Security

Stethoscope lies on tablet and white icon medical with hand doctor using laptop to securely exchange healthcare data. Healthcare business technology network concept.
DataMotion: A Pioneer in Secure Data Exchange for Healthcare 1024 448 Andrew McKenna

DataMotion: A Pioneer in Secure Data Exchange for Healthcare

Ensuring the secure and efficient exchange of sensitive information including medical records, Personally Identifiable Information (PII) and Protected Health Information (PHI) is crucial to meet the diverse needs of the healthcare ecosystem, which includes a wide range of participants including payers, providers, social services, and long-term care facilities. However, the presence of disparate systems among these organizations increases interoperability challenges. That’s where DataMotion, a leading provider of secure data exchange and HISP (Health Information Service Provider) services, comes into play, uniquely equipped to overcome these challenges.

As a founding member of DirectTrust™ with over two decades of experience providing secure data exchange solutions, we have worked on some of the most demanding, high-volume projects in healthcare and other regulated industries. Clients turn to us to establish connections and streamline their operations, facilitating simple and secure digital communication channels within their familiar applications. We understand the intricate demands of healthcare organizations and regulated industries, tailoring our solutions to meet their specific requirements.

Unique Challenges in a Demanding Industry

Clinical data exchange and interoperability are crucial for delivering timely and accurate patient care, streamlining operations, reducing costs and complying with stringent regulations. However, due to the involvement of a wide range of stakeholders, including payors, providers, public health organizations, and community-based organizations (CBOs), the healthcare industry faces unique challenges in achieving these goals. Across the ecosystem, it’s understood that protecting patient PHI is a critical necessity, yet that data must be securely exchanged in such a way that it can be easily accessed to monitor disease outbreaks, coordinate care and services for vulnerable populations, and make informed decisions about patient care in real-time. In this complex landscape, establishing secure and interoperable data exchange between these systems is a difficult balance to strike, especially when each stakeholder often has different technologies and security protocols in place. To address these challenges, DataMotion plays a critical role in facilitating secure data exchange and interoperability.

Accredited HISP, CA, and RA Services

DataMotion’s accredited HISP, Certificate Authority (CA), and Registration Authority (RA) services ensure seamless, secure data exchange for key stakeholders and signify that we have met the rigorous requirements for data security and privacy set forth by DirectTrust. Additionally, our CA and RA accreditations allow us to issue and manage digital certificates – simplifying identity verification and establishing a robust, secure, and trustworthy framework for clinical exchange. This framework allows DataMotion to enroll patients on the DirectTrust network in a cost-effective & scalable manner allowing them to exchange healthcare information with their providers.

Empowering Natural Participation

Our innovative approach allows payers, providers, patients and the care community to engage with the secure data exchange process in ways that are most natural to them. Leveraging full lifecycle RESTful APIs, secure standards-based protocols, and a trust no one, trust nothing design, we enable simple and secure PHI exchange across diverse healthcare systems, including electronic health records (EHRs), patient portals, and contact center systems. Stakeholders benefit from reduced administrative burdens and increased employee productivity, more efficient collaboration and care coordination with external partners, and improved patient outcomes. By facilitating easy participation, DataMotion helps organizations streamline their workflows and enhance collaboration without compromising on security.

Proactive System Monitoring

To ensure system performance and availability, we deliver a comprehensive suite of features, including analytics and reporting to enable message tracking and provide insights into system performance. With 24/7 network monitoring, testing, and support services, as well as a 99.9% uptime with built-in redundancies, we ensure operations are always up and running smoothly. Our robust technology eliminates data loss and accelerates data exchange, ensuring that providers and patients experience seamless and secure PHI exchange. Moreover, our expert monitoring of overall HISP communications detects, reports, and resolves issues, providing a safe and secure data exchange experience.

Proven Nationwide Resilience

The DataMotion Platform is designed for nationwide scale, as proven during the COVID-19 pandemic response, to exchange millions of electronic case report (eCR) documents and corresponding reports between the nation’s hospitals and public and private health departments. The platform scaled to handle more than 2 million records per day.

Experience Across Industries

DataMotion’s expertise extends beyond healthcare, with a proven track record in financial services and government sectors. This cross-industry experience allows us to bring a more robust, holistic, and modern approach to clients’ digital modernization efforts. By understanding the unique challenges faced by each sector, DataMotion offers tailored solutions that address industry-specific needs.

DataMotion: Your Partner in Enabling Digital Modernization

DataMotion’s commitment to providing secure data exchange solutions for regulated industries has made us a trusted leader in the healthcare space. Our comprehensive suite of APIs and connectors enable payers and providers to integrate HIPAA-compliant secure messaging into their applications and workflows. With our vast experience, modern approach, and comprehensive services, DataMotion is the ideal partner for organizations seeking to achieve digital modernization while maintaining the highest security and compliance standards.­

Discover how DataMotion enhances collaboration, streamlines operations, and promotes better health outcomes without compromising on security by visiting our solutions page or contacting our team of experts today. Stay up to date on the latest industry tips, tricks, and best practices for secure exchange by subscribing to our monthly newsletter.

