
Carrying out inventory and data cleansing
Before you start the migration, carry out a complete inventory of the existing email data. This includes checking for outdated or no longer required content. Thorough data cleansing not only reduces the amount of data to be migrated, but also improves the clarity and efficiency of your email environment.
Setting up the cloud environment
Setting up your new cloud environment includes selecting and configuring email services, storing and managing data, and integrating with existing business applications. Test the environment thoroughly to ensure that all systems work as expected and that the email services run smoothly.
Security aspects of migration
Ensure that all data is encrypted during transfer and that the cloud environment itself meets all required security protocols and standards. Also consider your company's security and data protection guidelines to ensure compliance requirements.
The relocation process
The migration process from your on-premises email system to the cloud is a critical process that requires a comprehensive, methodical approach. The migration begins with the creation of a detailed plan that documents every step of the process.
- Preparation and planning: Analyze your current mail server environment, such as the number of mailboxes, the size of the data volume and any special features such as archiving guidelines or special security settings.
- Select a cloud mail service that meets your requirements.
- Create a backup: Back up all data from the local mail server to prevent data loss.
- Configure the cloud mail service: Have your account set up with the chosen cloud provider.
- Migrate the data: Use the tools provided by the cloud provider or your MSSP partner to transfer the data from the local server to the cloud.
- Test phase: Test the functions of the new cloud mail service intensively to ensure that everything works as expected.
- Conversion and go-live: After a successful test phase, you can redirect email traffic to the new cloud mail service.
- Follow-up and support: Provide training or guidance for users to ease the transition. Ensure support is available for any questions or issues.
Challenges that can arise during relocation
When transitioning from a local email server to the cloud, problems can arise that require immediate action. Such problems can range from technical difficulties, such as the compatibility of old and new systems, to human error.
Typical problems with email migration to the cloud
Problems that may arise include data loss, interruptions in email traffic, security breaches or compliance issues. Here are some typical problems and the best strategies to overcome them, as well as contingency plans for unexpected difficulties.
Solutions and best practices
To meet these challenges, you should apply the following best practices:
Thorough advance planning
A detailed strategy helps to minimize risks. This includes a complete risk analysis and the creation of a detailed migration plan.
Ensure data integrity
All data should be backed up before the migration. It is also important to carry out data integrity checks both before and after the migration.
Gradual migration
Rather than attempting a complete changeover all at once, a gradual migration can reduce the risk of downtime and data loss.
Communication and training
Make sure that all users are informed about the upcoming changes and are trained in the use of the new systems.
Technical support
Keep technical experts on hand during the migration to address any problems that arise immediately.
Contingency plans for unexpected difficulties
Despite careful planning, unforeseen events can occur. It is essential to have contingency plans for such cases. These should contain the following elements:
Backup and restore procedures
If data is lost during the migration, it is important to be able to fall back on a reliable backup.
Fast communication channels
It must be possible to communicate quickly in the event of problems. Make sure that everyone involved knows how to get help in an emergency.
Alternative workflows
Develop plans for alternative processes if the email systems are temporarily unavailable.
After the migration
Now that the migration of your email infrastructure to the cloud is complete, a new phase begins that is critical to the long-term success of your cloud strategy. It's now about monitoring and optimizing the new systems and making sure your team is using the new features effectively.
Monitoring and optimization of cloud services
Continuously monitoring the performance of your cloud services is crucial to ensure that they deliver the expected performance and reliability. Regularly analyze utilization and response times to identify and resolve bottlenecks. Use the flexibility of the cloud to dynamically adjust resources to ensure optimal performance. This also includes cost monitoring to ensure that your cloud service continues to be an economically viable model for your business.
Further training of employees for new functions
With the introduction of the cloud often come new features and ways of working that your employees may not be immediately familiar with. Invest in advanced training to ensure that all team members can use the new tools and services effectively. This will not only increase productivity, but also promote acceptance of the new systems.
Evaluation of the migration process and documentation of experiences
A careful evaluation of the entire migration process is essential in order to learn from it and improve future IT projects. Document what went well and where challenges arose. This documentation can serve as valuable feedback for cloud providers and help you to make future migration projects even more efficient. Record which measures were particularly successful and which processes should be adapted. These findings are not only useful for IT departments, but can also support management in making strategic decisions.
Play it safe: combination of Microsoft & Mimecast
A key component in improving your email security is the intelligent combination of Microsoft and Mimecast. Microsoft products such as Microsoft 365 (also in the form of SAAS solutions) and the Exchange server are firmly established in numerous IT infrastructures and provide a solid foundation for business operations.
Despite security features in the Microsoft 365 Suite, such as anti-malware- and anti-spam-filters, threat detection and defense or encryption options, there are increasing reports of security vulnerabilities in Microsoft's Exchange server. In order to continue to work securely with Microsoft's communication and Teams services, we recommend adding Mimecast's cloud-based email security solutions to your IT infrastructure.
With Advanced Threat Protection, Mimecast offers advanced protection against threats such as targeted phishing attacks and zero-day threats. It analyzes emails in real time and uses AI and machine learning to identify threats. Mimecast also offers email archiving and compliance solutions. This enables you to keep your emails secure and meet compliance requirements.
Security from tomorrow and seamless email history
With this integrated system solution, you are no longer on your own: You get the peace of mind of working in a secure email environment from now on. In addition, IT security specialists take care of the seamless transfer of your entire email history. This means that you not only benefit from the latest security advantages, but also keep your existing emails safe and secure.
A smooth move, without interruptions
Our team of experts has extensive experience in carrying out email migrations. We ensure that the move from your current email system to our solution is seamless for you and your employees. The migration will take place without disruption or downtime, so no user will notice that anything has changed.
More safety, more efficiency
To make your email communication more secure and efficient, it is important to implement the latest security measures. These protect your data and improve collaboration and efficiency in your company.
GRTNR.IT is not just about security, but also about optimizing your business processes so that you can concentrate on your core business. Feel free to contact us!
FAQs: Frequently asked questions
Glossary
Here is a table that clearly presents the required information on the terms mail hosting, mail server, email protocols and mail client. This table should help you understand the meaning of each term, their connections to each other, and familiar real-world examples.
Each of these terms plays an essential role in the email communication ecosystem, and their interplay allows us to utilize the widespread and diverse email services available today.
| Begriff | Bedeutung | Zusammenhang mit anderen Begriffen | Beispiele |
|---|---|---|---|
| MAIL HOSTING | Service that provides storage space and access to a mail server to send, receive and store emails. | Uses mail servers and email protocols to manage and transfer emails. Customers use mail clients to interact. | Google Workspace, Microsoft 365, Zoho Mail |
| E-MAIL-SERVER | A server that is responsible for receiving, storing and forwarding emails. | It is provided by mail hosting services and uses email protocols for email traffic. Mail clients access it to send and receive emails. | Postfix, Microsoft Exchange, Exim |
| MAIL LOGS | Rules and procedures that determine how email data is transferred between mail clients and mail servers. | Enable communication between mail client and mail server; are essential for the operation of mail hosting. | SMTP, IMAP, POP3 |
| MAIL CLIENT | An application that allows users to send, receive and organize emails. | Accesses mail servers via email protocols to manage emails; depends on mail hosting for server access and services. | Microsoft Outlook, Mozilla Thunderbird, Apple Mail |
Cyber security: AI in vogue – new challenges and strategies for your IT security in 2024
In 2024, companies will not be able to breathe a sigh of relief when it comes to cyber security: even more complex and sophisticated threats will need to be managed. Increasing digitalisation is intensifying these risks. Artificial intelligence (AI) is becoming increasingly important in order to recognise threats early and efficiently, which requires an agile and technologically advanced IT security strategy. In addition, new subsidies and regulations for the coming year are important factors that will help companies to adapt and evolve in this fast-moving environment.
5 cyber trends for 2024
The latest report from the German Federal Office for Information Security (BSI) states that the threat level in cyberspace has never been higher. The situation is not expected to ease in 2024: technological developments and emerging trends will define the future of the IT landscape. The core trends that companies and IT experts will have to deal with include:
1. Increased focus on IoT security
The growing number of IoT (Internet of Things) devices is expanding the attack surface for cyber attacks. In 2024, an increased focus on the security of these devices is expected in order to minimize vulnerabilities in networked systems.
2. Expansion of zero-trust architectures
Zero Trust Network Access (ZTNA) offers improved security and flexibility over traditional VPNs as it is based on the "Zero Trust" principle, which checks every access attempt and only grants specific access to applications instead of the entire network. These features make ZTNA particularly suitable for modern, cloud-based working environments and reduce the risk of security breaches. In the future, ZTNA will therefore replace the VPN.
3. Increase in ransomware/phishing attacks
Despite advanced security measures, ransomware and phishing remain a constant threat. Cyber criminals are constantly refining their methods, forcing companies to continuously improve their defences and train employees on these threats on an ongoing basis.
