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The “health sector is a valuable target for malicious cyber activity because of its highly sensitive personal data holdings, the criticality of its services, and the public trust in health sector organisations.”

This statement is from the Annual Cyber Threat Report 2023-2024, which noted that most cyber incident reports outside of government came from the healthcare and social assistance sector.

With increasing attacks on medical and healthcare service organisations, investing in cyber security services is critical. What are some key benefits healthcare providers can gain from having a professional IT partner for their cyber security needs?

1. Stronger Patient Data Protection

Cyber security services offer strong measures to keep valuable patient data safe against cyber criminals. These include:

• Regular vulnerability assessments, to spot and fix weaknesses in your IT systems, addressing any potential IT security gaps before they are found and exploited by cyber criminals
• Penetration testing, which involves simulating cyber-attacks on your system, aiming to identify and deal with security weaknesses within a safe environment
• Data encryption, which converts sensitive patient data into a coded format that can only be accessed by authorised employees with the correct decryption key
• Stringent access controls, such as password management, biometric scans, multi-factor authentication, and similar policies and technologies designed to keep your healthcare data safe

2. Advanced Compliance and Risk Management

Healthcare providers must comply with various industry regulations mandating strict data protection standards. These include the Privacy Act 1988, My Health Records Act 2012, Healthcare Identifiers Act 2010, and the Notifiable Data Breaches (NDB) Scheme.

At ADITS, we help our clients ensure they are compliant with the Australian Privacy Principles (APPs) through an exclusive Privacy Act assessment. This allows healthcare providers to efficiently review, evaluate, and demonstrate adherence to government regulations. This cyber security services add-on can enhance your compliance efforts.

Cyber security services may also include incident response planning and execution, ensuring that medical services and healthcare providers are prepared to handle any security incidents effectively. This helps maintain compliance while mitigating potential risks associated with data breaches.
(Learn more about How IT Services Can Help with Compliance in Your Medical Practice.)

3. Next-Level Business Continuity & Disaster Recovery

Your healthcare services organisation must be able to continue operations with the least disruption in case of a cyber-attack. Cyber security services offer business continuity planning and disaster recovery solutions for this purpose.

Your comprehensive business continuity plan can include these key points and topics:

• Purpose and Scope
• Types of Hazards
• Risk Management
• Business Restoration
• Contingency Plans
• Communication
• Activation and Relocation
• Occupational Health and Safety

With a strong and tested plan, your practice can reduce post-disaster downtime and ensure that patient care is not compromised. We mention in first episode of ADITS Unplugged that a plan should be tested yearly or after every structural change.

4. Solid Reputation and Genuine Trust

A strong cyber security posture can enhance your reputation. Patients are more likely to trust organisations that take proactive actions to prevent data breaches and communicate effectively in the event of an incident.

There is no getting around it, because trust is the foundation of your relationship with patients. By investing in cyber security, you can build trust with all your stakeholders, because it displays your commitment and capability to protect sensitive information.

Collaborative Efforts to Strengthen Cyber Security in Healthcare

While cyber security can often feel like a daunting task, especially for healthcare providers who handle sensitive patient data, it is reassuring to know that numerous initiatives have been put in place to support organisations, no matter their size. The ever-evolving landscape of cyber threats requires continuous vigilance and updated measures, but the journey to robust cyber security can start with small, manageable steps. By leveraging the resources and support provided by the Australian Government, healthcare providers can build strong defences and foster trust with their patients and stakeholders. Below are some key initiatives designed to assist organisations in enhancing their cyber security posture.

The Australian Cyber Security Centre (ACSC)

The Australian Government has implemented initiatives to assist with cyber security efforts. For example, the Australian Cyber Security Centre (ACSC) has available resources, advice, and support to Australian organisations on the cyber.gov.au website.

Healthcare providers can benefit from the Cyber Security Hotline, a 24/7 service for reporting cyber incidents and seeking advice. The ACSC also releases regular cyber security advisories and alerts, so organisations are kept informed about emerging threats and vulnerabilities.

The Critical Infrastructure Uplift Program

The CI-UP provides funding and support to critical infrastructure organisations, including healthcare providers, to improve their cyber resilience.

The Australian Information Security Evaluation Program

The AISEP evaluates and certifies information security products and services, so that medical services and healthcare providers have access to cyber security solutions businesses can trust, whether they are based in Brisbane or anywhere else in Australia.

Securing the Future of Healthcare

Healthcare service providers in Brisbane, Townsville, or anywhere else in Queensland should invest in cyber security services to protect sensitive patient data, comply with industry regulations, ensure business continuity, and enhance their reputation. At ADITS, we can help you secure government funding.

Finding a Cyber Security Provider with Healthcare Expertise

Consider a cyber security services partner with a proven track record in the healthcare sector. This indicates familiarity with the unique challenges and regulatory requirements.

Look for a provider who offers comprehensive risk assessments, robust data encryption, and effective policies and processes tailored to healthcare needs. They should have the capacity to provide ongoing support and updates, keeping your systems secure against evolving threats.

By choosing a provider with these capabilities, you can safeguard patient data, ensure compliance, and maintain business continuity. Discover how ADITS’ CyberShield solution can help you achieve these goals.

FIND OUT MORE ABOUT CYBERSHIELD

Many organisations and communities were impacted by tropical cyclones last summer with 3,086 in Queensland alone. Such disasters underscore the importance of preparedness to bounce back faster. They are also opportunities to develop and refine disaster recovery strategies, so businesses can better handle future disruptions.

