Did you know that having cyber security covered doesn’t necessarily mean that requirements for privacy laws are in place?

After a few years of major cyber attacks making headlines, we would hope that there is an increasing understanding of the critical importance of cyber security. However now, the focus needs to also be on data privacy.

Why?

Financial services clients want their data to be secure.
Patients want Healthcare services to keep their records confidential.
Donors to Nonprofits want their personal information properly handled.

Data privacy is about protecting people. Of course, all organisations wish for better security, but not everybody does what is needed for data protection. When it becomes an afterthought, it can lead to the impression that privacy and security are at odds with one another.

However, when done strategically, ensuring data privacy can lead to:

Trust and Confidence: When customers are confident that their data is secure with you, they are more likely to do business with you.
Regulatory Compliance: Non-compliance with strict regulations can result in hefty fines and legal consequences.
Competitive Advantage: Customers are becoming more concerned about data privacy issues, so organisations that prioritise it can gain a competitive edge.

An ally in your quest for better data protection is Microsoft 365. The leader in cloud-based productivity software provides a range of features and practices to help organisations protect their sensitive information. In this article, we’ll look at how Microsoft 365 can help to protect your organisation’s data while meeting rigorous compliance requirements.

Security Features in Microsoft 365

What’s in Microsoft 365 that can help you create a resilient digital environment? Here’s an overview of Microsoft (Office) 365 security and compliance features.

FEATURE*	DESCRIPTION	ROLE	EXAMPLE
Multi-Factor Authentication (MFA)	Adds an extra layer of security on top of passwords; users who log in must provide a second form of verification (like a text message or an authentication app)	Reduces the risk of unauthorised access; even if a password is compromised, MFA prevents account breaches	If an employee’s credentials get compromised, MFA can stop criminals in their tracks.
Microsoft Defender	Formerly known as Advanced Threat Protection (ATP), shields against sophisticated cyber threats, including phishing emails, malware, and zero-day attacks	Scans attachments and links in emails, blocking malicious content before it reaches your inbox	When a staff member receives an email claiming to be from a trusted client and ATP detects a suspicious link, it prevents them from clicking and thwarts a potential phishing attack.
Data Loss Prevention (DLP)	Prevents accidental or intentional data leaks, by identifying sensitive information (e.g., credit card numbers, health records) and enforcing policies to prevent unauthorised sharing	Ensures that confidential data stays within your organisation, minimising the risk of accidental exposure	When an employee tries to email a customer list containing personal details, DLP flags the action, preventing accidental leakage and maintaining compliance.
Information Rights Management (IRM)	Allows control over who can access, forward, or print specific documents or emails, encrypting files and restricting actions based on permissions	Secures sensitive documents, even when shared externally, so that only authorised recipients can view or modify them	When you share a confidential contract with a partner, IRM ensures that they can read it but can’t forward it to others without permission.

*These are all included with a Microsoft 365 Business Premium licence at no extra cost.

Staying Healthy with Microsoft Secure Score

Using Microsoft 365 Secure Score is like having a built-in security health checkup. It evaluates how well you’re protecting your digital assets, including data, devices, and applications. The better your security practices, the higher your score. Secure Score can recommend where you can improve, then you can create an action plan to implement recommended actions.

The Secure Score feature is included in Microsoft 365 Business Premium and available once you start using the suite. You don’t need to set up Secure Score, and you can view it in the Defender for Cloud Overview dashboard. The score automatically updates every day.

Some recent updates to Microsoft Secure Score can further enhance your security posture:

Phishing-resistant MFA strength is required for administrators
Windows Azure Service Management API is limited to administrative roles
Internal phishing protection for Microsoft Forms is enabled
SharePoint guest users cannot share items they don’t own

Compliance Capabilities in Microsoft 365

Microsoft 365 supports these compliance standards:

ISO 27001: Outlines best practices for information security management systems and helps improve security controls and risk management
Health Insurance Portability and Accountability Act (HIPAA): Helps protect healthcare data, controlling access, and maintaining audit trails
Australian Prudential Regulation Authority (APRA): Guides banks, credit unions, insurance companies, and other financial services institutions in outsourcing material business activities like cloud computing services
Privacy Act 1988 (Cth): Governs personal information handling by businesses, with Australian Privacy Principles (APPs) outlining how to collect, use, and disclose personal data
Notifiable Data Breaches (NDB) Scheme: Mandates businesses to report eligible data breaches to affected individuals and the Office of the Australian Information Commissioner (OAIC)

To monitor compliance with these standards, your IT expert can log in to your Microsoft 365 admin centre and navigate to the Security and Compliance section. Choose the relevant modules then configure settings and set up policies. If a standard is not available, you can contact an external IT professional with GRC capability to map out its requirements to your security policies and settings.