4. Quantum computing and cryptography
The ongoing development of quantum computing is creating new challenges for cryptography. Quantum computers have the potential to break through conventional encryption methods, which requires the development of new quantum-safe encryption technologies.
5. Cyber security AI
The use of artificial intelligence (AI) in cyber defence is becoming increasingly important. AI systems can analyse large amounts of data to detect anomalies and respond to threats in real time. This enables a more proactive and efficient defence against cyber attacks.
What is AI?
Artificial intelligence (AI) is a field of computer science that focuses on developing computer programmes that can perform tasks that normally require human intelligence. This includes activities such as learning, reasoning, problem solving, perception and language comprehension. AI systems can analyse structured and unstructured data, recognise patterns and make decisions based on this information.
The role of AI in cyber security
AI is increasingly being used in cyber security to deal with growing and ever-changing threats that are becoming more and more sophisticated.
How is AI used in cyber security?
- Detection and defence against threats: AI systems can analyse large amounts of data from network traffic and other sources in real time to identify unusual activity or anomalies that could indicate security breaches or attacks. Through machine learning (a subset of AI), these systems can continuously learn and adapt to new types of threats.
- Automation of security processes: By automating security processes with the help of Cyber Security AI, recurring and time-consuming cyber security tasks can be automated. This includes, for example, filtering false positives or carrying out regular checks. Such automation increases efficiency and enables security teams to focus more on more demanding tasks.
- Phishing detection: AI algorithms can be used to identify phishing attempts in emails and on websites by analysing text patterns, images and other characteristics that are typical of such attacks.
- Behaviour analysis and anomaly detection: AI can monitor and analyse user behaviour to detect deviations from normal behaviour that could indicate account compromise or insider threats.
- Improvement of the incident response: In the event of a security incident, AI can help to quickly identify the cause, assess the scope of the incident and make recommendations for further action.
The integration of cyber security and AI into a company's security strategy enables a much faster and more effective response to threats from cyber attacks. However, it is important to note that AI systems also have limitations and cannot solve all security problems on their own. They should be considered as part of a comprehensive security approach that also includes other elements such as strong security policies, employee training and a maintained and up-to-date IT infrastructure.
Cyber security: AI as a curse or a blessing?
AI not only plays a role in cyber security, criminals are also increasingly utilising the power of artificial intelligence for their own purposes. The use of AI has both advantages and disadvantages:
Advantages of AI
- Advanced threat detection and response capability: AI can process and analyse large amounts of data faster than humans. As a result, complex and hidden cyber threats can be recognised more efficiently. AI systems can also identify patterns and anomalies that indicate new or evolving threats.
- Automation and increased efficiency: AI can automate routine and repetitive security tasks, such as monitoring network traffic or sorting false alarms. This frees up security teams and allows them to focus on more complex tasks.
- Adaptability and continuous learning: AI systems, especially those based on machine learning, can learn from previous cyber attacks and adapt their algorithms accordingly. This enables them to continuously improve their ability to recognise new and changing threats.
Disadvantages of AI
- False alarms and accuracy problems: AI systems are not perfect and can lead to false positives if they incorrectly identify normal activities as threats. This can lead to unnecessary workload and distractions.
- Dependence on data quality and quantity: The effectiveness of AI depends heavily on the quality and quantity of available data. Inaccurate, distorted or incomplete data can lead to incorrect conclusions or overlooked threats.
- Complexity and resource expenditure: The implementation and maintenance of AI systems can be complex and require specialised knowledge and resources. In addition, the constant adaptation and updating of AI models can be resource-intensive.
To summarise, it is important to recognise that the use of cyber security AI can be considered neither a pure curse nor an absolute blessing. Rather, it is a multifaceted technology that brings both significant benefits and certain challenges. In today's increasingly digitalised world, where cyber threats are becoming more complex and diverse, the integration of AI into security strategies has become essential. It offers advanced threat detection and defence capabilities that go far beyond what traditional manual approaches can achieve. At the same time, however, you need to be aware of the potential pitfalls that come with the use of AI. Ultimately, you need to find a balanced way to utilise the benefits of AI while keeping an eye on and managing its weaknesses so that you can succeed in the ever-changing world of cyber security.
2024 in focus: guidelines and subsidies
In view of the increasing cyber security threats, the European Union is tightening its regulatory framework. A key item on the agenda for 2024 is the implementation of the NIS2 directive into the respective national laws of the member states. This process is important not only because of the increased security requirements, but also because it is flanked by specific funding programmes. These aim to provide companies with financial support so that they can optimise their security strategies in accordance with the new legal requirements.
NIS2
What is the NIS2 and what are its goals?
NIS2 is the revision of the original which was first adopted by the European Union in 2016. The main objectives of NIS2 include strengthening security requirements, improving cooperation between member states and raising awareness of cyber risks. By expanding the scope of application, more companies and critical sectors are to be included, thus ensuring universal and more standardised protection against cyber threats in the EU.
Who is affected by NIS2?
The NIS2 Directive is relevant for a wider range of organisations than its predecessor. It applies not only to critical infrastructure such as energy, transport, healthcare and financial services, but also to important digital services such as cloud computing services, social networks and online marketplaces. In addition, NIS2 also extends to public administrations and other sectors that are considered essential to the maintenance of important societal or economic activities due to their size or influence. This extension of the directive encourages a wide range of organisations to step up their cyber security measures and prepare themselves against both current and future cyber threats.
DORA
DORA, the Digital Operational Resilience Act, is a new regulation of the European Union. This regulation only affects the financial sector and will come into force in January 2025. The aim of DORA is to protect the European financial market from cyber risks and IT incidents.
Promotion Go Digital
The "go digital" funding programme is an initiative of the German Federal Ministry for Economic Affairs and Climate Protection (BMWK). It was developed to support small and medium-sized enterprises (SMEs) and craft businesses in Germany with digitalisation. The programme offers financial support and expert advice in three areas:
- Digital business processes
- IT security
- Digital market development
The funding programme has been extended by the BMWK until the end of 2024, until then you can submit your applications.
Secure future technologies in a hyper-connected world: AI
There is currently a call for proposals for funding on the topic of AI. This is of interest to companies that are already working with AI. SMEs can also take part in this programme.
The main objective of this funding programme is to promote research, expertise and value creation in the field of IT security in Germany in the long term and to achieve progress in the safe application of AI technologies.
How can you guarantee your cyber security in 2024?
Professional IT security management with MSSP
A Managed Security Service Provider (MSSP) is a specialised service provider that offers companies a wide range of cyber security services and solutions to prevent, detect and respond to digital threats. In addition to their specialist expertise, MSSPs have a number of other advantages:
- Comprehensive security monitoring: MSSPs continuously monitor your network security to detect signs of suspicious activity or breaches. They utilise advanced tools and techniques to proactively identify and combat security threats.
- Updated security measures: MSSPs keep their security systems up to date to protect against the latest threats. This is essential these days as the world of cyber threats is constantly evolving.
- Adaptability: MSSPs offer customised security solutions that are tailored to your company. Even if the size of your company changes and you need "more demand" at short notice, MSSPs can adapt flexibly.
- Compliance support: MSSPs help you to fulfil your industry-specific security standards and compliance requirements - be it in the form of regular audits or through continuous evaluation of security measures.
Regular software updates
Make sure all your systems and software are up to date. Regular software updates are crucial to close potential security gaps that could be exploited by cyber criminals.
Train and sensitise employees
Training and sensitising your employees is another important point to ensure the cyber security of your company in 2024. Your employees should be aware of current cyber threats and be able to recognise suspicious activity. A well-informed team can help to identify and minimise potential security risks at an early stage, which significantly strengthens the overall security of your company.
Even the best security system is useless if employees do not have the right awareness and appropriate skills for handling sensitive company data. This is where MSSPs come in, offering cyber awareness training for employees. In these training courses, employees learn how to protect themselves from cyber threats, how to recognise phishing emails, use secure password practices and generally help to increase the company's digital security.
Data management
Data management is playing an increasingly central role in cyber security, especially with regard to compliance with the GDPR (General Data Protection Regulation). This regulation lays down strict rules for the collection, storage and processing of personal data, and breaches of these rules can result in significant financial penalties. In the future, the room for error in this area will become even narrower as the authorities pay more attention to compliance with the GDPR. Comprehensive data management is not only an important protection against legal consequences, but also a significant contribution to strengthening cyber security.
MFA
Implementing multi-factor authentication (MFA) is a crucial step in increasing cyber security in your organisation. MFA requires users to use more than just a password for authentication, making access to systems and data much more secure. This makes it more difficult for attackers to access your account or data, even if they know your password.