Why You Need a Disaster Recovery Strategy

With a well-crafted disaster recovery plan, Brisbane and Townsville businesses can quickly restore critical operations, minimise downtime, and build customer trust. Preparing ahead also helps to safeguard assets, protect data, and ensure business continuity.

In addition, having a robust plan in place can enhance your business’ reputation, especially in terms of reliability and resilience. This can give you a competitive edge in the market.

The ability to quickly respond to and recover from disasters can be a game-changer. So, how do you build a disaster recovery plan?

1. Conduct a Risk Assessment

Begin by identifying potential threats that could impact your business, such as:

• Natural disasters like cyclones, floods, and bushfires
• Operational risks like supply chain disruptions and cyber security threats

By listing all possible threats, you can start to understand the scope of what you need to prepare for. Then, evaluate how each threat could affect your critical business functions. Think about the worst-case scenarios and the potential downtime. Prioritise risks based on their likelihood and severity, so you can focus on the most significant threats first. This can help you allocate resources better and ensure that your most critical functions are safe.

2. Craft a Business Impact Analysis (BIA)

A Business Impact Analysis (BIA) is key to understanding the effects of disruptions on your operations. Which functions are vital? For example, if you run an e-commerce site, payment processing system is critical.

Determine the Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) for each critical function. This will help you see how quickly you need to restore these functions and how much data loss is acceptable.

Knowing the dependencies between different systems and processes is also important. For instance, your customer service operations might depend on your IT infrastructure.

Another vital step is assessing the financial impact of downtime. Calculate the potential revenue loss, increased costs, and any fines or penalties you might incur. This can reveal the true cost of a disruption and justify the investment in disaster recovery measures.

3. Develop a Disaster Recovery Plan

Based on your risk assessment and BIA, you can now develop a comprehensive disaster recovery plan, including detailed procedures for:

• Incident response and notification
• Data backup and recovery
• System restoration
• Business continuity
• Crisis communication

Assign roles and responsibilities to ensure everyone knows what is expected of them in the event of a crisis.

Regularly testing the plan helps identify any weaknesses. For example, you could conduct a simulation of a cyberattack to reveal gaps in your response procedures. Then, use the test results to make necessary adjustments to the plan.

Additionally, consider the cost and benefits of different disaster recovery solutions. For example, consider investing in cloud-based backup solutions if that would offer better value and flexibility compared to traditional on-site backups.

4. Test and Maintain the Plan

A disaster recovery plan requires ongoing testing and maintenance to ensure its effectiveness. Try various ways to test it, such as simulations, drills, and tabletop exercises. Update the plan as your organisation or technology changes, such as when you adopt new software or move to a new office.

Our podcast Fail Fast, Recover Faster: Lessons from the CrowdStrike Outage goes through the topic of business resilience in detail and provides tips on how often businesses should update their disaster recovery plan. Watch it now!

5. Educate Your Team

Start by developing clear training materials that outline the plan in detail, including step-by-step procedures and contact information for key personnel. Conduct regular training sessions, where you can:

• Use real-life scenarios to make the training engaging and relevant
• Simulate disaster scenarios to identify any weaknesses in the plan
• Leverage technology and tools that can make training more effective
• Encourage feedback and participation, to keep improving the plan and to foster a culture of preparedness
• Recognise employees who actively participate in training, to reinforce its value and encourage engagement
• Provide regular updates and refresher courses, to keep everyone informed and up-to-date

Bounce Back Faster

Developing a robust disaster recovery strategy is crucial for business resilience. Following the above steps can help you ensure your business is prepared to handle any disasters, and can recover quickly.

Remember: We can’t avoid disasters, but we can mitigate their impact. Start today by exploring our IT disaster recovery services:

Good news: (1) Most Australian businesses are increasing their cyber security budget in 2024. (2) Among their funding priorities is ongoing security training. (source: Australian insights on cybersecurity)

Why is cyber awareness critical to your business? Because most risks involve human errors in cyber security. But when your employees know exactly how to identify and deal with threats, they can prevent attacks to your business. Is that happening in your business?

Is your training investment paying off? You need to look at metrics or key performance indicators (KPIs) to measure training effectiveness, identify gaps, and make improvements.

Align Your Training Goals with Your Overall Security Goals

To ensure a cohesive and effective defence strategy, organisations must integrate training goals with overarching security objectives. For instance, CyberShield offers comprehensive cyber security training that aligns with broader security frameworks’ best practices. This enhances individual awareness and skills, strengthens an organisation’s overall security posture, and makes it more cyber resilient.

Understand the KPIs for Cyber Security Training

Is your cyber training budget working for you? The best way to find out is by using relevant metrics.

One key KPI is the phishing click-through rate, which is simply the percentage of employees who fall for simulated phishing attacks. You want a lower rate, which means better awareness and caution among staff.

Another important KPI is the increased knowledge of security best practices. This is often measured through test results on training platforms. Aim for higher scores, which reflect a deeper understanding of essential security protocols and procedures.

Additionally, incident response times show how quickly your team can react to security breaches. Faster response times can significantly mitigate the impact of cyber incidents.

Lastly, the reduced number of security incidents is a direct indicator of the overall effectiveness of your cyber security training. Fewer incidents suggest that employees are applying their training effectively to prevent breaches.

Be Creative and Use Different Training Techniques

To keep employees engaged and ensure the training material is effectively absorbed, you can utilise different training techniques. Incorporate videos, quizzes, and interactive sessions to make the learning process more dynamic and enjoyable.

Videos provide visual and auditory learning experiences, making complex concepts easier to grasp. Quizzes can reinforce knowledge, provide immediate feedback, and improve information retention.