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Health Data Utilities: A New Pillar of Public Health 1024 404 Doug Rubino

Health Data Utilities: A New Pillar of Public Health

I had the opportunity to travel to San Antonio for this year’s Civitas Networks for Health Conference, a collaborative event with DirectTrust™. The conference theme was “Health Data Collaboratives and Information Exchange to Advance Health Equity”. Sessions primarily focused on healthcare interoperability and clinical data sharing, and featured Health Information Exchanges (HIEs) speaking to various use cases and value propositions. One of the many topics of interest to me was the concept of an HIE as a health data utility (HDU). The idea behind this is that a gap exists between public health agencies and healthcare organizations, and that an HDU can be thought of as a mechanism to bridge that gap.

What is a Health Data Utility?

The idea of a health data utility is new and so definitions continue to emerge. During a roundtable discussion in February 2022, The Civitas Networks for Health illustrated an emerging definition: “Health Data Utilities (HDUs) are statewide entities that combine, enhance, and exchange electronic health data across care and services settings for treatment, quality improvement, and public and community health purposes through specific, defined use cases in accordance with applicable state and federal laws protecting patient privacy.” While HIEs have played an important role in filling the interoperability gaps within our communities, the pandemic highlighted marked gaps in policy and technology between the general healthcare ecosystem and public health agencies. And it is this policy and technology gap where the concept of an HIE as an HDU takes hold.

The Benefits of a Health Data Utility

An HDU brings a significant amount of information technology expertise to public health. This includes enhancing the overall effectiveness of areas such as data aggregation, analysis, reporting, and interoperability. HDUs can potentially do things like aggregating clinical and claims data within a state, and combining the data with that from state registries and other reportable events, with a goal towards improving public health. Physicians can then access this data in the field, thereby making treatment plans more effective and improving outcomes within a community. The concepts around facilitating the flow of data throughout a community between healthcare organizations and public health agencies, then subsequently enhancing aggregated data for either treatment or public health purposes, is the value proposition for an HDU.

Think about getting aggregated de-identified clinical data from an EMS or police department into the repository of a public health agency, or getting actionable disease surveillance data from a public health agency into the hands of a physician on the ground treating a patient in real time. I’ll cover this in a little more detail in the next section.

HDUs in Action

To elaborate on the scenario above, let’s discuss a use case that involves an EMS clinician. While administering care to a patient in the field, this clinician is utilizing a mobile, handheld device to transmit clinical data to a public health agency for disease surveillance. The public health agency will utilize the health data utility to receive and process this incoming data for analysis and reporting, disseminating back to the community. This is just one example of how an HDU can serve as a bridge between providers (in this case, the EMS clinicians) and a public health agency.

In summary, HDUs act as a public health intermediary, receiving, normalizing, aggregating, de-identifying, and disseminating actionable data in real time. This is much like a public water company ensuring the constant flow of clean drinking water—providing an infrastructure to receive, purify, and distribute potable water to the service area for the benefit of the community.

Challenge Within a Challenging Vertical

For a health data utility to successfully fulfill its purpose, it must rapidly, securely, and compliantly execute large-scale retrieval and dissemination of data from multiple external endpoints within a community. Each endpoint tends to utilize a different platform to receive and transmit clinical data, which adds to the overall challenge because these platforms don’t always “talk” with one another. To facilitate this type of data flow, a technology platform is required to couple the different endpoints and to secure the data during transit. The security of PHI while in motion is paramount to ensure the confidentiality and privacy of the patient. HDUs will require scalable platforms that meet the growing quantity of data being generated, while simultaneously mitigating the risk of unauthorized data disclosure during transit.

One solution to this overall challenge is a secure message center, which enables individuals, and organizations with multiple endpoints, to securely and compliantly send and receive clinical information in real time.

Why DataMotion?

DataMotion has led the industry in secure and compliant exchange for over 20 years. Our secure message center enables the frictionless, secure, and compliant flow of sensitive information among disparate individuals and organizations. Within healthcare, we also operate as a Health Information Services Provider (HISP) where our platform serves as an on-ramp to the DirectTrust Network. During the COVID-19 pandemic, for instance, our HISP enabled the large-scale transmission of electronic case reports from healthcare providers across the nation.

The Civitas conference has always been a favorite of mine and this year’s event did not disappoint. I always find this event to be time well spent with colleagues across the country to discuss this particularly important topic of healthcare interoperability. We look forward to further engagement with the Civitas community to assist in furthering efforts to broaden and deepen interoperability among stakeholders and most importantly, helping to connect endpoints between the public and private healthcare systems across the nation.

I welcome the opportunity to discuss how DataMotion can help your healthcare organization. Please feel free to set up an introductory chat using my calendar link.

Looking forward to next year’s conference!

Close up of laptop with group of people working in the background
Protecting Data, Documents, and the Customer Experience 1024 404 Team DataMotion

Protecting Data, Documents, and the Customer Experience

Your enterprise likely has data security tools in place. But are they easy to use? Or flexible? And do they securely communicate with your customer and partner systems?

It is a universal truth: security that is complicated won’t be used. Complicated workflows frustrate your customers and increase the odds that your internal staff will bypass security entirely, leaving your enterprise vulnerable. For many organizations, regulatory compliance supersedes all else, with flexibility and user experience often lower on the priority list—falling into the “nice to have” category. But there is no need to choose one over the other.

DataMotion’s secure message center allows you to have the security and compliance you need while providing a superior customer experience.