FAQs: Frequently asked questions
Multi-factor authentication: minimise cyber risks and maximise security
Imagine coming into your office and discovering that your email account has been hacked and important and confidential company data has been stolen. This scenario is more realistic than ever: a single successful cyber attack can be enough to cause serious damage to your organisation. Multi-factor authentication (MFA) is proving to be a secure defence strategy against cyber threats. It ensures that even if a password is compromised, the attacker cannot simply gain access to your sensitive systems and data.
MFA requires each user to provide at least two pieces of evidence before access is granted - for example, a password combined with a fingerprint or a one-time code sent to a mobile device. This "multi-method" closes security gaps that are very often caused by simple or reused passwords.
In a world where digital security is synonymous with corporate security, MFA helps you to protect your customer data, financial information and trade secrets from unauthorised access. So don't just implement MFA as part of your IT, establish it as an integral part of your organisational culture.
- What is multi-factor authentication?
- Advantages of multi-factor authentication
- Why is multi-factor authentication more secure?
- How MFA works
- The 4 steps of MFA
- Types of authentication factors
- Areas of application Multi-factor authentication
- Overview of MFA methods
- Multi-factor authentication from the market leader
- Challenges in the implementation of multi-factor authentication
- Practical application examples for multi-factor authentication
- Best practices fort he introduction of Multi-factor authentication
- FAQs: Frequently asked questions
What is multi-factor authentication?
Multi-factor authentication is a security measure that requires users to provide at least two different types of proof to confirm their identity before gaining access to an account or network. MFA is a multi-layered protection for your digital accounts and systems that goes far beyond traditional security methods by combining different independent security features.
Basics and functionality of MFA
MFA is based on the premise that the combination of several security factors forms a higher barrier against unauthorised access. The architecture of MFA integrates different levels of authentication that only allow access together. In practice, this means that after entering your password (knowledge factor), you must enter a code that has been sent to your mobile device (possession factor) or confirm your identity with a fingerprint (inherence factor). This interplay of factors ensures that only you personally can gain access to your sensitive information.
Differences between single-factor and multi-factor authentication
Compared to single-factor authentication, which relies only on a single piece of evidence - usually a password - MFA provides a comprehensive security control by requiring multiple independent authentication methods. This approach minimises the risk that someone other than you can gain access to your accounts, even if individual security elements are compromised. Implementing MFA is a clear decision in favour of an improved security infrastructure and demonstrates your commitment to compliance and the protection of your company data.
Advantages of multi-factor authentication
MFA is designed to strengthen security by making it much more difficult to gain unauthorised access. Even if a factor (such as a password) is compromised, the additional authentication step provides another hurdle for a potential attacker to overcome.
Minimise the security risk
Firstly, MFA strengthens security by narrowing the gateways for cyber threats through multi-layered authentication verification. It mitigates the risk resulting from human error, such as password sharing or the use of weak passwords, by requiring you to prove your identity through multiple independent means, significantly reducing the likelihood of unauthorised access.
Improve responsiveness
Another significant benefit is the improvement in responsiveness to security incidents. MFA systems are configured to proactively send notifications when unusual or suspicious login activity is detected. This immediate feedback allows you and end users to respond promptly to potential threats, limiting or even preventing damage. The ability to respond quickly to incidents is a critical aspect of the modern cyber security environment, and MFA provides an effective tool for this.
Driving forward digitalisation
MFA also enables you to realise digital projects with increased security. In an era where digital transformation is the order of the day, MFA creates a secure foundation to drive data-intensive projects and online services. By securing login processes and transactions, MFA ensures that you and your customers benefit from enhanced protection.
Why is multi-factor authentication more secure?
The implementation of multi-factor authentication (MFA) represents an evolution in digital security practice. It responds to the dynamic and complex threats you face in the digital landscape and provides a mechanism that significantly reduces the likelihood of a data breach.
Examples of security risks with simple authentication
Simple authentication methods, such as the use of a single password, are vulnerable to a variety of attack methods. Phishing, social engineering, brute force attacks and the exploitation of weak or leaked passwords are common tactics used by attackers to gain unauthorised access. These methods capitalise on the fact that many users use simple, easy-to-guess passwords or reuse the same passwords for multiple services.
How MFA protects against these risks
MFA addresses these vulnerabilities by introducing an additional layer of security. Even if an attacker obtains your password, it is useless without the second or third authentication factor. The combination of something you know, something you have and something you are creates a safety net that cannot be easily breached. MFA requires that a potential intruder not only knows your password, but also has access to your physical device or can forge your biometric data, which is unlikely in practice. MFA therefore significantly increases the security of your data and systems and is a central component of a well thought-out security strategy.
How MFA works
With multi-factor authentication (MFA), you will be asked to provide several independent proofs of your identity in order to gain access to digital resources.
A widespread approach for this is the use of one-time passwords (OTP). These temporary and automatically generated passwords usually consist of a series of 4 to 8 digits. They are sent to you by email, SMS or via specialised apps and offer a high level of security as they are only valid for a short period of time and cannot be used after they have been used or have expired.
The 4 steps of MFA
Multi-factor authentication (MFA) requires you to store multiple proofs of identity when creating an account. This information is securely stored in the system and forms the basis for authentication for future logins.
1. Registration
When you create your account, you will be asked to provide various pieces of information - your password and additional identifiers such as your mobile phone number or an authentication app. This information is exclusively assigned to you, which is why it must be treated as strictly confidential.
2. Authentication
As soon as MFA is set up, your password - the knowledge factor - is requested first each time you log in. The system then requests a second factor, which is often a code sent by text message or a code generated via an authentication app.
3. Verification
After you have entered the second factor, the system checks both factors. Access is only granted if both are correct.
4. Additional safety steps
In some cases, the system may request additional factors or steps when recognising suspicious or unusual login attempts - for example, from a new or unfamiliar end device.
Types of authentication factors
In the domain of digital security, the diversification of authentication factors is a fundamental strategy for minimising risk. The types of authentication factors you use are the pillars on which the fortress of your cyber security rests. Each of these factor types plays a specific role in a holistic security concept.
Something you know (password, PIN)
The knowledge factor is the most common type of authentication and includes everything that you have mentally anchored and that cannot be physically stolen. Classic examples are passwords, PINs and security questions. This information is secret and should be unique and known only to you.
Something you have (smartphone, Token)
Items that you physically own, such as smartphones, security tokens or hardware keys, serve as a means of authentication by proving that you have access to something that is assigned to you. These ownership factors provide a strong additional layer of security, as there is little chance that an external attacker can compromise both your knowledge and your physical possessions at the same time.
Something you are (fingerprint, facial recognition)
Biometrics are unique physical characteristics that identify you. Fingerprints, facial recognition, iris scans and even voice recognition are examples of these types of authentication factors. They are considered particularly secure as they are difficult to falsify and create a strong link between the user's physical identity and access authorisation.
Areas of application Multi-factor authentication
Multi-factor authentication (MFA) has established itself as an essential security element that is used in various areas. It protects against unauthorised access in both the business and private sectors and ensures secure authentication.
Business use
Access to company networks, especially when employees work remotely, harbours risks such as data interception or unauthorised access. MFA offers considerable added value here by requiring a multi-stage check before access rights are granted. Wherever confidential customer data is handled, MFA is indispensable for meeting compliance regulations and maintaining the integrity of the organisation.
Private use
Online banking, shopping and social media accounts contain personal information that needs to be protected. MFA prevents cyber criminals from gaining access to your finances or personal accounts simply by guessing or stealing a password. Simply integrating MFA into your everyday life, for example by using authentication apps or SMS codes, can make a crucial difference to your personal security online.
Overview of MFA methods
Multi-factor authentication offers various methods for verifying a user's identity. Here are some common approaches that are frequently used in the digital world.
Time-based one-time password (TOTP)
TOTPs are short-lived, usually 6-digit numbers that are valid for a limited period of time, around 30 to 60 seconds. Users can generate these codes using an authentication app or a password manager. After entering the regular password to log in to the account, the TOTP code is requested as an additional security check. This method is considered very secure as the codes are dynamic and difficult to intercept.
MFA token on SMS basis
This involves sending a code to your mobile phone via SMS after it has logged in with its basic credentials. Despite being less secure than other MFA methods due to risks such as SIM swapping, they still offer basic protection and are easy to use.
MFA token on an email basis
However, similar to the MFA token via SMS, the email token sends the code to your email address. It is crucial to secure the email account with strong passwords, as a compromised email account can undermine MFA protection.
Security key (hardware)
These physical devices are linked to the user's account. For authentication, the key is inserted into a USB port or used contactlessly. They offer a high level of security as they must be physically possessed to grant access.
Biometric authentication
This method uses unique physical characteristics such as fingerprints or facial features to confirm identity. They are generally very secure as these features are unique. However, in the event of a data leak, there is a risk that biometric data cannot be reset.
Security issues
Although they are often used for verbal confirmation, e.g. in telephone conversations with financial institutions, they are also used digitally. Choose answers that are not easy to guess or use untraceable, invented answers to increase security.