Key Compliance Tools in Microsoft 365

The features below can help enhance your compliance:

Tool	Description
Compliance Manager	Helps track compliance tasks and assessments Simplifies complex regulatory requirements Provides a quantifiable compliance score to track your efforts
Compliance Score	Quantifies compliance efforts across various controls Measures your adherence to standards Enables continuous improvement by spotting gaps
eDiscovery	Vital for legal and regulatory purposes Allows you to search, hold, and export content for legal cases Ensures compliance during litigation or investigations
Audit Log Search	Aids in monitoring and investigating security incidents Tracks user and admin activities within Microsoft 365 Provides an audit trail for compliance audits

Best Practices for Data Protection and Governance

Here are some key best practices for enhancing data security in your organisation, particularly when using Microsoft 365:

Prioritise data encryption, ensuring sensitive information is obscured from unauthorised access, even within Microsoft 365
Implement MFA to add an extra layer of security, deterring potential breaches
Regularly update access permissions, reflecting changes in roles and responsibilities, to maintain tight control over data access
Conduct frequent security awareness training, fostering a culture of vigilance and proactive protection among your team
Utilise Microsoft 365’s advanced threat protection features to guard against sophisticated cyber threats
Establish clear data governance policies that define the handling, storage, and transmission of data, aligning with industry standards
Engage in continuous monitoring and auditing of data activities to quickly identify and address any irregularities or vulnerabilities
Embrace a strategy of least privilege, limiting user access to the minimum necessary for their role, reducing the risk of internal threats
Back up data regularly, ensuring business continuity and resilience in the face of unexpected data loss incidents.
Stay informed about the latest security trends and updates, adapting your strategies to the evolving digital landscape.

Microsoft 365 Compliance and Cyber Security Solutions in Brisbane, Townsville

Ensuring data security and compliance is a strategic imperative for modern businesses. At ADITS, we understand the complexities and challenges of maintaining those. Our team of experts is dedicated to helping you leverage the full potential of Microsoft 365 to safeguard your sensitive information and ensure regulatory compliance. Whether you are looking to optimise your existing Microsoft 365 setup or planning a new implementation, ADITS offers tailored solutions to meet your specific needs.

Contact us today to learn more about the cyber security services and compliance benefits in Microsoft 365 for your Queensland business:

TRANSFORM WITH MICROSOFT 365

Every Australian relies every day on energy, food, water, transport, communications, health, and banking and finance services. These essentials support our way of life and underpin our economy, security, and sovereignty. Therefore, disruptions to those critical infrastructures can cause significant, if not disastrous, impacts.

Rising Risks to Our Critical Infrastructures

Cyber actors have been targeting critical infrastructures in recent years, like Medibank, Optus, and Latitude. More recently, an unauthorised network access occurred at DP World Australia, compromising employee data. It forced the business to go offline, disrupting their Brisbane, Sydney, Melbourne, and Fremantle operations; goods were stranded in ports for around 10 days.

For the FY 2022-23, the Australian Signals Directorate (ASD) noted 143 reports of cyber incidents against critical infrastructure. These were primarily due to compromised accounts/credentials, compromised assets/network/infrastructure, and denial of service (DoS). Meanwhile, the global trend points to an estimated hundredfold increase in attacks on critical infrastructure by 2027.

Wanted: A Strong Response Strategy

A response strategy is critical to ensure that your organisation is prepared to deal with cyber incidents effectively. It can help minimise the impact of an attack.

Critical infrastructures are also required to have a formal incident response plan in place as per the regulations they need to comply with such as the Security of Critical Infrastructure Act 2018 (SOCI). This law details the legal obligations for owners and operators of critical infrastructure assets, including notification duties and government support in case of incidents. The Act applies to these sectors.