Our secure message center offers an experience as frictionless as it is secure. But don’t take our word for it. In today’s blog entry, we’re sharing resources that include the basics around the secure message center and several DataMotion customer success stories. You’ll read about how these enterprises streamlined workflows and processes, improving the customer experience while maintaining a high level of data security and compliance—and how your business can accomplish this too.

Security, Efficiency, and Compliance: The Basics

In this short video, Christian Grunkemeyer shares an overview of DataMotion’s secure message center, including what it is, how it works, who uses it, and why your enterprise should consider our secure email, messaging, and file exchange solutions.

Health Insurance, Wealth Management, and Consumer Finance Walk into a Secure Exchange Company…

Our latest eBook features three real-life case studies where organizations streamlined their workflows, connected disparate departments and systems, reduced inquiry resolution time, and improved customer experience. This was accomplished after implementing DataMotion’s secure messaging solution. Your business can do all this and more while maintaining regulatory compliance and strong data security – download the eBook today.

Fill out the form below to download your free eBook:

Meet the Secure Message Center

Sensitive human resources data and documents. Account numbers. Onboarding information.  Confidential investment outlooks. Research. Proprietary designs. Client and policyholder communications. No matter your organization type or regulation status, there is information that is exchanged daily that should be protected. In the four-part “Meet the Secure Message Center” series, Christian Grunkemeyer offers a full look at the secure message center, going over the basics, several real-life customer case studies, a number of everyday use cases, and finally, covering some FAQs.

Why DataMotion?

As mentioned earlier in this post, your enterprise probably already has some data security tools in place. These may even include a secure exchange solution, similar to a secure message center. What makes DataMotion’s secure message center different? In addition to our military-grade encryption and a zero-trust secure platform, factors such as simplicity and flexibility set our solutions apart. Easily integrated into existing internal and customer-facing workflows, DataMotion’s secure message center allows users to work in their natural environment. Its flexibility enables your enterprise to scale workflows as needed, from pilot to mission critical, and everything in between.

Ready to get started on modernizing your enterprise’s secure workflows and client experience? Contact our team of security experts to set up an introductory call and demo today.

Businessman working on laptop outside of office building
Flexibility, Ease, Security and Compliance: Meet DataMotion’s Secure Message Center 735 313 Christian Grunkemeyer

Flexibility, Ease, Security and Compliance: Meet DataMotion’s Secure Message Center

Picture this:

You are a wealth manager. One of your clients wants to send you the details of an investment opportunity their brother-in-law shared at last weekend’s get-together. Rather than mail these documents, send them by courier, or bring them physically to your office, the client opens a heavily-fortified safe (with your branding) right in front of their desk. They drop the documents in, closing the safe’s door securely with a satisfying click. These documents are then transported via a thick, impenetrable vacuum tube directly to you and your team. Once the documents arrive in your own fortified safe, you may access these and previous exchanges that also live in this safe to inform your comments. You then send your reply and information via the secure tube system back to your client’s safe, where they can pick up the discussion.

Your client has just had an incredibly easy experience securely sending sensitive information from a place that is convenient for them, and can access messages in a place that is equally convenient and secure. No one in your firm has had to adjust their workflow for this secure exchange. This process, while perhaps sounding suspiciously like regular email, is markedly different. Unlike regular email, the sensitive data you are exchanging with your client is kept fully secure during transit, and the messages are stored just as securely, helping to keep your firm within regulatory compliance. Also, unlike regular email, this process integrates with your methods of customer communication, such as web and mobile applications and customer portals, delivering messages and documents just as quickly and securely.

Welcome to the principle behind DataMotion’s secure message center.

In this installment of the “Meet the Secure Message Center” series, we’ll give you the basics of the secure message center. In later installments, we’ll help you get further acquainted by discussing use cases and covering some questions you may have.

What is the Secure Message Center and How Does it Work?

The DataMotion secure message center is a highly secure, versatile, and integrable communications solution that connects back-end systems, such as email, case management, and call and help centers, to your client-facing apps (mobile and web) and customer portals. The secure message center can be part of an omnichannel approach, or a standalone solution.

How does it work? Let’s re-visit our wealth management client. Rather than a branded safe in their wall right in front of them, the client can go to the firm’s website, and log into the customer-facing portal as usual. From there, they can create a message (which might include information such as account or Social Security numbers), attach their documents, and send. The message is encrypted while in transit, and arrives at a secure inbox. The intended recipients and other authorized viewers, such as help center staff,  may then review the documents and quickly respond. The client is alerted to the new message in the portal, and may access that and any other message they have exchanged with the advisor. Each exchange is also logged and tracked, which can help with proving compliance.

Why Should I Implement the Secure Message Center?

“We’re not software developers.”

This is something we hear from folks across industries who are seeking to implement secure communications. Securely sharing sensitive data while remaining within regulatory compliance is a common pain point, and your enterprise should not have to develop its own solution. In order to include security into customer exchanges, companies will often turn to additional software, both from in-house development and third-party vendors, which often include additional steps, to the workflow, interfering with internal efficiency and the customer experience.  For instance, what could be a simple inquiry via a company’s customer portal turns into a customer rep having to send the customer an email with a link to a third-party portal, using “Secure” in the subject line. The customer must then wait for the email, then click the link, create a username and password, then navigate an unfamiliar portal and send information.

