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Password Hygiene Best Practices

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According to a report by Verizon, 80% of data breaches are caused by weak or stolen passwords. In addition, the report found that 60% of users reuse the same password across multiple accounts, making it easier for hackers to access multiple accounts with a single stolen password.

Maintaining good password hygiene is essential to protect against these threats and keep your accounts secure.

Weak or compromised passwords can be easily cracked, allowing cybercriminals to gain access to our data and steal our information. Here are a few password hygiene best practices to consider,

Use Strong Passwords

Using strong passwords is one of the most crucial steps in maintaining good password hygiene. A strong password is one that is long and complex, using a combination of letters, numbers, and symbols. Avoid using easily guessable passwords, such as “password” or “123456,” and avoid using personal information, such as birth dates or names.

Update passwords or revoke access when employees leave the organization

Changing passwords regularly is another essential step in maintaining good password hygiene. It is recommended to change passwords every 90 days or sooner, depending on the level of security required. Passwords need to be updated regularly and access to data has to be revoked when employees are no longer authorized to access it. However, this important step is often overlooked. This is especially an issue in SMBs where the staff is pretty busy and turnover is high. They are too busy to remember to change the passwords once a staff member quits, leaving their data vulnerable. So, next time the new intern finishes their stint with you, make sure you change the password and revoke their access.

Enable Two-Factor Authentication

Two-factor authentication adds an extra layer of security to your accounts. It requires you to provide a second form of identification, such as a code sent to your phone, in addition to your password. Two-factor authentication makes it harder for hackers to gain access to your accounts, even if they have your password.

Don’t Reuse Passwords

Sometimes people find it difficult to remember multiple passwords for various files and applications, so they use a single good, strong password everywhere. Using the same password for multiple accounts is a common mistake that can compromise the security of all your accounts. If one account is compromised, all accounts using the same password are also at risk. Using a unique password for each account decreases the amount of damage that can be inflicted in the event that one password is compromised.

Avoid Writing Down Passwords

Writing down passwords is a risky practice. It is easy to misplace or lose the paper where you wrote down your passwords. Avoid writing down passwords, and if you must write them down, keep them in a secure place, such as a locked cabinet. This applies primarily to an office environment, where desks, files and notepads are in open view and available to all.

Don’t share your passwords

Never share your password. If you need to give data access to multiple people, make sure each one of them has their own access credentials. This creates an audit trail and helps trace the data breach back to its origin if it occurs.

Be Wary of Phishing Scams

Phishing scams are a common way for hackers to gain access to passwords. Phishing scams involve sending an email or text message that appears to be from a legitimate source, such as a bank or social media site. The message typically asks you to click on a link and enter your password, giving the hacker access to your account. Before you click on any link, it is essential to verify if the links are genuine.

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Infection protection: Nine steps to start protecting your company today

Malware is a generic term that covers all manner of software that is designed to attack your devices, applications, programs, and networks. It is software that has bad intentions. Yes, stealing. Either by directly pulling money out of accounts, or improperly acquiring data that ultimately provides access to funds. Example: Stealing your SSN and setting up a credit card to use that info, or convincing you to provide the password to your checking account. Others will snatch your organization’s data and hold it for ransom. As usual, it is all about money. What can you do?

Nine steps to avoid malware

1) Don’t go it alone – As a small- to medium-sized business, you have limited resources, all of which need to be focussed on running the business and planning for the future. That makes it difficult to direct an IT operation that has the depth to address all of the security issues you face. For example, a business owner cannot possibly keep up with the changes and details of tax laws. Doing it themselves, they would likely overlook important tax advantages or inadvertently break some IRS rule. As a result, tax preparation and accounting above the level of basic bookkeeping is outsourced to an outside accounting firm. You should consider looking at IT in the same way.

2) Pay attention to those update windows – Don’t procrastinate. Those update requests aren’t just for adding a new feature. Each update probably addresses some vulnerability in the software that could be exploited by a virus. You may also want to consider outsourcing this project. In a complex business, there is a long list of installed software that needs to be updated. An MSP can coordinate that project and handle any glitches that appear when an update is installed. Also, be mindful that if you permit BYOD- all of those remote devices are vulnerable if their owners neglect updates.