Risk-based authentication
Risk-based authentication, often referred to as adaptive authentication, dynamically adapts the authentication requirements to the respective risk level. This type of authentication takes into account the human factor in the security process. Constant multiple authentications can be tedious for users and can lead them to bypass the MFA function, which reduces the security of their account.
In a risk-based system, for example, MFA could be dispensed with when logging on to a familiar work device, while access from an unknown device would require MFA to be activated. This reduces the frequency of MFA requests for the user. However, a potential hacker attempting to access the account from another device would still be prompted to perform MFA. This keeps the account protected without compromising the user experience.
Multi-factor authentication from the market leader
In the world of multi-factor authentication (MFA), there are various models and providers that are tailored to different security needs and areas of application.
Choosing the right MFA model and provider depends on the specific requirements of your organisation. Careful consideration of security needs, ease of use and budget is crucial to finding the optimal solution. To help you make this choice, we present the two most important models from the market leaders AuthN by Idee and RSA.
AuthN by Idee: Same-device MFA technology
The strength of AuthN by Idee lies in the same-device MFA technology. With this approach, no second device or additional app is required for authentication. You can use the device you are already using for verification. This efficiently transforms any end device into an MFA tool without any additional effort for the user.
A prerequisite for the use of AuthN by Idee is the activation of Windows Hello. Users of Windows 10 and Windows 11 can log in locally using Windows Hello by setting a locally stored PIN. This authentication method, which can also integrate biometric data such as fingerprints or facial recognition, is based on the TPM chip, which is present in current devices as standard. TPM (Trusted Platform Module) is an international standard for a secure cryptoprocessor developed as a dedicated microcontroller to secure hardware with integrated cryptographic keys. As the PIN is stored locally, it is protected from external access and therefore safe from hacking attacks.
RSA: Comprehensive management and security system
The authentication solution from RSA requires the installation of special administration and management software. This can either be installed locally in the customer network or operated by an external hosting service. RSA also offers a cloud-based solution. Authentication cannot take place without this software.
Implementation begins with the installation of the software, followed by the definition of the number of licences required and the purchase of the necessary authentication tokens, which are available in both hardware and software form.
When tokens are purchased, a file is supplied containing information about the internal seed number of each token. This file must be imported into the management software, as the six-digit authentication code of each token is based on this seed number. Logging in is done using a user name and a password consisting of a personal PIN and the current token code. This system guarantees a high level of security, as access is only possible with knowledge of the personal PIN and the current token code. The effectiveness of this authentication is linked to a constant connection to the RSA software.
AuthN by Idee or RSA – who fits what?
To summarise, the main differentiating features of the two authentication systems lie in the use and integration of the security technology. While the Idee solution relies on the use of the Trusted Platform Module (TPM) chip, which is integrated into modern hardware such as notebooks, PCs, smartphones and tablets, RSA is based on comprehensive management software that is provided either locally in the network or via a cloud platform and enables centralised management of the authentication functions.
For small and medium-sized enterprises (SMEs), we recommend implementing AuthN by Idee's MFA solution, while for larger organisations, RSA's comprehensive authentication services are considered more suitable.
Challenges in the implementation of multi-factor authentication
Introducing multi-factor authentication (MFA) into your organisation is a crucial step towards improving digital security. Nevertheless, the implementation is associated with challenges that need to be considered to ensure a successful integration.
User acceptance and usability
A major challenge when introducing MFA is user acceptance. Employees may find the additional steps cumbersome or time-consuming, especially if they have previously only used simple passwords. It is therefore important that you communicate the importance of MFA for security and demonstrate how MFA helps to protect personal and company data. Training and clear guidance will help allay concerns about ease of use and familiarise users with the process. The key is to balance security and ease of use - make sure MFA solutions are intuitive and easily accessible to encourage adoption.
Technical challenges and costs
Technical challenges and costs are other important factors when implementing MFA. Choosing the right MFA solution requires a careful assessment of your organisation's existing IT infrastructure and specific security requirements. We advise you to conduct a cost-benefit analysis to find a solution that is both effective and economically viable. Remember that the long-term benefits of a secure digital environment outweigh the initial investment.
Practical application examples for multi-factor authentication
The use of multi-factor authentication (MFA) is particularly important in modern working environments such as home office and remote work. These examples show how MFA can provide additional security in such scenarios.
Making working from home more secure
Multi-factor authentication (MFA) is particularly important in the home office because employees work in an environment that is often less controlled and secure than the traditional office environment. However, as your employees also need access to the company's internal network and confidential customer data when working from home, MF authentication is a secure method:
- Start the login process: The employee starts the login process on the company laptop by entering their user name and password.
- Requesting the second factor: Once the password has been entered, the system automatically requests a second factor. As the employee is working from home, the system recognises a different access environment based on the IP address or geo-location.
- Authentication via smartphone: The employee receives a notification on their smartphone, which is equipped with an authentication app such as Google Authenticator or Microsoft Authenticator. The app generates a unique code that is only valid for a limited time.
- Biometric verification: In addition, the system could require biometric verification, where the employee performs a fingerprint or face scan via an integrated sensor on the laptop, providing a third authentication factor.
- Full access: The system only grants the employee access to the network once all factors have been successfully verified.
Additional protection for remote work
Remote work means that employees access company resources from a variety of locations and devices. MFA can verify that access is legitimate, regardless of location or device - this is particularly important because the risk of data leakage is much higher on public networks.
Best practices fort he introduction of Multi-factor authentication
Implementing multi-factor authentication (MFA) in your organisation is an essential step towards strengthening your cyber security. To make this process effective, we would like to give you two tips in particular:
Choosing the right MFA solution
Choosing the right MFA solution requires careful consideration of various factors. Consider the specific security requirements of your organisation, the ease of use of the solution and compatibility with your existing IT infrastructure. Also consider the scalability of the solution to support future growth and changing requirements.
Training and education of users
Effective user training and education are critical to the success of MFA. Invest time and resources in comprehensive training programmes to ensure your employees understand the need for MFA and how it works. This not only promotes adoption, but also raises general awareness of cyber security within your organisation.
FAQs: Frequently asked questions
Cyber security during the holidays: who protects your IT at Christmas and during the vacations?
At Christmas, Easter or on other public holidays, the doors of companies are often closed for days on end because some or all of the company is on vacation. Cyber criminals take advantage of this to carry out hacker attacks on companies. As operations are at a standstill, these cyber attacks often go unnoticed for a long time. In most cases, by the time the problem is detected, it is already too late - hackers have had more than enough time to access your data and misuse it for criminal purposes. It is therefore important to maintain IT security even during longer absences.
- Why do cyber attacks increasingly take place on public holidays?
- Importance of end-to-end IT security
- Challenges for companies
- How to solve your IT security problem on public holidays and Sundays and during your company vacations
- Tips for more IT security on public holidays
- FAQs: Frequently asked questions
Why do cyber attacks increasingly take place on public holidays?
Even in a world characterized by unprecedented technological progress, the risks of cyber attacks are omnipresent and constantly increasing. What is particularly striking is that these threats occur more frequently on Sundays and public holidays. While these days are normally dedicated to relaxation and celebration, they represent a time of increased danger for companies and organizations. On public holidays, businesses often operate with reduced staff and less supervision. Many employees – including members of your IT team – are on vacation, which significantly limits the ability to respond to security incidents.
Diese geringere Präsenz in Ihrem Büro oder Ihrem Unternehmen kann dazu führen, dass Sicherheitswarnungen und verdächtige Aktivitäten unbemerkt bleiben. Diese Sicherheitslücke schafft ideale Bedingungen für Cyber-Angriffe. Eine Studie des BSI unterstreicht die Annahme, dass Cyber-Angriffe an Feiertagen gehäuft auftreten.
This reduced presence in your office or company can lead to security alerts and suspicious activity going unnoticed. This security gap creates ideal conditions for cyber attacks. A study by the BSI underlines the assumption that cyber attacks occur more frequently on public holidays.
Companies very often communicate their company vacations on their websites and in their social media. This is of course important information for customers or interested parties and creates transparency about availability and accessibility - an important aspect for promoting customer satisfaction. At the same time, the public announcement of company vacations harbors enormous risks: it not only informs customers, but also potential attackers about periods of reduced operational activity. During these periods, companies are more vulnerable to cyber-attacks as monitoring and response capabilities to security incidents are limited. Holidays offer increased chances of success for every step of a cyber attack. The chances are good that an infection of the system will remain undetected during this time. In addition, responding to an attack, such as a ransomware encryption, is particularly challenging when staffing levels are reduced.
Numerous risk factors contribute to companies being more vulnerable to cyber attacks during the holidays. The risks with the greatest dangers are:
Reduced monitoring
During the holidays, organizations often experience reduced staffing levels, which affects the monitoring and management of IT security. The temporary absence of your IT security staff can lead to delayed detection and response to security incidents. This vacuum provides cyber criminals with an ideal opportunity to infiltrate networks undetected and cause damage.