This doesn’t sound very efficient or customer-friendly, does it? But it happens.

DataMotion’s secure message center eliminates the need to develop new solutions, or to remove or change your current systems. Along these lines, the secure message center also eliminates many of the steps we’ve listed above. This is because the secure message center is integrable with your existing workflow, allowing contact center reps to work in their regular environment, while delivering security and simplifying the customer experience.

Finally, let’s talk security. Founded in 1999, DataMotion has over 20 years of experience in providing secure digital platforms for organizations in regulated industries. With this amount of experience and knowledge of use cases, we have developed strong security coding and protocols to keep your customer and patient data safe. Here are a few elements of our security:

  • Military-grade encryption
  • A zero-trust, governed database
  • Verifiable Compliance: HIPAA, HITECH, FFIEC, NYDFS, FRB, GLBA

In short, the collective “why” is that the secure message center provides strong security, can be fully integrated with your existing systems, helps your organization stay compliant with regulations, and offers ease of use for both your customers and staff.

Who Should Implement the Secure Message Center?

Any enterprise can benefit from using the secure message center, particularly organizations in regulated industries. But security isn’t just about compliance. Your company might need to send proprietary product design information. You might also need a secure way for a news source, or a whistleblower, to contact you. Below is a quick, but not exhaustive, list of organizations that must ensure secure, encrypted communications:

  • Organizations within the healthcare ecosystem, including vendors, providers, and payers
  • Wealth management firms
  • Insurance companies
  • Banks, both investment and retail
  • Media organizations
  • Manufacturing companies
  • State, local and municipal organizations, including protective services, law enforcement, and others
  • Law firms

In the next installment in this series, we’ll discuss this further, diving into some use cases.

Key Takeaways

You’ve now met DataMotion’s secure message center–a flexible, secure digital platform that allows organizations in any industry to easily, securely and compliantly communicate with their patients, clients and customers. While the secure message center can include email communications, it is really a solution to keep all of your communication tools, including email, customer apps and portals, in one place for simple, secure and compliant communications. Here is a quick review of the basics:

  • Frictionless Customer Experience Enables secure communications as part of your existing customer-facing portal and/or web and mobile applications. No need for customers to go to a third-party portal for secure messaging.
  • Increased Efficiency Contact center reps can access previous customer messages and, without gathering physical documents or going through additional security steps, can quickly and securely respond to inquiries.
  • Versatile and Integrable The secure message center can seamlessly integrate with, and securely connect, back-end systems, including email, contact centers, case management, etc.

Features

  • Ironclad Security DataMotion uses a zero-trust, governed database and military-grade encryption, helping to keep data secure and your organization compliant.
  • Ease of Use The secure message center enables single sign on for customers, eliminating additional passwords. It also works with your current workflow–there is no need to retrain staff.
  • Co-branded Portal The secure message center is customizable for your logo, colors and branding.
  • Tracking Every message and document are logged and tracked, with reporting available.

As we mentioned above, in the next installment of this series, we’ll take a closer look at customer use cases, and how this solution can benefit your enterprise. If you have questions about the secure message center and how it can benefit your organization, or would like to learn more about DataMotion and our larger digital platform, please reach out to our team of experts.

We also invite you to try out our capabilities by downloading DataMotion’s free mobile app, available in the Apple App store.

Be Sure To Read the Other Parts of This Series:
Man touching digital lock in front of him. Cybersecurity, lock and shield concept
Aggregating Awareness: Your Cybersecurity Month Arsenal 736 313 Team DataMotion

Aggregating Awareness: Your Cybersecurity Month Arsenal

While October is Cybersecurity Awareness Month, organizations should take care every day of every month to ensure that their data is protected while in use, at rest, and in motion. In today’s entry to the DataMotion Blog, we’re creating a cybersecurity toolkit for you with blog posts, whitepapers, and other resources for you to use year-round, as well as a quick summary of how DataMotion keeps your data secure while helping your organization enable compliance.

Suiting Up for Battle

Below are a few entries to the DataMotion blog that will help inform your security outlook and arm your team in the battle against internal and external security threats. This section will include a guide to the zero-trust security model, a series outlining where vulnerabilities may lie within your organization, and a look at the troubling rise of Ransomware as a Service.

DataMotion: A Zero Trust Model You Can Trust “Your organization has trusted but verified, perhaps verified then trusted. But is the ‘trust but verify’ standard enough? Are you really operating as safely as you could, or rather, should be in today’s cyber climate?” In this post to the DataMotion Blog, DataMotion CEO Bob Janacek dives into the zero-trust security model, why you should adopt it, and how this helps our customers stay secure.

Danger for Data “In the first part of this blog series, we will cover the top five risk-prone areas that developers and software engineers should be aware of. In parts two and three, we’ll focus on some of the people-oriented processes putting you at risk of a breach, following up with some actionable tips and recommendations for organizations to protect themselves and their customers’ data.” In this series, DataMotion CEO Bob Janacek explored where vulnerabilities may lie within your organization, and steps you can take today to protect your organization and your data.

Rise of RaaS “Cybercrime groups will do their diligence to identify corporations with ransom insurance, or finances earmarked specifically for that purpose. While larger enterprises are currently the favorite for cyberattacks, smaller organizations also fall victim.” In this three-part series to the DataMotion Blog, DataMotion Developer Advocate Heather Post offers an overview of Ransomware as a Service, how this growing industry can turn your vendors into risk factors, the costs of a cyberattack, and what you can do about it.