3) Multi-factor Authentication – It is getting tough to log into much of anything these days without hitting MFA. And for good reason. MFA is a tool that works to cut down fraud by asking for additional data to verify your password in order to gain access. Generally it involves entering a password then following up with a token you might be sent via text or email, or using a biometric measure, such as a fingerprint. An MSP can provide applications that can set up MFA to protect your data.

4) Create a strict backup policy and follow it – Data can get corrupted, lost, or stolen. Handling backups is more than just downloading data to a hard drive every evening. An MSP can provide you with the tools needed to handle backups appropriate to the needs of a business operation or take on full responsibility for the task.

5) Manage access – Who can look at what data? In a smaller business, we often just provide access to data to an employee or we don’t. Why? Because it is simple. Instead, tighten your security by segregating data access. Individuals get access only to the data needed as defined by their job description. Follow the Principle of Least Privilege. That is, each individual only has the access to accounts, databases etc. that are absolutely necessary for them to do their assigned tasks.

6) Train everyone on basic data security – Humans are still a very weak link in an organizations defense against cybercrime. Poor password hygiene and inattention to scams are the biggest concern for business owners. Here are some areas where training can help.

7) Identify phishing emails – These are mails that appear to come from legitimate sources, but are faked. Because the reader trusts the sender, they naively open a link that might be attacked which then downloads some forms of malware.

8) Prevent a “Lost” USB – Too often, individuals will find a USB drive left near a desk or dropped somewhere. The temptation to insert it into their computer to see what’s on it can be very hard to resist. This was part of what caused the Target data breach.Train employees to only insert company verified hardware into their computers.

9) Password etiquette – Define standards within your organization about acceptable passwords. An MSP can help you set up programs that require employees to create passwords that meet your defined criteria. Also, consider fostering a culture that makes the sharing of passwords a performance issue that will be addressed by an individual’s supervisor.

10) Take the step beyond anti-malware software – Anti-malware software is necessary, but it isn’t as proactive as one might want. Your MSP can design an endpoint detection and response solution.

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Thing to do this week to start protecting your customer data

You have client or customer data in your possession. It is part of running your business in a digital marketplace. If that data is breached, it could permanently damage your reputation. We talked in an earlier blog about types of malware. There are many steps that you can take to protect your systems and data. Here are a few suggestions to protect your business from malware.

Consider a Managed Service Provider – Cybercriminals are very sophisticated and every day are releasing new, cutting-edge tools to attack businesses and individuals. Small- and medium-sized businesses do not have the resources to staff an IT department sufficiently to be aware of all the newest tools and technologies needed to protect a business. For example, a business owner cannot possibly keep up with the changes and details of tax laws. Doing it themselves, they would likely overlook important tax advantages or inadvertently break some IRS rule. As a result, tax preparation and accounting above the level of basic bookkeeping is outsourced to an outside accounting firm. You should consider looking at IT in the same way.

Updates – Always update your software. There will always be vulnerabilities in every bit of software that you use. Creators of software are constantly upgrading to close holes that could be exploited. Being attacked by malware because you are behind in upgrades is an avoidable error. That said, given the sheer volume of software applications accessing your network, you should consider outsourcing the administration and enforcement of this process.

Multi-factor authentication – Everyone is increasingly encountering MFA. This tool requires a second level of authentication in order to access an account or use a program. Generally, it involves entering a password then following up with a token you might be sent via text or email, or using a biometric measure, such as a fingerprint. An MSP can provide applications that can set up MFA to protect your data.
Access Control – You don’t give out keys to your house to everyone you know. Why allow all employees or vendors to access all of your databases or programs? Instead, follow the Principle of Least Privilege. That is, each individual only has the access to accounts, databases etc. that are absolutely necessary for them to do their assigned tasks.

Backups – Everyone knows they need to do backups, but handling these is more than just downloading data to a hard drive every evening. An MSP can provide you with the tools needed to handle backups appropriate to the needs of a business operation.

Employee education-This one cannot be emphasized enough. The individuals in your organization are your first and most critical line of defense against malware. As mentioned above, many types of malware need user action to get into your systems.

Here are some areas where training can help.

Phishing emails. These are mails that appear to come from legitimate sources, but are faked. Because the reader trusts the sender, they naively open a link that might be attacked which then downloads some forms of malware.