Using a variety of training methods helps you cater to different learning styles and keeps the training sessions from becoming monotonous. Engaging employees through diverse techniques can also bring out a more proactive attitude towards cyber security.

You can also gamify your training, use music or songs, and offer training incentives. You can find more ideas in our article Cyber Security Training: Making It Fun & Effective for Your Team.

Use Phishing Simulations to Assess Training Needs

These simulations involve sending fake phishing emails to employees to see how they respond. By tracking the click-through rate on these simulated emails, you can gauge how many employees are susceptible to phishing attacks. This can help you identify which staff or departments need additional training and support.

Phishing simulations also measure how quickly employees report suspicious emails. This can give you insights into your overall readiness to handle real phishing threats. Regularly conducting these simulations can improve employees’ ability to recognise and respond to phishing attempts, ultimately reducing cyber-attacks’ chances of success.

Some simulation platforms feature automated phishing simulations, a template library for various phishing scenarios, and custom spear-phishing campaign options, all designed to enhance phishing resilience and monitor human risk effectively.

Conduct Post-Training Assessments to Elevate Effectiveness

This is vital for determining how well employees have understood and retained the information from training sessions. By evaluating test results and practical exercises, you can identify areas where employees excel and where additional training may be needed.

This feedback loop ensures training effectiveness and continuous improvement. Regular post-training assessments also reinforce the importance of cyber security, keeping it top of mind for employees.

Monitor User Activity via Training Tools

There are training tools that can track login frequency, time spent on training modules, and quiz performance. You can analyse such data to assess how engaged your employees are with the training material. You could also identify patterns that may indicate areas of weakness or strength.

Some training tools also offer personalised programs for individual needs, which can help you tailor the training content to suit individual employees. This can include additional resources for those who need more support or advanced modules for those who excel.

Keep Evolving to Keep Improving Your Training

Regular reviews of your training program and content updates can help you address emerging threats and evolving best practices. This way your employees are always equipped with the latest cyber security knowledge and skills. They also promote a culture of continuous learning and vigilance.

Get the Best Returns from Your Cyber Security Training Budget

KPIs are not just numbers, but indicators of whether your cyber security training is working well. Based on the results of your training program, you can adjust your strategy to make them more effective.

Like cyber security services in Brisbane, Townsville, or elsewhere in Australia, training should lead to stronger protection for your business. Measure your current human risk factor with our FREE human risk assessment, and receive a comprehensive report with some actionable tips!

Data can reveal hidden insights you might otherwise miss. These can point you to the next big trend in your industry or show a surge in enquiries about a specific product.
But it’s not magic. You need to take complete control of your data to optimise its use. This article can show you just how to do that through Data Governance.

The Value of Data: Your Untapped Resource

Data is no longer just numbers on a spreadsheet. It has become the new gold – a highly valuable asset that can propel your organisation to success. For example:

• Researchers can speed up the development of life-saving treatments, using patterns from patient data.
• A Nonprofit can increase its resources by tailoring fundraising campaigns, based on an analysis of donor data.
• A school can improve student outcomes by personalising learning experiences, after gaining insights from student data.

Data can be a very powerful resource IF managed properly. On the other hand, poor data management can cause data breaches, penalties, and loss of customer trust. However, you can mitigate these risks via a strong Data Governance strategy.

What is Data Governance?

Data Governance is the practice of ensuring that data is collected, stored, used, and protected in a way that is consistent with an organisation’s policies and objectives. An effective Data Governance framework covers the following:

Data Ownership: Who is responsible for data?

This establishes clear roles and responsibilities for managing different types of data. For example, in a medical practice, the head clinician might be responsible for patient data, while the IT department oversees system security.

Data Quality: How can you ensure accuracy and reliability?

Data Quality ensures your data is accurate, complete, and up-to-date. This data governance policy often involves data validation processes and regular audits.

Data Security: How can you keep your data safe?

This involves implementing strong security measures to protect sensitive information from unauthorised access or data breaches. This could include password protocols, encryption, and staff training.

Data Privacy: How do you protect the rights of your customers?

You must ensure you’re collecting, storing, and using data ethically. This includes obtaining user consent for data collection and providing clear information about how their data is used.

Benefits of Data Governance to Your Organisation

Data Governance can help your business succeed through these advantages:

Improved Decision-Making

Data Governance can ensure you have accurate, high-quality data at your fingertips, helping you make informed decisions that drive winning outcomes.

Enhanced Compliance

While data privacy regulations can be a challenge, Data Governance provides a clear roadmap to help you stay on top of compliance requirements with confidence.

Reduced Risk

Data breaches can be devastating, leading to financial losses, reputational harm, and legal trouble. Data Governance can minimise these risks through robust security measures.

Customer Satisfaction

Understanding your customers’ or donors’ needs and preferences can build strong relationships. Data Governance helps you put the structure in place to be able to leverage data to personalise your interactions and target communications more effectively.

New Opportunities

Valuable insights can be buried within your data, awaiting discovery. Effective Data Governance empowers you to analyse trends, identify areas for improvement, and develop innovative strategies.

Ethical Data Management

Data can also become a liability. To prevent this, you must give emphasis to key Data Governance areas such as data collection, retention, and disposal, especially for Personally Identifiable Information (PII) or sensitive data.

PII is any information or opinion about a person that can identify them, whether it’s true or not, and whether it’s written down or not. Sensitive data is a type of personal information that includes details such as race, beliefs, health, or biometric data (like fingerprints).

Data Collection

Your organisation must collect only necessary data and do so ethically and legally. Clearly define your purpose for collecting such data. Gather only what is essential for your specific purpose and avoid collecting irrelevant information.