A Fully-Armored, Secure Digital Future

To sum up, the digital landscape is changing rapidly.  New opportunities for digital business also present new opportunities for internal and external security threats. Therefore, it is critical that your security practices and protocols keep in-step with these changes. But armoring your systems for security and compliance should not hinder a smooth customer experience, nor should these factors interfere with your organization’s workflows.

Here at DataMotion, we are delivering a secure digital future. We offer a large, flexible platform of services that can adapt to your organization’s needs both today and in the future. Whether you need a full suite of APIs for integrating a secure message center, or a standalone secure email service, our solutions can easily integrate into your existing workflows without disruption. Our integrations include a wide range of APIs, connectors, and protocols, making it possible to securely exchange data from virtually any source, such as a secure website form, and having it reach any delivery endpoint.

Here is a glimpse of what your enterprise can expect with DataMotion’s secure exchange services:

  • Ease of Use DataMotion’s solutions easily integrate into your enterprise’s existing workflows and customer interface. Your customers will have a seamless experience within your website’s portal while your team continues to conduct business as usual without interruption or re-training.
  • Maximum Security Our solutions live on a zero-trust, secure governed database, and use military-grade encryption. We also offer monitoring, support and escalation with our US-based team.
  • Flexible Options We offer a number of services that are flexible and scalable to your enterprise’s current and future needs and requirements.
  • Third-Party Certifications DirectTrust/EHNAC Registration Authority, Certificate Authority, Health Information Service Provider, ONC-HIT 2015 Edition Health IT Modular Certification, and Microsoft Azure SOC2, and FedRAMP certified data center. Secure mailbox and Direct are in the process of HITRUST
  • Verifiable Compliance* HIPAA, GLBA, PCI-DSS, HITECH, GDPR, PIPEDA, FINRA, CJIS

We invite you to learn more about DataMotion, and how our services can complete your cybersecurity arsenal, by visiting us at datamotion.com, or reaching out to our team of experts.

*Verifiable Compliance: we help our customers achieve compliance with these regulations.

Additional DataMotion Reading and Resources

Hacker using laptop surrounded by falling dollar bills on a blue background
The Rise of RaaS: The Real Cost of a Ransomware Attack 736 310 Team DataMotion

The Rise of RaaS: The Real Cost of a Ransomware Attack

Welcome to the DataMotion Blog’s third and final installment to the Rise of Ransomware as a Service series. Thus far, we have focused on what Ransomware as a Service is, examined some recent attacks and how they started, and explored the snowball effect that can follow when your third-party vendor is a risk factor. While these are important elements to understand in order to help create a defensive plan to avoid falling victim to a similar attack, there are still a couple of critical questions left to ask. What happens after an attack occurs? What is the true cost of a ransomware attack?

Understanding how companies recover from a breach, as well as the obstacles they often face in the wake of an attack, can help with financial planning and crafting a security strategy. For example, many organizations have opted to invest in ransomware insurance, or to establish a fund specifically for the possibility of an attack, because paying a ransom is often the fastest route to getting an encrypted infrastructure up and running again. In this installment, we will go over the financial cost, the required manpower, and reputation damage that is often the residue of ransomware.

Financial Woes

The prices of everything, from milk to gas, are rising—and we hate to inform you, but ransom is no different. As companies continue to pay ransom demands to decrypt their environment or retrieve their data, cybercrime groups ask for more. A Forbes article found the average cost of ransomware recovery has grown $1.08 million in the last year. The cost per company, however, can vary, depending on its size and revenue. For example, JBS (the meat packing company who was hacked in early June) paid hackers $11 million to retrieve their data and get their systems back up and running. Colonial Pipeline paid their attackers roughly half of that, about $5 million. Though in Colonial Pipeline’s case, $2.3 million of the payment was recovered by the DOJ’s Ransomware and Digital Extortion Task Force. Given that the companies mentioned above each paid a hefty ransom, it might seem like a good idea to allocate resources, just in case.

Unfortunately, with the rise in ransom cost and the growing frequency of attacks, the price for insurance coverage is also increasing. Many insurance companies are starting to restrict their coverage, or drop ransomware coverage altogether. Those who find the higher cost in coverage to be worth it run into an entirely new issue: insurance is something hacking groups look for. Cybercriminals know they can’t extract blood from a stone, so they perform research to target companies who can afford to pay. Once they breach an environment, they often look for signs the compromised company has financial security to help determine the price of the ransom they will charge. A Washington Post article found hacking groups are referring to insurance companies as “an endless pot of gold” and are known to send screen shots of insurance plans to organizations from their own systems during negotiations. This greatly weakens a company’s ability to lower the ransom price, and may even increase the demand.

You’ve Been Served

The rising cost of ransomware is not the only thing to worry about. As we reviewed in the last part of this series, an organization’s clients can become caught in the crossfire of these attacks, leaving customers’ data and systems vulnerable to subsequent attacks. This can destroy a company’s reputation and devastate their customer base.