Maintenance and/or safety updates on public holidays or Sundays
Another risk factor is the tendency of organizations to schedule maintenance and updates to security systems during the quieter holiday season. During such maintenance windows, systems may be temporarily more vulnerable to attack, especially if patches expose security vulnerabilities that have not yet been fully addressed.
Carelessness and less caution
The psychological component also plays a role: employees may be less alert to unusual system requests or suspicious activity in a more relaxed holiday mood. In addition, staff working during the holidays may be replaced by substitutes or temporary workers who may not be fully trained in the company's security protocols. Therefore, attackers use the holidays to launch targeted phishing campaigns, knowing that the likelihood of less cautious behavior with emails and other communications is higher when there is less staff and the workload is greater for those present.
Economic motives
Economic motives play a crucial role in the timing of cyber attackers. Targeted cyber attacks can be particularly damaging during public holidays, when many companies' commercial sales are at their peak. Attackers are aware that transactions and the exchange of sensitive information increase during these times. They use this opportunity to cause financial damage through ransomware attacks, data exfiltration or disruption of online services, or to make direct financial gain from the theft of payment information or trade secrets.
Black Friday & Co.
During the peak period of e-commerce, such as Black Friday, Christmas, etc., online retailers experience a significant increase in transactions and traffic. This period is characterized by numerous special offers and marketing campaigns, making it difficult to distinguish between "real" communications and potentially dangerous fake messages. Cyber criminals are taking advantage of this opportunity by launching phishing campaigns and fake promotions that look deceptively similar to genuine offers. The flood of promotional emails and special offers provides a perfect cover for spreading malicious links or attachments.
Slow reaction chain
If your IT support teams are understaffed on Sundays and public holidays, as many employees take vacation or the department may not be staffed at all, this leads to a slower response chain for technical problems or security incidents. Cyber criminals are aware of these gaps and can exploit them by planning attacks where they can expect delayed detection and response. A slow response time can have serious consequences, from extending the duration of a security incident to increasing the impact of an attack. For example, if a security incident occurs and is not responded to immediately, attackers can steal more data or cause more damage.
Importance of end-to-end IT security
Companies must ensure that their security measures and policies are not neglected on public holidays. Ensuring the security of your company data around the clock is a top priority.
Proactive, preventative protection is far more effective and cost-efficient in this regard than reactive action. The threat of hacker attacks should never be underestimated, as they can
- can result in considerable financial losses,
- can completely paralyze your business processes for a period of time,
- can cause considerable damage to your company's image and reputation.
Constant IT security - 24/7 - 365 days a year - ensures that company data, customer information and business processes are protected and helps to maintain trust and credibility with your customers and business partners.
Challenges for companies
Companies face numerous challenges when it comes to protecting their networks and data from hacker attacks, especially on Sundays and public holidays. These times pose particular risks, as normal business processes are often not maintained.
The key challenges in detail:
The big resource problem: personnel & time
On Sundays and public holidays, IT teams are often understaffed and those who are working are often busy with basic operational tasks and taking on the work of colleagues. Time for monitoring and responding to security incidents is limited.
Cost factor not to be underestimated
The cost of maintaining robust cyber security on public holidays is a significant challenge for organizations. Operating costs are often higher on these days, as there may be additional charges for staff working on public holidays. Additional expenses for overtime or holiday pay for IT security staff exacerbate this burden.
Investing in preventative security measures such as firewalls, antivirus programs and other security tools is a financial burden. Moreover, it is not just the one-off investment or acquisition costs, but also the operating, maintenance and update costs.
Up-to-date technology: hardware & software at the cutting edge
Keeping your hardware and software up to date is crucial for the security of your data. Outdated systems often have undiscovered security gaps that can be exploited by hackers.
Continuous IT maintenance
Cyber security requires continuous maintenance, including regular updates, patches and monitoring of the network infrastructure. Hardly any small and medium-sized business can afford to maintain 24/7 IT monitoring. Resources are often limited and the cost of constantly monitoring IT systems can be prohibitive. Even larger companies face the challenge of monitoring their IT infrastructure around the clock, especially on Sundays and public holidays when staffing levels are thinner.
Lack of understanding of the team
Employees are often the first line of defense against cyber attacks. Their ability to recognize phishing attempts and other fraudulent activity is critical. However, on Sundays and public holidays, less trained staff may be on duty or employees who are not normally in direct contact with customers may have to take on these tasks, increasing the risk of security breaches.
Feasibility of safety measures
On Sundays and public holidays, it is difficult for many businesses to strike a balance between ensuring adequate security and maintaining business continuity. Companies must ensure that their security protocols are practicable and feasible on these days without disrupting operations too much.
How to solve your IT security problem on public holidays and Sundays and during your company vacations
Proactive measures are the key to solving IT security problems on public holidays, Sundays and during company vacations. Make sure all your systems are updated with the latest security updates. Implement a robust firewall that monitors the incoming and outgoing data on your network. With a firewall as a service, your company network is secured via an external VPN server. This allows you to intervene before the data reaches your network. Secure email archiving and backup solutions are not only important for meeting your compliance requirements, but also ensure that no data is lost in the event of a cyber attack. Traditional anti-virus programs quickly reach their limits when it comes to the complexity and AI sophistication of malware. This is where more comprehensive solutions, such as FortiEDR (Endpoint Detection and Response) with innovative endpoint security and real-time visibility, analysis, protection and remediation, are needed to identify and stop breaches and attacks.
Es ist ebenso wichtig, dass Ihre Mitarbeiter in Sicherheitsfragen und -protokollen geschult sind und wissen, wie sie auch außerhalb der regulären Arbeitszeiten auf Vorfälle reagieren müssen. Notfallpläne sollten klar definiert sein, sodass auch Vertretungen ohne Verzögerungen reagieren können.
It is equally important that your employees are trained in safety issues and protocols and know how to respond to incidents outside of regular working hours. Contingency plans should be clearly defined so that substitutes can also respond without delay.
Ensuring IT security requires in-depth expertise, constant availability and significant initial investment. An IT security service provider that offers 24/7 monitoring and support can be a cost-effective and expert solution. With this option, you benefit from ongoing expertise and you minimize the risk of security incidents, even when your business is closed. In addition, working with a service provider transforms investments into predictable monthly operating costs that you can accurately plan and budget for.
Advantages of external monitoring
External IT monitoring offers your company comprehensive cyber protection. Your data and infrastructure are monitored around the clock, resulting in the following benefits:
- Early detection of problems: Continuous monitoring - 24/7 - means that disruptions and security breaches are detected at an early stage. This enables immediate analysis and the initiation of countermeasures before major damage occurs.
- Rapid response to security incidents: A sophisticated monitoring system identifies irregularities immediately. This means that security incidents can be detected in real time and rectified quickly to minimize the risk of data loss and other damage and restore operations as quickly as possible.
- Scalability: IT monitoring solutions are flexible and scalable. They can grow with your business and adapt to changing requirements, making them a viable long-term solution.
- Prevention: By detecting and resolving problems at an early stage, you prevent costly downtime and avoid potential consequential damage to your company and your customers.
- Security and up-to-dateness of IT systems: IT security service providers ensure that your systems are always up-to-date and protected against the latest security threats.
- Specialist expertise and know-how: An IT security service provider brings in-depth specialist knowledge that is essential for the maintenance and security of your IT systems. This expertise is particularly important as it ensures that security measures are not only reactive, but also preventative and strategic.
Advantages of IT service flat rates
IT service flat rates offer a special solution to protect your IT. Your IT is professionally maintained without you being surprised by unforeseeable costs. The flat rates are based on a fixed monthly fee that depends on criteria such as the number of servers, their age and the number of workstations. All included services are precisely defined in the service contract and requests and problems are systematically processed via the IT ticketing system.
Tips for more IT security on public holidays
In addition to internal and external IT monitoring, you should definitely take the following tips to heart to avoid becoming the next cyber victim.
- Update your IT: Make sure that all operating systems, servers and applications are up to date to close vulnerabilities.
- Backup management: Secure your data by creating regular backups. Store these in a secure location so that they can be restored in the event of an attack or data loss.
- Train your employees: Carry out cyber security training to make your employees aware of potential threats. Employees should pay particular attention to suspicious activities and emails, especially before the holidays.
- Emergency plan and emergency contact: Develop a security incident response plan that outlines what your organization will do in the event of an attack. Also make sure employees know who to contact in the event of an incident.
- Move to multi-factor authentication, as passwords are a weak "wall of security". Multi-factor authentication (MFA) strengthens security by requiring you and your employees to complete multiple verification steps during the login process. With MFA, you ensure that access is only granted to the actual user.
So that you can enjoy Sundays and public holidays in peace and take the pressure off your teams, it is best to rely on experienced MSSP service providers. With the right partner and the right tools, a cyber attack on your company can be prevented at any time of the year.