“Lost” USB. – Too often, individuals will find a USB drive left near a desk or dropped somewhere. The temptation to insert it into their computer to see what’s on it can be very hard to resist. ( This was part of what caused the Target data breach)

Password etiquette – Define standards within your organization about acceptable passwords. An MSP can help you set up programs that require employees to create passwords that meet your defined criteria. Also, consider fostering a culture that makes the sharing of passwords a performance issue that will be addressed by an individual’s supervisor.

Endpoint Detection and Response ( EDR): This is a solution an MSP can provide you with. At its basic level, EDR is a proactive approach to anti-malware software. EDR constantly looks at all of the endpoints in your network, tracks behaviors and identifies anything out of the ordinary. For an individual, anti-malware software may be sufficient. For a business that has multiple endpoints, this is not sufficient. ( Think dozens of employees connecting remotely via their own computer or smartphone). In a sophisticated business’s IT infrastructure, there are many endpoints which need to be evaluated.

In summary, there are many ways that an SMB can approach defending itself against malware. Some of these, such as employee training, can easily be done in-house. Others require a depth of experience that only your MSP can offer.

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Leave virus protection to your MSP Doctor

Cyberattacks on individuals and businesses for nasty purposes is nothing new. Stealing data, disrupting business, national activities, and just causing general mayhem has been going on for as long as there has been a digital world to attack. Ransomware, however, seems to stand out as a particularly unique and especially troublesome form of crime. For one thing, once an attack has happened, there is likely nothing to do to retrieve your data until you have given in to the demands of the criminals.

As a small- to medium- sized business owner, you should never just rely on off-the shelf virus protection programs as the sole tool to protect your organization against cyber crime. In all cases you should rely on an IT professional to look at every aspect of your IT infrastructure to ensure that everything possible is being done to protect your data. Beyond that, ransomware attacks are a particularly troublesome form of crime that requires special attention. Some of the routine tools to protect data may still be vulnerable to ransomware. This e-guide will talk about seven specific ways that an MSP is best positioned to help protect you from a ransomware attack.

Before talking about how an MSP can help. Let’s define ransomware. Ransomware is an especially nasty software whose MO is as old as crime: Kidnapping ( in this case, datanapping) Ransomware does this by infiltrating your computer systems and encrypting all of your files, making them unreadable to you. Then like any kidnapper, they post a ransom and hold your data hostage until they get paid. They encrypt your files, rendering them inaccessible to you. The attackers then demand a ransom payment. Ransomware attacks are typically carried out through phishing emails, compromised websites, or exploiting vulnerabilities in software. ( please check out some of our other e-guides on training your employees to avoid phishing emails, and avoiding other easy tricks that criminals use to infiltrate your IT systems.)

What happens once they have encrypted your data? You are probably stuck either paying the ransom or losing the data. In the case of ransomware, sometimes routine backups may be infiltrated. This is why an MSP can be of such value in securing your data against this particular form of cyber crime.

The impact of this crime is pretty obvious. Your data–and your customer’s data–is inaccessible. You have almost no choice but to pay the ransom. The loss of data can disrupt daily business activity and damage customer trust. A successful ransomware attack can lead to brand damage, regulatory penalties for data breaches, and potential legal consequences. The overall consequences can be devastating, making it especially important for you to take proactive measures to prevent such attacks.

The basic preventative measures. Are they enough?

In general, there are some basic textbook best practices you can follow

  • Educate employees about cybersecurity best practices, including identifying phishing emails and suspicious links.
  • Regularly back up data and ensure offline or offsite storage to prevent data loss in case of an attack.
  • Keep software and systems up to date with the latest security patches.
  • Implement robust endpoint protection solutions, including firewalls, antivirus software, and intrusion detection systems.
  • Segment networks to limit the spread of ransomware and restrict access to critical systems.
  • Develop and test a disaster recovery plan to ensure an effective response to an attack.

However, straightforward as these appear, these aren’t as simple to implement as they sound and you may not have the time and labor to devote to designing, implementing, and maintaining these procedures. As an MSB, your focus is necessarily focused on operations, revenues, and sales. A Managed Service Provider has the resources and the expertise to handle your virus protection and ransomware avoidance planning so you focus on revenues.

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