Some organizations are able to pay ransom in secret, so their reputations likely won’t suffer the same damage as their wallets. However, it’s hard to keep the cat in the bag when your customers are affected. For example, last month T-Mobile was once again breached, and their customers’ data was compromised. The data for 47 million current and former customers was posted on a public site as a result of this breach, including social security numbers and financial records.

Once the smoke clears and damage is analyzed, lawsuits often follow, adding legal fees and settlement payments to the total cost of a ransomware attack. Colonial Pipeline experienced this after they were hacked; as a result, their oil distribution halted, leaving much of the southeastern U.S. without oil. The legal fallout includes business owners suing for lost profits and customers suing over higher prices while waiting for distribution, on the grounds that a lapse in Colonial Pipeline’s security causing the breach. This is becoming a familiar fate for other organizations as well.

Time is Money

As if the ransom and lawsuits weren’t enough, you also need to factor in the profit lost when your servers are down. This profit loss is what often drives the pressure to pay a ransom in the first place. Every day that your environment is unaccusable and your services are down, the more profit is lost. But paying hackers is a double-edged sword. The more money a cybercriminal group makes, the stronger and more resourceful they become, making them even more dangerous and unstoppable. The new accessibility to malicious software that RaaS brings, coupled with a steady stream of profits from paid ransoms, is only adding fuel to this fire.

Not to mention, there really is no honor amongst thieves. 92% of organizations who paid a ransom did not get all of their data back. New servers need to be built and brought online before services can resume, which can be an expensive and tedious task. Once your environment is up and running again, production is often slowed due to a loss in data. As we discussed in the second installment of this series, disaster recovery servers are the best way to recover data and bring servers back online. It’s also important to back your servers up often to minimize data loss and bring productivity up to speed as quickly as possible and limit the amount of revenue lost.

Additional Preparations

As promised, below are two additional tips to help protect your environment from a ransomware attack, hopefully sparing you a logistical headache:

Preparation Tip #1

The first tip is to implement an email gateway to avoid phishing attacks. An email gateway can help scan links and documents within incoming messages to identify potential malicious code and immediately deny the message or move it to your trash folder. By identifying and removing malicious emails, which hackers often exploit for entry to your systems, you greatly reduce the threat of a phishing attack. Email gateways can also be used to create other rules in addition to thwarting malicious messages. For example, to send data securely with DataMotion software, right from your email client, you can easily create a rule that will send any message with a tag like “[Secure]” to be encrypted and sent over a secure line. This tag can be added anywhere such as the subject or body of the message, and doing so helps lock down sensitive data and meet compliance regulations.

Preparation Tip #2

The second tip we have for you today is to patch and update your products and environment as soon as new updates are released. As zero-day vulnerabilities are detected within an environment or product, a patch or update is created as soon as possible to correct the vulnerability and protect you from the exploitations that can follow.  The Kaseya attack started with a zero-day vulnerability in Kaseya’s VSA server. Once the hackers discovered the vulnerability, they quickly scanned the Internet to find customers utilizing this product in order to exploit the lapse and breach customers’ systems as well. Had Kaseya discovered the vulnerability first and deployed a patch to resolve this error, only those customers who did not deploy the patch would still be at risk.

The Gist of It…

Every ransom that is paid to undo an attack emboldens and strengthens cybercrime groups. But the price of a ransomware attack goes beyond the cost of ransom. With the costs of service downtime, legal fees, lost data and new equipment factored in, ransomware becomes much more expensive than what is often portrayed to the public. And to top it off, your company and leadership team’s reputations are definitely at risk, along with the trust of your current and potential customers.

With the rise of Ransomware as a Service, attacks will continue to be launched, likely with greater frequency. However, implementing the tips reviewed in this series will help you and your organization create a solid defense and resilient infrastructure against ransomware attacks. One tactic we review is to implement email encryption and to secure your data transfers. You can quickly find more information on how to enact this functionality today with DataMotion APIs.

Be sure to check out the DataMotion Blog and our Resources page for great development advice, including articles on protecting your environment both internally and externally.

Be Sure to Read the Other Parts of This Series:

Sources and Additional Reference Reads

Screens showing systems protected after a hacker's ransomware attack is denied
Rise of RaaS: Consolidating the Vendor Risk Factor 736 310 Team DataMotion

Rise of RaaS: Consolidating the Vendor Risk Factor

In the first part of our Rise of Ransomware as a Service series, we learned RaaS enables organizations to purchase ransomware and gain hacking resources which were not accessible before. With heightened access to malicious software, a rise in ransom attacks has followed. In this second part of our Rise of RaaS series, we will focus on ransomware protection and defense.

This post will review three high-profile cyberattacks that grabbed America’s attention this past year. Understanding how these attacks occurred, and the snowball effect that often follows, allows organizations to build their defenses and implement strategies to thwart similar assaults, as hackers often reutilize techniques. We’ll review some key steps and new security strategies that, when implemented, will ensure your organization is protected, as well as resilient, to ransomware.

SolarWinds Breach

The first attack we want to expound upon is what many know as the hack on the Pentagon and Department of Homeland Security. This recognition is due, of course, to the major security risk this hack imposes to the United States. But the Pentagon and DHS were not the only entities compromised in this attack. Fortune 500 companies, as well as additional government agencies, were also breached. These organizations all had one thing in common: a third-party vendor named SolarWinds, a Texas-based vendor that provides IT management tools for their customers.