FAQs: Frequently asked questions
Endpoint security: More security on all end devices with email hosting in the cloud and co.
In our digital business landscape, cyber security challenges are becoming increasingly complex: home office, remote working and BYOD (= Bring Your Own Device) are on the daily agenda and are reshaping not only our device landscape, but also our security network. Mobile devices are used intensively, both professionally and privately. This creates more security gaps, as the company network is accessed from many (different) end devices. Endpoint security solutions, complemented by efficient email security systems, provide a robust line of defence that protects you in maintaining your data integrity and ensuring smooth operations.
Endpoint security: definition and basics
Endpoint security deals with technologies and procedures to protect all end devices in a network from security threats and misuse. On the technical side, this includes, for example, email hosting in the cloud, firewalls or encryption techniques based on AI as well as sensitisation and training of your employees or compliance requirements as organisational measures.
What counts as an endpoint device?
An endpoint device is a device that is connected to your network and can access your network. In IT, endpoint devices are often called 'endpoint devices'. Through these devices, users can access network resources and applications and send and receive data. Typical endpoint devices are:
- PCs
- Laptops
- Smartphones
- Tablets
- Printers
- Scanner
- Copiers
- Point-of-sale systems and terminals
- Virtual voice assistants (e.g. Alexa)
- ATMs
- • Other devices, such as medical devices or IoT devices (Internet of Things)
Why is endpoint security important?
With the increasing number and variety of end devices as well as the increased use of home office and remote work, users access corporate data with their devices via numerous external, sometimes even unprotected, networks. Work models such as BYOD (Bring Your Own Device) or COPE (Corporate-Owned, Personally Enabled) reinforce this development. End devices are used for both business and private purposes. Even a single unprotected device can be enough to give an attacker access to the entire network.
Thus, endpoint devices pose a potential security threat to your network and thus to your company. Attacking an endpoint device can be done in several ways. Just calling up a certain website can infect your device with a virus, even USB sticks can transfer malicious software within seconds. E-mails are particularly affected by cyber attacks; phishing e-mails or infected e-mail attachments are already part of the daily routine. The resulting damage can quickly reach financial proportions that are in the four- to five-figure range or more. It is therefore important to check your email security and ensure that comprehensive and new protective measures are implemented.
Note: Endpoint security is not only relevant for corporations and large companies, but especially for SMEs! SMEs are often characterised by limited or non-existent IT departments or a lack of IT security concepts, which makes them attractive targets for cyber attacks. Hackers look for victims who offer little resistance.
You are exposed to these security risks
Whereas some time ago cyber threats were mainly targeted at networks, today the attack is almost directly via end devices in use. Cyber criminals use these devices as a gateway into corporate networks, from where they gradually spread to eventually gain control and access to the entire network. The most common security threats to your endpoints include:
- Phishing and Spear-Phishing
Phishing is a fraud attempt in which cyber criminals pretend to be a trustworthy person or organisation to steal personal information such as passwords or credit card numbers. Usually, this happens via fake emails or messages. These attacks are usually directed at numerous recipients (victims) at the same time, which you can usually recognise in the impersonal form of address (e.g. "Dear Customer"). In contrast to phishing attacks, spear phishing targets a specific person and the attackers often have personal information about the target, which makes the fraud attempt seem credible. Phishing emails can hack your accounts, such as social media ad account, credit card account, etc., and steal online identities. - Malware
Malware is malicious software that aims to damage, destroy or gain access to devices and systems. There are different types of malware. The term malware includes viruses, Trojan or ransomware. Ransomware refers to attacks on companies in which systems are paralysed until a ransom is paid. - Social engineering – human security risk
In social engineering, criminals exploit human characteristics such as trust or helpfulness to obtain confidential information, bypass security systems or install malware on a company device. Criminals use false identities here. For example, they pose as an IT technician who needs access to your PC. This can happen via emails (phishing attacks), phone calls or even in person.
Challenges with mobile devices
Particularly through use in a professional and private context, such as in the context of BYOD (Bring Your Own Device) and COPE (Corporate-Owned, Personally Enabled), mobile end devices pose a significant security risk. Very often, company emails are accessed via private mobile devices. This creates the problem that both company data (emails, contacts) and private data (access data, credit card information) are used on the same device.
An additional security risk arises from the permanent carrying of smart end devices. For example, mobile phones are with them everywhere - on holiday, in the bar, during sports. In the worst case, the loss or theft of a smartphone can lead to the disclosure or loss of sensitive data.
Mobile devices interact with numerous Wi-Fi networks. Meanwhile, free Wi-Fi is available in almost every restaurant, hotel or shop. However, these connections are often unsecured and should not be used for business purposes under any circumstances. Hackers can easily penetrate unsecured Wi-Fi networks.
Another security vulnerability, especially for mobile devices, is insufficient updates. It is therefore essential to keep your devices up to date. Major smartphone manufacturers are constantly developing their security measures and with each update provided, the mobile device should become more secure.
Risks from working in a home office
At the latest since the Corona pandemic, but also due to the New Work trend, the home office has become a fixed part of the work routine for many employees. This development harbours various risks, especially about IT security:
- Employee network connection
Companies (usually) have no insight into the home network of their employees. Private WLAN accesses are often protected with only one password, which means they can be quickly hacked and attacked. - Private end devices
In many cases, private end devices (laptop, smartphone, etc.) are used in the home office. Each additional device used to access the company network increases the security risk for your company. In many cases, the company's internal IT team has no insight into employees' private devices. According to a study by the BSI (Federal Office for Information Security), only 42% of companies exclusively use company-owned IT equipment in the home office.
Measures and solutions
Basically, two categories of security measures for end devices can be distinguished. Only through the concentrated and simultaneous application of both categories of measures can you achieve maximum protection.
Organisational measures
Organisational measures include cyber security training for your employees as well as the creation of policies regarding the correct handling of end devices. Often, teams lack sufficient IT knowledge and security awareness. Therefore, it is of great relevance to inform employees comprehensively regarding security risks and to sensitise them accordingly.
TIP: Raise awareness of the security risks associated with home offices on both sides - the entrepreneur and the employee.
Technical measures
Various preventive measures ensure that endpoint devices are protected and the security risk is kept as low as possible. The ideal security solution is a combination of different technical measures, such as
- Virus protection
- Firewalls
- Anti Spam
- Password protection & multi-factor authentication
- Device management (control of external storage media etc.)
- Authorisation management (employees only receive the authorisations they really need)
- URL filter (access to certain URLs or URLs without SSL certificate is blocked)
- Use of encryption techniques (VPN solutions, end-to-end encryption for emails, encryption of files or directories, etc.)
- VPN setup
- Automatic updates on end devices
Endpoint security in relation to emails
Endpoint security in the context of email is an important pillar of cyber security, as email communication is the most common transmission channel for threats and attacks. Almost every email address is already a victim of regular spam, sometimes harmless, sometimes dangerous.
How can end devices be attacked by emails?
- Malware (infected attachments)
- Phishing mails
- Ransomware
- Business email compromise (BEC)
- Spam
How best to implement email security
The optimal implementation of email security requires a combination of technological, organisational and educational measures. Modern technological solutions make use of artificial intelligence (AI), which enables improved detection and defence against threats. AI-based systems are able to continuously adapt and learn from detected threat vectors to also identify new, previously unknown forms of attack.
- Firewall
The firewall is used to intercept suspicious emails before they reach the end device. A good firewall can intercept fraudulent mails and spam before they cause damage. - Encryption
Encryption of messages is essential to protect content from third parties. - Email server in the cloud
Reputable cloud providers integrate encryption and firewalls in their packages. In addition, cloud-based solutions are usually cheaper and can be scaled arbitrarily and infinitely. - Endpoint protection service
Special, modular operating systems such as the IGEL OS endpoint operating system minimise security risks on your end devices. - Phishing Proof
Multi-factor authentication reliably protects your email inbox against phishing. - Guidelines and training for staff
Organisational measures in the handling of end devices increase the security for e-mails and endpoint devices.
Advantages of email cloud solutions
Mail server hosting via the cloud and cloud computing offer you a number of advantages, such as:
Cost efficiency
Cloud-based email services can be more cost-efficient as there is no need for hardware investment.
Scalability
Cloud-based email solutions can be easily adapted to growing user numbers and storage requirements.
Accessibility
Cloud solutions allow users to access their email from anywhere and from any device with internet access, enabling flexible and mobile working.
Automatic updates
The updates do not have to be carried out by you or your team, but by the cloud providers, which means that the systems are always up to date. This improves security and enables the addition of new functions.
Security and compliance
In addition to integrated firewalls and encryption, cloud providers also ensure compliance with data protection regulations.
Disaster Recovery
Cloud solutions offer integrated backup and disaster recovery capabilities that enable the protection and rapid recovery of email data in the event of data loss.