Ask questions like:

• Does it contribute to your specific goal?
• Is it necessary for your operations?
• Is it critical for decision-making?
• Will it improve your processes or outcomes?

You must also get informed consent from individuals. Although the terminology in the Privacy Act isn’t defined, be transparent about what data is being collected, why it is needed, and how it will be used. Provide clear and accessible privacy notices, and ensure that individuals can opt-in or opt-out.

It is important to note that the Privacy Act specifies the need for “express” consent when collecting Personal Information or Sensitive Information. This means that individuals must clearly and explicitly agree to the collection and use of their data. Ambiguous or implied consent is not sufficient under the Privacy Act. Therefore, ensure that your consent mechanisms are robust and leave no room for misunderstanding.

Data Retention and Disposal

Establish retention policies based on legal requirements, business needs, and risk assessment. Set retention schedules and regularly review them, so they reflect changes in laws, needs, and data usage patterns. Set up alerts for relevant personnel to act promptly when data is due for review or deletion. When possible, you could automate data retention and deletion processes.

You must dispose data that is no longer needed as it is essential for security, storage and compliance reasons. Follow industry-standard methods for data destruction, such as secure shredding for physical documents and data wiping for electronic records.

The Increasing Complexity of Data Privacy Regulations

Data privacy regulations have become increasingly stringent and complex in recent years, reflecting growing concerns about the misuse of personal information. Standards such as the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA) have shaped the global landscape.

In Australia, we have the Privacy Act 1988 which outlines the principles for collecting, handling, and storing personal information, with recent amendments focusing on transparency and accountability.

ADITS offer the only assessment tool for the Privacy Act in Australia so you can assess your compliance with a yearly assessment.

Find out more about CyberShield+

Successfully Implementing a Data Governance Framework

Taking control of your data through Data Governance is achievable even for smaller organisations. Here’s how to get started:

Start Small, Scale Up

Begin by focusing on high-risk areas first, like sensitive personal data or financial records. Once you have a solid foundation in these areas, you can gradually expand your framework to encompass all your data assets.

Engage Stakeholders

Data Governance isn’t a solo act. Involve key stakeholders across your organisation from the outset, including your leadership team, department heads, and even data users. Encourage open communication and collaboration to gain valuable insights and build buy-in for your data governance initiatives.

Practical Steps for Building Your Framework

Data Governance doesn’t have to be complex or expensive. Here’s a simple guide:

1. Appoint a Data Governance Champion: This dedicated individual will spearhead the implementation process and drive a data governance culture within your organisation.
2. Conduct a Data Inventory: Take stock of the data you collect, store, and use. Understanding your data landscape is crucial for establishing effective governance.
3. Develop Data Policies & Procedures: These documents will outline data ownership, security protocols, and access controls – the “rules of the road” for your data ecosystem.
4. Invest in Data Training & Awareness: Equip your team with the knowledge and skills they need to handle data responsibly. Training can range from basic data security practices to user awareness campaigns.
5. Continually Monitor & Improve: Data Governance is an ongoing process. Regularly review your policies and procedures, addressing any gaps or adapting to new regulations or technologies.

Data Governance in the Age of AI

The importance of data governance is further amplified in the context of AI.

Firstly, AI systems rely heavily on large amounts of high-quality data to learn and make accurate predictions. Poor data quality or inconsistencies can lead to biased or inaccurate results. Data governance ensures that the data used to train AI models is reliable, relevant, and consistent, mitigating the risk of biased or unfair outcomes.

Additionally, AI often involves the processing of sensitive personal data, making data security and privacy a paramount concern. Data governance helps to protect this data from unauthorised access, use, or disclosure, ensuring compliance with privacy regulations. By implementing effective data governance practices, you can harness the power of AI while minimising its risks and ensuring ethical and responsible use.

You can ensure your organisation in Brisbane, Townsville, or beyond gets the most from AI whilst ensuring data privacy by reading our comprehensive eBook, Step into AI: Your Playbook for Secure and Compliant Integration. We’ve also included a bonus AI Kickstarter Guide so you can begin your journey safely and securely.

DOWNLOAD THE EBOOK NOW

Australians have been losing $40 million monthly through social engineering scams. The Not-For-Profit (NFP) sector is not spared. While the Australian Charities and Not-for-profits Commission (ACNC) had warned of scams impersonating charities, the Australian Signals Directorate (ASD) confirmed NFPs are “prime targets for cybercriminals.”

Understanding and mitigating threats such as social engineering attacks is crucial for protecting your organisation’s mission and reputation.

What is Social Engineering?

Social engineering is any tactic that manipulates people into divulging confidential information or performing actions that compromise security. Common social engineering methods include:

• Phishing: Fake emails or messages that appear to come from reputable sources, prompting recipients to click on malicious links or provide sensitive information.
• Spear Phishing: Targeted phishing aimed at specific individuals or organisations, often using personal information to appear more convincing.
• Pretexting: Creating a fabricated scenario to obtain information from a target, often by impersonating someone trustworthy.
• Baiting: Offering something enticing to lure victims into a trap, such as a free download that would actually install malware.

Many of these are done via email, SMS, social media, and messaging apps. A few involve in-person activities, such as tailgating, or gaining unauthorised physical access by following someone with legitimate access.

How Social Engineering Affects Nonprofits

Social engineering attacks can have very serious impacts on an organisation, including:

• Disruption of Operations: Interruptions to NFP operations and services
• Financial Loss: Direct theft of funds or costs associated with remediation
• Reputation Damage: Loss of trust from donors, partners, and the public
• Legal and Regulatory Issues: Potential fines and legal action due to data breaches

The mental health of employees can also be affected by social engineering incidents. They can cause psychological distress to victims, including guilt, anxiety, fear, loss of trust, and a sense of helplessness. In turn, workplace productivity can decrease.