It’s unclear how hackers gained access to the SolarWinds infrastructure, but once inside they began work on creating a duplicate of a SolarWinds patch that was due to be released to customers. The replica included the same bug fixes and software updates that SolarWinds had intended it to have, but lines of malicious code were added. At the very last second, right before SolarWinds was set to deploy their patch, the hackers switched the two and the replica patch containing malicious software was released. Customers were then able to download and deploy what they thought was the SolarWinds patch. Once this patch was deployed on any server with Internet access, a backdoor was opened and the attackers made themselves right at home. The intrusions were only discovered when the cybersecurity giant, FireEye, noticed some strange activity in their network and investigated. They traced this activity to the SolarWinds patch and discovered the malicious code.

Without FireEye’s inspection, the hackers could have continued undetected, extending their reach before locking down data and requiring a ransom for restoration. This prompts a frightening question: Could hackers have used the same methodology as the patch swap, or something similar, to gain access to other organizations and have yet to be discovered? We will review ransomware protection tips towards the end of this article, but we think it’s worth mentioning now that a “see something, say something” approach is of critical importance. Many employees may write off suspicious activity as a glitch or one-off scenario, but a sense of due diligence to investigate these situations caught a breach that affected an estimated 18,000 organizations. Of course, not everyone has the same resources as FireEye, but a log of suspicious activity and when it occurred can give your third-party vendors reason for an additional patch review.

Kaseya Breach

The attack on Kaseya occurred more recently, on the Friday before the Fourth of July weekend. Like the Solar Winds attack, the Kaseya breach affected their customers as well. Kaseya provides IT management solutions for managed service providers (MSPs) and IT teams. The managed service providers who utilized Kaseya‘s products provide security and management services to their customers. This management integration caused a snowball effect and allowed hackers within the affected MSPs to gain access to Kaseya’s customers’ infrastructures as well. This led to the breach reaching about 1,500 companies.

The attack occurred when hackers from REvil, the Russian based cybercrime group, found a zero-day vulnerability, or a vulnerability that has just been discovered, in Kaseya’s VSA servers which allowed them entry. From here, REvil hackers scanned the internet to find any of Kaseya’s customers utilizing this software in order to exploit the vulnerability and access their infrastructure as well. REvil demanded $70 million dollars in exchange for a key to decrypt their environment. As mentioned in the first part of this series, REvil has since taken down their site and did so without providing any decryption keys for those, like Kaseya, still in negotiations. Kaseya has stated that they have since obtained a universal decryptor from a third party.

Accenture Breach

The last and most recent breach we’ll touch upon is the attack on Accenture. This attack happened on Tuesday, August 8th when the cyber-crime organization, LockBit, encrypted data on Accenture’s infrastructure and seemingly exfiltrated the data offline. Lockbit has threatened to release the data to their site if a ransom is not paid.

According to Accenture, they had tactics in place to minimize the impact of this attack. Once suspicious activity was noticed, their team worked quickly to trace the activity and lock down their servers to limit what the hackers could access. From there, they were able to roll their encrypted servers back to their latest backup or snapshot version. This rollback method is effective and a route many organizations have taken in the past. Rolling your servers back may cause you to lose any changes made from the time the last backup or snap was taken to the time of the rollback, but allows organizations to get their infrastructure up and running quickly, without paying a ransom.

In the next section, we will provide tips to protect against ransomware, as well as techniques to make your environment resilient if an attack does occur. However, we want to emphasize the importance of backing up your servers, as we’ve seen in this example. Doing so frequently will minimize the data lost and allow for easy and seamless disaster recovery in the wake of an attack. It’s also good practice to store backups in a separate location so if one server is destroyed or compromised, the backup is not lost with it. Now, let’s jump into some additional steps you can take in order to be both protected and resilient.

Ransomware Protection and Resilience

A new cyber security practice rising with RaaS is vendor consolidation. As the examples reviewed in this post have shown, companies both large and small can fall victim to ransomware through their third-party vendors. With this revelation, many organizations are taking preemptive measures to protect themselves and limiting vendors will help reduce your attack surface. The vendor consolidation strategy involves using one vendor to fulfill as many tasks as possible and building in-house solutions to replace software that’s currently contracted out.

One step to implementing this strategy is to understand the full reach each vendor has, which can allow you to utilize them for multiple needs. You may need to do your research and ask about other products your trusted vendors provide. It’s common for vendors to fulfill multiple needs and not get to market each of their products to you, so you might not know the full capabilities one vendor has. For example, DataMotion, Inc. is best known for our secure messaging technology, but we are also a Health Information Service Provider (HISP). This is a separate product and therefore may not come up when searching and researching about our secure messaging APIs. However, with a quick inquiry into our full product list found either on our website or through a sales representative, this can be easily discovered.

In addition to the vendor consolidation strategy, it’s also important to ask your vendors what their security stack looks like, and which companies they work with. Have this conversation not only while searching for a vendor, but also with current vendors. As industry leaders learn more, new security best practices, techniques and strategies will be developed (such as vendor consolidation) and it is important that you and your vendors work to implement them.

MFA is another great way to prevent a breach. A password is a mere speed bump that is one successful brute force attack away from being broken. The more complex a password is the longer the brute force may take, but it will still be hackable. Once a password is cracked, a second layer of defense is required. Most multifactor authentication strategies require the user to type in a code they receive from a text, email or authentication app that is only valid for a short period of time (so the code can’t be brute forced as well).