Centralised management
A centralised dashboard allows you or your administrators to manage accounts, set security policies and monitor the email environment, simplifying administration.
Integration capability
Cloud-based email solutions can be integrated with other cloud services (e.g. CRM or collaboration tools) and applications, promoting operational efficiency and collaboration.
Resource optimisation
Outsourcing email infrastructure to the cloud allows internal IT teams to focus on more strategic projects and initiatives instead of spending time maintaining email servers.
Total solutions for companies
If companies have not established their own security department and cannot build up an internal security team due to a lack of skilled workers or financial reasons, it is possible to hand over the services to external IT service providers. This has the advantage that companies benefit from the expertise and resources of specialised security providers without having to provide the associated internal resources. It also allows security measures to be adapted quickly to respond to changing threats and business needs.
The following are particularly suitable for external outsourcing:
- Managed Security Services (MSSP): Managed Security Services Provider offer a range of IT and network security services.
- Endpoint protection service protects your end devices and offers you centralised management - even for hardware with older operating systems.
- Cloud-based security solutions: Cloud-based platforms offer a variety of security services that can be easily integrated and scaled to ensure endpoint protection.
- Security-as-a-Service (SECaaS): This service offers a wide range of security solutions provided as a service - whether in the form of individual security packages, IT flat rates or IT monitoring.
Outsourcing security services to external service providers allows you to focus on your core competencies while ensuring a high level of security to protect your data and endpoints from the multiple threats of the modern cyber landscape.
Endpoint security FAQs
SOC (Security Operation Center): The key to cyber security for SMEs
Imagine coming into the office one morning and discovering that your company's confidential data has been stolen and is now being sold on the darknet. Your reputation is ruined, your customers lose trust, and the financial consequences are catastrophic. For many companies - especially SMEs - this horror scenario is increasingly becoming a reality. In our digitally connected world, where cyber threats are constantly lurking, it's more important than ever to be proactive and protect yourself. The solution? A security operations center (SOC).
Learn why a SOC is not just a luxury option for SMBs, but an absolute must for protection and future-proofing.
- Definition: What is a Security Operations Center (SOC)?
- Main functions of a SOC
- Structure and components of a SOC
- Types of SOCs
- Why a SOC is important for SMEs
- Advantages of a SOC for SMEs
- Challenges and solutions in implementing a SOC
- Best Practice: Successful implementation of a SOC in an SME
- Questions about SOC
Definition: What is a Security Operations Center (SOC)?
A Security Operations Center (SOC) is the heart of an advanced cyber security strategy. It is a central unit dedicated exclusively to the security and protection of your IT systems. A SOC brings together various technologies, processes and a specialized team of security experts to continuously monitor, analyze and respond to threats to a company or organization's IT infrastructure.
The main mission of a SOC is to detect and respond to a network intrusion or data breach as early as possible and minimize potential damage. To do this, Internet traffic, networks, endpoints, servers or databases are continuously scanned for security incidents.
The role of a SOC goes beyond reactive incident response. It is a proactive institution that constantly looks for anomalies in the system, analyzes threat landscapes and ensures that the IT infrastructure is armed against current and future threats.
Main functions of a SOC
A SOC acts as a central hub for cybersecurity in your organization. It combines human expertise with technological (Ki-driven) solutions to ensure the highest level of security. The main tasks of a SOC are:
Monitoring and analysis of data traffic
The SOC continuously monitors all data traffic inside and outside a network. This is done with the help of various monitoring tools. Firewalls, intrusion prevention and detection systems (IPS/IDS) or security information and event management (SIEM) systems collect the raw data and capture a wealth of data, from network logs to user activity, to identify any anomalies.
Early detection of security breaches
By analyzing captured traffic, SOCs can identify potential threats in real time. A modern SOC uses advanced threat intelligence to detect both known and unknown threats. This often relies on machine learning and artificial intelligence to identify complex and ever-changing patterns that would be difficult for human analysts to identify.
Incident response
As soon as a threat is detected, the SOC initiates immediate countermeasures. This can range from simple actions, such as blocking a suspicious IP address, to complex measures, such as quarantining an entire network segment. In addition, it is the SOC's task to document the incident, determine the cause and ensure that such incidents are prevented in the future.
Compliance Management
Many industries are subject to certain legal and regulatory requirements with regard to data security. A SOC ensures that all these requirements are met. This includes regular security audits, training, documentation of incidents, and compliance with specific security standards and practices.
Structure and components of a SOC
A SOC is more than just a collection of technologies; it is a complex interplay of people, processes, and technologies aimed at optimizing an organization's cybersecurity.
Human resources
- Security Analysts: Responsible for reviewing security alerts, analyzing and responding to incidents.
- Engineers and technicians: Configure, maintain, and update tools and systems used in the SOC.
- Forensic Scientists: In the event of a security incident, they investigate the cause and scope of the incident.
- Incident responders: Experts who are specially trained to respond to security incidents and regain control of threatened systems.
- SOC Manager: The SOC Manager is responsible for the smooth operation of the SOC and communicates with management or the contractor.
Technological resources
- Security Information and Event Management (SIEM) systems: Collect and analyze security data from various sources and generate alerts based on it.
- Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS): Monitor traffic for anomalies or known attack patterns.
- Endpoint Detection and Response (EDR) Solutions: Monitor endpoints such as computers and servers for suspicious activity.
- Threat Intelligence Platforms: Provide up-to-date information on global threats to keep the business informed and enable proactive defenses.
Processes and protocols
- Incident Response Plan: A structured approach to responding to security incidents.
- Daily operations: routine checks, updates and system monitoring.
- Continuous improvement processes: Regular review and adjustment of the security strategy based on new threats or learning outcomes from incidents.
It is through the skillful interplay of these components that a SOC can work effectively to provide comprehensive protection against cyber threats. It is important that these elements are in constant coordination and evolution to keep pace with the ever-changing threat landscape.
Types of SOCs
The structure and function of a security operations center can vary depending on an organization's specific needs and resources. These differences lead to different types of SOCs:
Inhouse-SOC
An in-house SOC is operated and managed entirely within the company. It uses its own employees, hardware and software resources.
- Advantages: Greater control over data, customized processes and applications tailored to the specific needs of the business.
- Disadvantages: Often higher costs, both in terms of initial setup and ongoing management. Finding and retaining qualified (IT) security personnel can also be a challenge.
Outsourced SOC (also referred to as Managed Security Service Provider, MSSP).
In this type of SOC, monitoring and management services are outsourced to a third-party service provider (MSSP).
- Advantages: Cost efficiency, as there is no need to hire or train your own staff. Access to a wide range of experts and advanced technologies without having to acquire them yourself.
- Disadvantages: Potential data privacy and security concerns. Less control over day-to-day operations.
Co-managed SOC
A hybrid approach in which a company uses both internal and external resources. Some tasks are done in-house, while others are outsourced to an MSSP.
- Advantages: Flexibility in terms of operations and resource utilization. Companies can leverage their strengths while benefiting from the expertise of an MSSP.
- Disadvantages: Requires clear communication and coordination between the enterprise and the MSSP to avoid overlap and gaps in security management.
While many large enterprises have in-house SOCs, companies that do not have the skilled staff or resources to build and maintain a security center themselves usually opt for a managed service security provider (MSSP).
Why a SOC is important – especially for SMEs
Digital transformation has brought many benefits to companies of all sizes, including increased efficiency and new business opportunities. But with this transformation also comes risks. SMEs are no longer off the radar of cyber criminals - often quite the opposite.
Rising cyber threats for SMEs
- Target for cyber criminals: Many SMEs mistakenly believe that they are not attractive targets for cyber attacks because of their size. However, this assumption is wrong. It is often SMEs that are targeted because they are considered less protected or less informed about current security standards.
- Lack of resources: Unlike large companies, SMBs often do not have the necessary resources to set up a comprehensive IT security team or expensive security technologies. This makes them more vulnerable to attacks.
- Growing complexity: As the use of technology increases across all areas of business, so does the complexity of SMB IT infrastructures. More endpoints (home office, remote work), more data and more applications mean more potential gateways for cyber criminals.
Statistics and examples
- Attack frequency: Studies show that SMEs have increasingly become the target of cyber attacks in recent years. According to a study, 48% of SMEs in Germany consider cyber attacks to be the greatest possible business threat.
- Cost of an attack: A successful cyber attack can be devastating for an SME. The average cost of a data breach for a small business can run into the hundreds of thousands, not to mention the potential loss of reputation.
- Examples: One well-known example is a small city government that was attacked by ransomware and forced to pay a ransom to restore access to its data. Another example is a medium-sized manufacturing company that suffered several days of production downtime due to an attack, resulting in significant financial losses.
A SOC can help SMBs effectively address these growing threats by providing continuous monitoring, advanced threat detection, and rapid response mechanisms.