Additionally, understanding how to protect personal and sensitive information is key to maintaining trust and credibility with your stakeholders. For more insights on this, refer to our article.

Real-Life Cyber Incidents and Social Engineering Attacks on NFPs

The Cancer Council Australia was one of the Nonprofits affected by the data breach at fundraising services provider, Pareto Phone. It exposed names, dates of birth, addresses, email addresses, and phone numbers of donors and stakeholders. In a separate incident, Cancer Council Tasmania advised donors and prospects about hoax emails and website scams asking for donations.

The Australian Cyber Security Centre (ACSC) had also cited social engineering cases involving nonprofits. One involved a charity supporting families in need. Cybercriminals gained access to a staff email that did not use multi-factor authentication. They sent a fake invoice to the finance department and tricked them into sending over $30,000.

In another case, a corporate donor was defrauded via email spoofing. The attackers impersonated a Nonprofit supporting healthcare professionals, using a spoofed email domain ending in “.org” instead of “.org.au”. The corporate donor was convinced to redirect $20,000 to a fraudulent account.

Top Strategies for Preventing Social Engineering

To protect your NFP, consider implementing the following strategies:

1. Employee Education and Awareness

Ongoing training is essential to help employees recognise and respond to social engineering threats. Training should cover:

• Recognising phishing emails
• Creating and maintaining strong passwords
• Understanding the importance of verifying requests for sensitive information

Also, provide employees with ongoing support, regular updates, and other resources to help them stay informed and vigilant.

2. Security Policies and Procedures

Draft clear guidelines to guide staff about their role in maintaining security and what to do when threats arise. Key policies should include:

• Procedures for verifying the identity of individuals requesting sensitive information
• Guidelines for handling suspicious emails and messages

To remain effective, you must regularly review and update these policies.

3. Technical Controls

Implementing measures such as below can significantly reduce the risk of social engineering attacks:

• Email Filtering and Spam Protection: To block malicious emails before they reach employees
• Multi-Factor Authentication (MFA): Adds an extra layer of security by requiring multiple forms of verification
• Intrusion Detection Systems (IDS): Monitors network traffic for suspicious activity

4. Incident Response Planning

Having a plan in place for responding to social engineering attacks is crucial. This plan should include:

• Steps for containing and mitigating the attack
• Designating a response team for handling security incidents.
• Procedures for notifying affected parties
• Regular testing and updating of the plan to ensure its effectiveness
• Post-incident activities to identify weaknesses and improve future responses

5. Regular Security Audits

Conduct regular audits to identify vulnerabilities and ensure compliance with security policies. Regularly review internal processes and systems for potential security gaps. You may also engage third-party experts to do comprehensive security assessments.

6. Secure Communication Channels

Ensure that sensitive information is communicated only through secure channels, such as encrypted emails and secure messaging apps.

7. Third-Party Security

Ensure that your stakeholders also adhere to strong security practices. Perform partner assessments regularly to evaluate their security practices. Include security requirements in contracts with third parties.

All these strategies can help you build a strong defence against social engineering attacks.

Protect Your Nonprofit Today

With the right strategies, you can protect your organisation against social engineering threats and therefore safeguard your mission. To help NFPs across Queensland, including those in Brisbane, Townsville, and surrounding areas, ADITS has designed a unique approach called CyberShield combining managed IT and essential cyber security services and IT governance. Find out how we can help you today.

Secure Your Mission with CyberShield

Remembering unique and complex passwords for countless online accounts can feel like an impossible task. Many users try to avoid that by simply using the same password for everything. However, this is a security risk that can lead to a data breach or a cyberattack.

To avert those, password managers are proven as an effective solution. But with different options on the market, what should you consider when choosing a password manager?

1. Make Unmatched Security Your First Priority

Security must always be paramount. Your password safety solution should be a digital fortress, where all your organisation’s credentials are well protected. These specific features can help you sleep soundly at night:

• Encryption: Industry-standard encryption is a must. For instance, the AES-256-bit encryption is military-grade technology that scrambles your data into an unreadable format. That makes it virtually impossible for unauthorised persons to access, even if they breach the system.
• Zero-knowledge architecture: This ensures that only you have access to your passwords. Not even the password manager or your IT manager can see or access your master password or the data stored within your vault.
• Multi-factor authentication (MFA): MFA adds an extra layer of security by requiring a second verification step beyond just your password, such as a code sent to your phone.

2. Simplicity can Give the Best User-Friendly Experience

Complexity often becomes a barrier for most users, so choose a password manager with a user-friendly interface. This will allow everyone in your organisation to easily create, store, and manage their passwords. Look for features like:

• Intuitive interface: A clean, well-designed interface can provide clear navigation and better functionality.
• Cross-platform compatibility: Ensure the password manager works flawlessly across all your team’s devices, from desktops and laptops to mobile phones and tablets.
• Autofill functionality: Automatic login form filling saves time and is more accurate, reducing typographical errors.

3. Powerful Features can Enhance Password Management

Beyond basic password storage, consider additional features that streamline your organisation’s password management. These may include:

• Secure password sharing: Allow authorised staff to securely share access to specific accounts without compromising the master password.
• Password strength reporting: This helps to identify weak passwords within your organisation and encourages strong password creation.
• Data breach monitoring: You can be alerted if any of your organisation’s login details appear on the dark web, which is a red flag for a data breach.

