When you get into established habits and routines, you may not notice subtle changes and warning signs of underlying issues until it’s too late. It’s always best to have a robust cybersecurity policy on the books, and to review it regularly with all staff and stakeholders. But in today’s age of AI tools and quick help shortcuts, the pressure to increase productivity while decreasing costs may lead to poor decision making that may expose your proprietary data to cybercriminals.
If it’s been a while since you reviewed your business tools and technologies, now is the time. Take a step back, and see if you notice any red flags. Here are a few signs to look for:
Employees using unknown or unapproved tools to streamline their workflow
“Work smarter, not harder,” as the saying goes. If the job gets done, what’s the problem? Well, the problem is that not every tool and app is safe to use, and even those that are can still be misused, creating major privacy and security issues not just for your business, but your clients and stakeholders as well.
Workarounds like this don’t mean your employees are careless. It just means you your systems aren’t meeting their needs. It’s important to ensure that everyone understands proper and improper technology use for work. But perhaps more important is to have a system in place that allows employees to raise technology issues, discuss options, and implement IT-approved solutions safely.
Your outdated software or systems no longer receive updates
Software vendors don’t support their products forever. Eventually, older versions reach “end of life,” meaning no more security patches, bug fixes, or technical support. When that happens, your existing technology becomes vulnerable to glitches and cyberattacks.
“If it ain’t broke, don’t fix it” may seem like a cost saving in the short term, but running these systems beyond their intended life cycle will cause costly, potentially catastrophic issues down the line. If you’re still running these systems, you’re operating with known vulnerabilities that will never be fixed. And that risk compounds when these legacy systems connect to newer tools.
Audit your software and infrastructure regularly to ensure your technology remains up to date. If a major update is required, don’t leave it until a major disruption forces your hand. Plan a gradual phase-out of old systems before they become critical vulnerabilities. And always work with your IT team to test upgrades and replacements to minimize impact during the transition.
Loose or inconsistent data access rules
You wouldn’t just give a stranger the keys to your house. The same rule applies when it comes to who can access sensitive data and when. Access control vulnerabilities happen when:
- Permissions are never reviewed or updated when employee roles change
- Shared accounts or generic logins are used across teams
- Onboarding and offboarding processes don’t include access audits
Implement role-based access controls and establish a regular review process. Encourage and enable individual rather than shared logins, and the use of password keepers that auto-generate strong, secure passwords. Always audit access points and rules when someone is onboarded, offboarded, or changes roles within the company. Enable multi-factor authentication (MFA) where available to add a layer of protection.
Your Systems Don’t Talk to Each Other—or They Talk Too Much
Integration issues create security risks. When systems aren’t properly integrated, manual data transfers (copying, exporting, manual entry, etc.) increase the risk of errors, leaks, and exposure. When too much unnecessary data is shared between systems without proper controls, a breach in one area can snowball across your entire system, and one compromised account can become a gateway to everything else.
Map out and conscientiously plan your data flows. Understand where information comes from, where it has to go, and how it needs to get there. Are those connections secure? Is the data transfer needed in the first place? Automate data sharing within controlled environments as much as possible. This not only reduces risk, it also improves workflow efficiency.
You don’t know your company’s IT policies
If someone asked you right now, “How often is the database backed up?” or “Who all has access to the accounting system?” could you answer confidently?
If you don’t know, or need to run reports or consult with someone to find out, you have a problem. When you don’t have clear insight into the systems and IT structures that keep your business running, you can’t tell if or when something becomes an issue. You’re flying blind.
Invest in monitoring and logging tools that provide real-time visibility into your information systems. Establish regular reporting on access, backups, and system health. Make sure someone on your team owns security oversight and knows how to interpret the data.
None of these warning signs mean your business is doomed or that you’ve been negligent. But ignoring them won’t make them go away. If you have concerns about your business systems, whether it’s efficiency or security, Nerd Crossing can help. Sometimes, taking an honest look at what works and what doesn’t can expose opportunities for streamlining and growth. Let’s talk.