Budget constraints and resource scarcity at SMEs
Small and medium-sized enterprises (SMEs) are the backbone of our national economy and play a crucial role in numerous industries and sectors. Yet despite their importance, they often face unique challenges, particularly when it comes to financial and human resources. These constraints directly impact how SMBs view and invest in their IT security infrastructure.
Why SMEs often invest less in security
- Prioritization: SMEs often have multiple operational challenges and competing priorities. Investments in new products, market expansion or employee development may be seen as more urgent than IT security initiatives, especially if the immediate risks are not obvious.
- Lack of awareness: Many SMEs are not fully aware of the cyber threats they face or underestimate their scope and potential impact. Without this awareness, security investments may be seen as unnecessary or excessive.
- Cost pressure: With limited budgets, SMEs often have to make difficult decisions. High-quality security solutions and services can be expensive, and the immediate return on investment (ROI) is not always easy to quantify.
- Shortage of skilled workers: It's not just a question of budget, but also of access to qualified specialists. IT security experts are in high demand in the industry, and many SMEs cannot afford to maintain a specialized in-house team or simply cannot find the right talent.
- Complexity of technology: the constantly evolving field of cybersecurity can be overwhelming for companies without specialized knowledge. SMEs may struggle to understand which solutions are best suited to their specific situation.
Despite these challenges, it is essential for SMBs to recognize the importance of cyber security and develop strategies to protect themselves. A SOC, especially in the form of an outsourced (MSSP) or co-managed model, can be an efficient way to address the security gaps due to budget constraints and resource shortages.
The importance of compliance and reputation management
In our interconnected business world, compliance and reputation management are two inseparable building blocks that are crucial to the success of companies. Both have a direct impact on customer trust, the financial situation and ultimately the company's competitiveness and future viability.
Legal requirements
- Regulatory landscape: Many regions of the world now have strict data protection and cyber security laws. An example of this is the European General Data Protection Regulation (GDPR). It sets clear requirements for the protection of personal data and the reporting of security incidents.
- Consequences of non-compliance: Violations of this regulation can lead to significant penalties, which in some cases can amount to millions. For SMEs, such a penalty can be existentially threatening.
- Responsibility across the supply chain: SMEs must not only meet their own compliance requirements, but also ensure that their suppliers and partners are also compliant. This becomes especially important when SMEs are integrated into larger supply chains or provide services to larger companies.
Customer confidence
- Reputation risk: A single security incident can undo years of trust building. Customers but also employees are well informed about data privacy and security and expect you to protect their data.
- Communication after an incident: If a security incident does occur, how you communicate and respond is critical to restoring trust. SMEs must be prepared to communicate transparently, promptly and effectively.
- Trust as a competitive advantage: In a market that is becoming increasingly saturated, trust can serve as a crucial differentiating factor. SMEs that place a clear focus on compliance and reputation management can position themselves as trustworthy players and thus gain a competitive advantage over less diligent competitors.
Advantages of a SOC for SMEs
A Security Operations Center (SOC) provides multiple benefits to enterprises in digital landscape:
Proactive safety monitoring
- Continuous monitoring: A SOC monitors a company's network infrastructure, data traffic and applications around the clock. This allows suspicious activity to be identified even outside official operating hours and on vacations or vacations.
- Early warning system: Through this continuous monitoring, a SOC acts as an early warning system that enables SMEs to detect and ward off potential attacks before they can cause damage.
- Threat prediction: Modern SOCs use advanced analytics tools and artificial intelligence to identify patterns in traffic. This makes it possible to predict and prepare for emerging threat trends.
Faster response to incidents
- Incident management: In the event of a security incident, the SOC coordinates the response, minimizes the impact and ensures that the company is quickly up and running again.
- Expert knowledge: SOCs consist of teams of experts trained to respond quickly and effectively to different types of security threats.
- Automated processes: Many SOCs use automated tools to respond to common threats, further reducing response time. The often-used IT ticket system is a helpful tool for external SOCs to systematically (and quickly) handle problem cases.
Cost efficiency through scalability
- Infrastructure: Instead of investing in expensive on-premise solutions, SMEs can benefit from the economies of scale achieved through centralized operation by using a SOC.
- Flexibility: Depending on their needs and budget, SMEs can ramp up the scope of services they obtain from a SOC at short notice, but also ramp it down again just as quickly.
- Reduction of bad investments: Through the specialized expertise of a SOC, SMBs can ensure they are investing in the right security tools and strategies.
Compliance with legal requirements
- Compliance monitoring: SOCs help SMEs ensure that they meet all relevant data protection and security standards.
- Reporting: In the event of a security incident or compliance audit, a SOC can provide detailed reports and records that facilitate the demonstration of compliance with regulatory requirements.
- Regulatory updates: SOCs stay constantly abreast of changes in the regulatory landscape and can inform SMEs on how best to address these changes.
Challenges and solutions in implementing a SOC
Establishing and operating a security operations center (SOC) presents several challenges, especially for SMBs with limited resources. The financial aspect is often the most critical factor hindering access to security services.
Costs
- Initial investment
- Ongoing operational costs
- Unforeseen costs.
How SMEs can finance a SOC
- Outsourcing to Managed Security Service Provider (MSSP): Instead of operating an in-house SOC, SMEs can opt for an outsourced model in which an external service provider takes over security monitoring and management. This can be significantly more cost-efficient, as SMEs benefit from the economies of scale of the MSSP and can calculate with fixed monthly costs (flat rates).
- Government support programs and grants: In many regions, state or regional entities offer grants or support programs for SMEs to strengthen their cyber security.
Skills shortage
Operating a Security Operations Center (SOC) requires not only technical resources, but also skilled professionals. Especially for SMEs, it can be challenging to find and retain experts in this specialized field.
- Specialized needs
- Continuous training
Outsourcing as a solution
- Access to expert knowledge: Outsourcing the SOC to a managed security service provider (MSSP) gives SMBs access to a team of security experts without having to hire and train them themselves.
- Cost efficiency: Instead of investing in the recruitment and ongoing training of in-house teams, outsourcing allows SMEs to pay fixed monthly or annual fees, which often reduces overall costs.
- Flexible scalability: SMEs can add or reduce services as needed, depending on how their security needs evolve. This provides an adaptability that would be difficult to achieve with an in-house team.
- Current technologies and methods: MSSPs are usually at the cutting edge of technology and use current methods for threat detection and defense. SMEs benefit from this expertise without having to keep themselves constantly informed about the latest trends.
- Reduction of personnel turnover: outsourcing reduces the risk of key personnel leaving the company and thus creating gaps in the security structure.
Outsourcing as a solution to the skills shortage offers SMBs a viable way to effectively address cyber security challenges without stretching budgets or draining valuable company resources.
Choosing the right and newest tools
Establishing a Security Operations Center (SOC) requires not only expertise and personnel, but also the right choice of technologies and services. SMEs often face the challenge of selecting the right tools and service providers from a wide range of options on the market.
- Diversity and complexity
- Integration and compatibility
- Future-proofing
- User-friendliness
Choosing the right service provider
- Experience and reputation: The ideal service provider should have proven experience as an MSSP and be able to provide positive references. Security is a matter for the boss in many companies. Make sure that you are also personally advised by the boss at the potentially eligible MSSP service provider.
- Availability and response time: A SOC must be available around the clock. The service provider should be able to respond quickly to incidents and provide support when it is needed most.
- Scalability and flexibility: SMEs grow and develop. The selected service provider should be able to adapt its services accordingly, and in such a way that you can easily extrapolate the costs.
Choosing the right tools and service providers is critical to the success of a SOC. Do thorough research up front to find sustainable cyber security for your business.
Best Practice: Successful implementation of a SOC in an SME
Below, we outline the practical steps and benefits you can realize when implementing an external SOC into your organization.
Initial situation
As business volumes and customer bases grow, SMBs face an increase in cyber threats. Despite an established IT team, they lack the specialized expertise to identify and respond to complex security incidents.
Implementation
- Needs assessment: Review your internal security posture to identify high-risk areas and potential vulnerabilities.
- Research service providers: Find out about MSSP or IT security service providers on the Internet. Make sure that the service provider offers IT services at flat rates.
- Selection of a service provider: After a thorough market analysis, you decide on a managed security service provider (MSSP) with expertise in the SME landscape.
- Integration and training: The selected MSSP works closely with the internal IT team of. This requires that you give the service provider access to your IT - both physically and remotely via the Internet. Your IT staff will be trained by the SOC service provider.
- Continuous monitoring: The SOC can now start monitoring the network activities.
On these results you can look forward
- Improved detection rate: You will notice a significant increase in the detection rates of security incidents before they could cause any damage.
- Cost efficiency: The monthly costs for the SOC and IT monitoring "pay for themselves" very quickly by avoiding security breaches and not having to spend time on cost and invoice control each month.
- Customer confidence: With the new level of security, you can offer your customers additional security guarantees, which increases trust.