4. Cost-Effectiveness: Balance Security with Your Budget

Password managers offer a range of pricing options. While free versions exist, they often come with limitations in features and user capacity. When choosing a subscription plan, consider these:

• Number of users: Choose a plan that accommodates your current and projected team size.
• Features required: Align your budget with the features you need for optimal password management.
• Scalability: If your organisation is growing, ensure the password manager offers flexible plans to adjust as your needs evolve.

5. Look for Industry Recognition and Customer Trust

Reputation matters. Opt for a password manager with a proven track record of password safety and reliability. Research awards and endorsements from reputable organisations.

Also read customer reviews and testimonials to gain insights into real-world experiences. This can help you decide on a password management app that aligns with your organisation’s needs.

6. Aim for Ease of Deployment and Ongoing Support

Implementing a new system can pose challenges. Choose a password manager with straightforward deployment procedures and readily available support resources. Ask about:

• Clear documentation and training materials: User guides and training resources ensure a smooth transition for your team.
• Dedicated customer support: Access to timely assistance when needed can be invaluable.

7. Test Drive with a Free Trial Before You Commit

Take advantage of free trials to see how the software integrates with your existing workflows and user experience. A hands-on experience can help you determine if the password manager can hack your requirements.

By considering the above tips, you will find the perfect password manager for your business. At ADITS we partner with Keeper, a trusted password management app that ticks all the boxes.

A Better Password Management Experience

Investing in a reliable password manager can greatly reduce the risk of data breaches by protecting your organisation’s sensitive information. It can also bring:

• Increased efficiency, because automating password management saves time and improves productivity
• Improved user experience, as employees appreciate the convenience of a smooth and speedy login process
• Compliance with industry regulations that require sound password management practices, which a password manager can provide
• Cost reduction, by saving on IT costs from reduced password-related support calls and less potential security incidents

Of course, a password manager is not a magic bullet – but it can mean one less thing to worry about for your digital security. A comprehensive cyber security strategy will also include Managed IT, security controls and IT governance.

Explore CyberShield Discover CyberShield +

How many accounts do you have require using a password?

Think of your email (sometimes multiple addresses), social media (too many channels), productivity platform at work, banking and finance, shopping, streaming, entertainment, gaming, education – the list goes on.

Estimates say that the average person could have dozens to hundreds of accounts. No wonder many people simply use the same password for all of them. That’s a risky practice leaving them vulnerable to cyberattacks, data breaches, and identity theft. However, it’s so much easier than having to remember one password for each of your accounts, right?

There is a safer way: Password managers.

What is a Password Manager?

A password manager is like a personal digital vault. It’s an application that stores your usernames, passwords and sometimes two-factor codes for every account in an encrypted format. It requires a user to remember just one master password to access their vault – you no longer need to recall countless login details for various websites and apps.

Why Use a Password Manager?

Password managers are very convenient and save users a lot of time. As they streamline the login process, the stress and frustration that comes from trying to remember login credentials are removed.

You can also enjoy these benefits from using a password manager:

• Stronger Passwords: Password manager apps help to generate strong, unique passwords for every account. This reduces the risk of brute-force attacks – a trial-and-error method of trying all possible passwords until the correct one is found.
• Improved Security: Because password managers do not reuse passwords, you become less vulnerable to data breaches and identity theft. Also, secure password management solutions are aligned with the principles of cyber security services and frameworks.
• Secure Password Sharing: Some password managers allow users to securely share login credentials with their team, which is safer than sharing plain text passwords.
• Cross-Platform Compatibility: Most password managers work across different devices, ensuring your login information is always accessible.

How Does a Password Manager Work?

Here’s a simplified breakdown:

1. Installation: You download and install a password manager app on your computer or mobile device.
2. Creating an Account: You create an account with the password manager, using a strong and unique master password.
3. Adding Login Credentials: For each website or application you use, simply add the login details (username and password) to your password manager. For new credentials, the password generator feature available in many password managers comes in handy.
4. Automatic Login: When you visit a website or app, the password manager can automatically fill in your login credentials, saving you time and effort.
5. Secure Storage: Your credentials are stored in an encrypted format within the password manager’s vault. This makes it extremely difficult for unauthorised individuals to access your data, even if they were to gain access to your device.

Are Password Managers Really Safe to Use?

You may have heard of the LastPass security breaches and wonder ‘Are password managers really secure’? While risk zero doesn’t exist, it is important to note that there was no flaw in the password manager itself. The attackers instead exploited a vulnerability in third-party software and bypassed existing controls.

This should remind us of the importance of strong security measures. Making sure you enforce strict protocols with your vendors and suppliers is as important as password management.

Our CyberShield and CyberShield+ packages have been designed with this approach in mind. Not only they include an enterprise-grade solution that allows seamless integration and management of passwords across the organisation, but they’re also built around managed IT, security controls and governance.

However, it is fair to question that if a breach happened to LastPass, it could happen to any password manager app, so let’s address that by debunking some common misconceptions:

Myth 1: Password managers are not secure.

Reputable password managers are designed to be secure. Advanced encryption technologies make it virtually impossible for hackers to access your data. Many password managers also utilise multi-factor authentication (MFA) for extra security.

Myth 2: If I lose my master password, I lose everything.

Forgetting your master password is inconvenient, but most password managers offer recovery options. It’s essential to follow the provider’s guidelines for setting up recovery methods to avoid losing access to your passwords.

Myth 3: Storing all passwords in one place is risky.

Keys are often placed together in a keyring or a key safe so they’re not scattered around loosely. In a similar way, storing all your passwords in a secure online password manager is safer than managing them manually. Just make sure your password manager enforces strong password generation and prevents password reuse, so that the risk of a data breach impacting multiple accounts is significantly reduced.