Queensland for instance has outlined a Cyber Security Hazard Plan to mitigate cyber incidents with state-wide or national impacts, that can lead to a response strategy tailored for your organisation:

Prevention: Understanding and minimising the cyber risks that could impact an organisation, the state, or the nation
Preparedness: Reducing the consequences of an incident and ensuring effective response and recovery
Response: Delivery of appropriate measures to respond to a cyber incident
Recovery: Implementing post-incident strategies for recovering systems and restoring services

The strategy emphasies the need for the collective effort of individuals, community groups and organiations, local governments, businesses, the tertiary sector, the Queensland Government, and the Australian Government. This can be done through the Joint Cyber Security Centres (JCSC), a network to exchange information, collaborate, and share resources.

The ASD, via its Cyber Security Partnership Program, also works closely with businesses and individuals to provide advice and information about the most effective ways to protect their systems and data.

Best Practices for Securing Critical Infrastructure

How can you defend your organisation against cyber threats? Here are some best practices for the critical infrastructure sector.

Prevention: Your First Line of Defence
Find a Guiding Framework	A robust cyber security framework can help you plot a roadmap for enhancing your protection. At ADITS we follow the SMB1001. It has a clear, step-by-step path and a tiered approach, from essential hygiene practices to a more comprehensive security strategy.
Educate Your Team	Empower your staff to be your first line of defence. Train them regularly to equip them for identifying suspicious emails, recognising phishing attempts, and reporting potential threats.
Secure Your Systems	Properly set up your digital shield, with firewalls, anti-virus software, data encryption, and strong passwords, which are essential for keeping unwanted visitors out.
Preparedness: Be Ready for Anything
Plan for the Unthinkable	Develop a comprehensive cyber incident response plan (CIRP). Outline the roles, responsibilities, and communication protocols in case of an attack. Conduct regular tabletop exercises to test your CIRP. Ensure everyone knows their part.
Stay Informed	Stay current on the latest and evolving threats and mitigation strategies. Subscribe to alerts from reputable sources like the ACSC. Knowledge is power – use it to stay ahead of the curve.
Collaboration is Key	Build strong relationships with industry peers and government agencies. Sharing information and best practices fosters a collective resilience against cyber threats.
Response: Act Swiftly and Decisively
Early Detection	Invest in security monitoring tools to detect suspicious activity promptly. The faster you identify an intrusion, the quicker you can contain the damage and minimise disruption.
Follow Your CIRP	Be ready. When an attack hits, follow your CIRP. Ensure everyone communicates clearly while carrying out their well-defined roles. A well-coordinated response will help you mitigate the impact and get your systems back online quickly.
Seek Expert Help	Don’t underestimate the value of professional assistance. When faced with a major attack, consider engaging a cyber security services expert to guide your response and recovery efforts.
Recovery: Bounce Back Stronger
Restore Normal Operations	Get your critical systems back online as swiftly as possible. Prioritise essential services and have backup and recovery plans in place to ensure minimal disruption.
Learn from the Experience	Every incident is a learning opportunity. Conduct a thorough post-incident review to identify weaknesses and improve your defences.
Keep Improving	Use lessons learned to continuously ensure your critical infrastructure remains resilient. Consider new technologies and enhance your training and awareness programs.

Elevating Security with AI and Advanced Technologies

Artificial intelligence (AI) is now a cornerstone in fortifying cyber security for critical infrastructure. It can swiftly process vast datasets, identify subtle patterns, and adapt to novel threats, providing unparalleled efficiency and continuous learning.

But AI isn’t the only advanced technology enhancing cyber security. Here are a few more:

Cloud Encryption, which can ensure data security in cloud-based platforms
Extended Detection and Response (XDR), with improved threat detection and incident response capabilities
Blockchain technology’s secure data storage capabilities can be leveraged for data integrity and authentication
Generative AI (GenAI), which can detect and respond to cyber threats in new ways

Your Next Step: Assess Your Risk Factors

With employees being your first line of defence, ensuring continuity and proper emergency response begins with identifying your human risks. ADITS’ free Human Risk Report (HRR) will help you identify domain impersonation threats and released credentials. You will receive a comprehensive report with some actionable tips as well as a free phishing campaign to test your employees’ awareness.

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