Of course, as previously mentioned, there is no risk-free password manager app. The trick is to find the most secure one that adheres to strict security measures and is perfect for your needs. Here are 7 Tips to Choose the Best Password Manager.

Myth 4: Password managers are too complicated to use.

Modern password managers are user-friendly. Many of them offer intuitive interfaces and features that simplify the password management process. For example, Keeper offers a seamless user experience with its autofill browser extension, allowing you to quickly and securely log in to your favourite websites with a single click.

Myth 5: I can remember all my passwords – so I don’t need a password manager.

We can barely remember to bring milk home on our way back from work, so how are we supposed to remember complex, unique passwords for dozens of online accounts? Relying on memory increases the likelihood of using weak or reused passwords, which can be a recipe for disaster.

Take Control of Your Digital Security

The importance of password safety is easy to underestimate or overlook. But data breaches are wake-up calls that highlight the need for a reliable password management solution.

With a secure password manager, you can enhance your online security posture and reduce the risk of cyberattacks.

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In May 2024, Australian eScript provider MediSecure confirmed that they had fallen victim to a sophisticated ransomware attack in 2023. The extent is alarming, as it involved:

• 6.5 terabytes of data
• Personal data belonging to 12.9 million Australians
• Full names, contact information, dates of birth, addresses, Medicare numbers, and prescription records

Prime Minister Anthony Albanese called it a “very significant cyber event.” This highlights the vulnerability of sensitive health information. The attack also underscores the urgent need to enhance cyber security in healthcare, including establishing a robust data backup strategy.

The Importance of Cloud Backups

Cloud backup solutions are a vital part of a comprehensive cyber security strategy, helping organisations like MediSecure mitigate the risks and impacts of cyber attacks.

Not only that but reliable access to quality data can also significantly improve healthcare delivery. The Australian Digital Health Agency stresses the importance of secure and reliable access to patient data with 80% of health consumers expecting innovative digital technologies to improve their healthcare experience.

Yet, some practices still rely on local servers or physical backups, which are more vulnerable to data loss from unforeseen events. Microsoft users might also think that Microsoft 365 built-in backup features are protecting them all the way which is far from the reality as we outline it in our article, Why Microsoft 365’s Built-in Backup Isn’t Enough.

Cloud backups have become the norm for good reasons. Let’s dive into some of those.

Reason 1: Improved Patient Care

“Good collection and use of health data leads to better health care,” affirms the Department of Health and Aged Care. The quality of patient care is strongly impacted when, for example, a doctor cannot access a patient’s complete medical history due to a local server issue.

While healthcare providers still need on-premise servers for their on-premise workload such as their critical line of business apps,an effective backup strategy combines cloud and on-premise backups solutions.

Safeguarding data in the cloud eliminates this risk of wasting precious time in diagnosing and treating patients. By ensuring secure, 24/7 access to patient records from any location with an internet connection, healthcare professionals can provide seamless care, regardless of location or unforeseen events. This improved accessibility translates to faster diagnoses, more efficient treatment plans, and ultimately, better patient outcomes.

Reason 2: Faster Recovery & Less Downtime

Even the most robust IT system cannot stop power outages, natural disasters, cyberattacks, or unexpected events like the CrowdStrike incident from happening. Imagine if a cyclone knocks out power and damages your practice’s servers. How can you access patient records and resume operations?

Downtime in healthcare can have a serious impact on patient well-being and drain your finances. Any healthcare organisation should aim to minimise disruption, especially because downtime can cost thousands per minute. The longer your downtime, the higher the cost.

Cloud backups are an investment in delivering uninterrupted care to your patients. Because your data is stored off-site, you can be back up and running quickly.

In its guide for healthcare providers, the Australian Government itself reminds that “having a recent backup of your data will help you to recover more quickly” in case of an unexpected event, and advocates for offsite backup solutions as well.

Reason 3: Enhanced Compliance with Privacy Act & My Health Records

The World Economic Forum (WEF) urges: “stringent rules and regulations must be put in place to secure sensitive patient data.” Strict adherence with those regulations must therefore be the goal for the healthcare sector.

Cloud backups can be a powerful ally in this fight for compliance with regulations like the Privacy Act (1988) and My Health Record system. Here’s how:

• Data Security: Australian Privacy Principle (APP) 11 in the Privacy Act mandates healthcare organisations to take reasonable steps to protect patient data from unauthorised access, loss, or disclosure. Cloud backups achieve this by employing encryption technologies, rendering patient information unreadable in the event of a breach.
• Access Controls: APP 1.3 of the Act also requires organisations to implement controls over access to personal information. Cloud backups offer granular access controls, ensuring only authorised personnel can view or modify patient data.
• My Health Record: The My Health Record system facilitates secure sharing of patient information between healthcare providers. Cloud backups, with their inherent data security features, seamlessly integrate with My Health Record. This ensures that patients’ sensitive information remains protected throughout the sharing process.

By aligning with these critical provisions, cloud backups empower healthcare professionals to deliver quality care with confidence, knowing their patients’ data is safe and secure. To learn more about compliance, read our article about How IT Services Can Help with Compliance in Your Medical Practice.

Reason 4: Seamless Scalability & Optimal Cost Efficiency

Cloud backups are a smarter solution that will not break the bank for healthcare practices. Traditional on-site servers can become a bottleneck as your practice grows. Upgrading often requires expensive new hardware, which can lead to compatibility issues and downtime.

But cloud storage is inherently scalable. As your data needs increase, your cloud storage can be adjusted. Upfront investments in expensive servers or constant hardware upgrades are not required.

Cloud backups are a cost-effective alternative to in-house servers. Overall, McKinsey & Company found that cloud adoption can cut IT expenses from 30% to 40%.

The Best Time for Cloud Backup Solutions

As healthcare providers, it is crucial to recognise your obligations in safeguarding patient data. Implementing a robust data backup strategy is not just a best practice but a necessity to ensure the continuity of care and compliance with regulations. The recent ransomware attack on MediSecure serves as a stark reminder of the vulnerabilities your industry faces. By adopting cloud backup solutions, you can protect sensitive information, enhance patient care, and ensure rapid recovery from unforeseen events.

At ADITS, we are committed to helping organisations in Brisbane, Townsville, and across Queensland develop comprehensive backup strategies tailored to their unique environments. Secure your data, protect your patients, and ensure your practice’s resilience. Contact us today to learn more about our backup services and how we can support your journey toward enhanced data security.

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The importance of data backup cannot be overstated. Ask yourself what would become of your business if you were to lose critical information?

Not only do accidental deletions, hardware failures, or cyberattacks result in business disruption, but they can also damage your reputation, and lead to unexpected financial costs. In Australia alone, the average cost of a data breach has increased by 32% in the last five years.

If you’re enjoying the benefits of Microsoft 365, you might think your business is safe thanks to the built-in backup feature. Unfortunately, even the tech giant acknowledges that it cannot guarantee the security of data stored in its cloud services.

Moreover, there are known vulnerabilities and emerging threats specifically targeting Microsoft SharePoint, a widely used component of Microsoft 365. Recent reports have highlighted security flaws in SharePoint that are being actively exploited by malicious actors, posing significant risks to organisations relying on this platform.

These limitations underscore the need for robust, multi-layered backup solutions that go beyond the built-in options provided by Microsoft 365.

Microsoft 365’s Built-In Backup Features Work

Microsoft 365’s backup features can work with small, individual files. They’re better suited for short-term recovery needs, such as accidental deletions or edits of a project or document. This means that while Microsoft ensures that it won’t lose your data, it does not make any guarantees about restoring data if you do. Let’s dive into some of these backup features.

File History

This enables you to back up specific folders on your local device and allows you to restore previous versions of files in case of accidental deletion or modifications.

However, File History only protects what’s in designated folders on your local device. It doesn’t cover your entire Microsoft 365 environment, which might include emails, shared documents, or data from other applications.

It also has limited functionality. It does not create system image backups for a full system restore, which is crucial for recovering from major system crashes.

Moreover, backups are stored on your local device, which can fill up quickly and become vulnerable if your device suffers a hardware failure. If your local drive fails, you lose both your original data and the backup.

OneDrive Versioning

This feature keeps track of previous versions of files stored in your OneDrive account. It’s useful for reverting to an earlier document draft. However, version history only goes back a certain period, as defined by Microsoft. If you need to recover a file from months ago, this feature won’t be able to help.

There are also security concerns. Microsoft emphasises data protection within their cloud storage, but a successful breach or sophisticated ransomware attack could still compromise your OneDrive backups. Keep in mind that cloud security is a shared responsibility, according to Microsoft – you will always be responsible for your data, endpoints, account, and access management.

Retention Policies

Retention policies can automatically archive or delete older data based on set rules, but they are not true backup solutions. They don’t create a separate copy of your data, and deleted items might be permanently unrecoverable after a specific timeframe. Accidental deletions or data breaches could still result in permanent data loss.

Litigation Hold

This helps preserve emails, even deleted ones, for a set period. It temporarily safeguards specific user mailboxes or data sets during legal proceedings.

Recycle Bins

Recycle bins are not really meant for backups but can be a safety net for recently deleted emails, documents, and other files. You can recover items accidentally trashed, but only within a specific timeframe (typically 30 to 90 days).

Explore Beyond Microsoft 365 Backup Features

An independent, third-party, backup solution is the best way to protection organisations against the most common data loss pitfalls and Microsoft’s limited native recovery capabilities.

Here are our thoughts on why we think a combined effort is the way to go.

• Flexible retention: Third-party backup solutions often provide significantly longer retention periods compared to Microsoft 365’s built-in options. This means you can keep your data for years, ensuring that you have access to historical information whenever needed. This is particularly important for businesses that need to comply with long-term data retention policies.
• Granular recovery: One of the standout features of third-party backup solutions is the ability to perform granular recovery. This means you can restore specific items, such as individual emails, files, or even specific versions of documents, without having to recover entire mailboxes or sites. This level of precision can save time and reduce disruption during the recovery process.
• Automatic and Continuous: Backups run automatically and continuously. You don’t need to remember to manually back up your data because automatic backups are scheduled at regular intervals to ensure continuous protection. Some solutions can capture changes to your data as they happen, so you’re always covered, even for accidental deletions or edits made just moments before.
• Enhanced Security: Cloud backup providers offer advanced security features.
  • Encryption: Data is encrypted both in transit (between your devices and the cloud) and at rest (within the cloud) using industry-standard encryption protocols.
  • Access Controls: You can define who can access your backups and what level of access they have, ensuring only authorised users can view or restore data.
  • Additional Features: Cloud backup solutions may offer features like multi-factor authentication (MFA) and anomaly detection for further security enhancements.
• Attuned with 3-2-1: A cloud-based backup aligns with the 3-2-1 backup rule. This helps optimise data security, with 3 copies of your data on 2 different media types, with at least 1 offsite or cloud copy.

Embrace a Proactive Approach to Your Backup Strategy

Data security is a cornerstone of business resilience. It is important to understand the criticality of your data to find the backup solution adapted to your needs.

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