Finally, a resilient infrastructure is extremely important. You can do everything correctly on your end to protect your company against ransomware, but a vulnerability in a vendor’s product or system can still leave you open to a breach. Therefore, you must ensure that you have internal security measures in place to minimize damage if a breach does occur. This is why a least privilege model (LPM) or zero trust is essential.

The least privilege model ensures each system and user only has access to what they need to do their job, and no more than that, thus limiting any access to a hacker if they gain network entry. Similarly, zero trust treats an internal network just as it would traffic coming from outside the network; users and devices are not trusted simply because they have joined the network. They must be verified, just as a user from outside would be. Those who implement zero trust also utilize LPM, encryption and MFA within their internal network. The use of either model means if any user or system is compromised through a zero-day vulnerability or phishing attack, the data the hackers can open is limited by the access available. A zero trust approach is something DataMotion has implemented since the early stages of our development.

The encryption factor of zero trust is one we especially advocate for. Encrypted data on file servers, as well as any sensitive emails and messages, will help protect data from intruders within your environment. Hackers will not be able to open or read encrypted data in folders and messages. In the same vein, if encrypted data is exfiltrated from your environment, and the attackers threaten to decrypt your data and post it for all to see you don’t have to worry.  Your encrypted data will be unreadable. Windows file servers make it easy to encrypt sensitive data, and a tool like DataMotion makes it easy to send and receive encrypted messages and know they are backed up on our messaging portal.

Final Thoughts

As ransomware continues to rise, cybercrime groups are becoming stronger and smarter. They are learning to target organizations that will enable them to reach as many companies as possible through a single vulnerability. Attacking third-party vendors often creates a snowball effect, allowing the organization’s customers, and in some cases customers’ customers, to fall victim as well. Understanding this risk allows companies to take preemptive steps to help protect themselves. In addition to vendor consolidation, understanding your vendor’s security level and keeping up with security best practices will help prevent a breach. A least privilege model and data encryption will help keep you resilient if a breach does occur.

The final post of this RaaS Series will cover the aftermath of an attack, including the steps often taken to bring encrypted infrastructures back up and running, how victims engage in negotiations, and the legal issues that often follow. Keep an eye out for this installment, as it will also provide additional security tips to help protect your company from a ransomware attack.

If you haven’t already, please visit our recent Danger for Data series, which focused on potential security vulnerabilities in an enterprise’s back-end and business sides, as well as how your team can mitigate these risks. To learn more on how you can take action now and protect your data while in motion, visit https://datamotion.com/tour-services/.

Be Sure to Read the Other Parts of This Series:

Sources and Additional Reference Reads

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The Rise of Ransomware as a Service 1024 432 Team DataMotion

The Rise of Ransomware as a Service

From the attacks on SolarWinds to the JPS Meat Packing Company, the threat of a cyberattack has been democratized. Enterprises both large and small, across industries, have reported attacks and ensuing business disruptions, financial losses, and damaged reputations. In this article, the first of a three-part series on the rise of ransomware, we’ll cover what Ransomware as a Service (RaaS) is, the key players, what is being done to combat future attacks, and if your enterprise could be a target. (Hint: The answer is probably yes.)

What Is Ransomware as a Service?

What exactly is Ransomware as a Service (RaaS)? You can think of it as the sinister twin of Software as a Service (SaaS). Just like Salesforce sells its CRM software for customers to utilize, cybercrime organizations are now offering ransomware in a similar vein. In short, organizations that have built malicious software are now offering the technology to others for a profit. Scary, right? With malicious software for sale, groups with fewer technical resources and those who want a solution without the work of building one themselves, are now able to gain the same hacking abilities as the large and sophisticated groups that spent years cultivating software to exploit system weaknesses and lock down network-wide data.

RaaS is Rising. Quickly.

This malicious new industry is on the rise. According to a Gartner report, 27% of all malware incidents in 2020 were a result of ransomware. There are a few possible reasons why. One reason is that this is an incredibly profitable venture–many companies opt to pay their attackers, as this is often the fastest route to get their systems back up and running. Another reason could be that in addition to profit, malicious software is now more readily available through Ransomware as a Service (RaaS). The more organizations with access to malicious software, the larger the number of attacks launched at corporations per year will be.

Who Are the Main Players?

Throughout the years, we have seen many cybercrime groups come and go, often dismantling and regrouping under a new name to avoid detection. Two of the most notorious hacking groups, often in the news today, originate from Russia; REvil and Darkside.

REvil, which stands for Ransomware Evil, was behind the Memorial Day weekend attack on the meat processing company JBS, and the attack that targeted Kaseya VSA servers right before the Fourth of July holiday. Kaseya provides IT management solutions for MSPs and IT teams; many customers of Kaseya with on-premise VSA servers were also affected by the attack.

Darkside has claimed credit for a number of cyberattacks globally, but their most recent claim was the attack on Colonial Pipeline. This attack resulted in major disruptions of US oil distributions to southeastern states, causing gas and oil shortages in the area, and attracting the unwanted attention of the US government.

Both organizations have gone dark since their latest attacks. Darkside shut down their sites due to pressure stemming from the attention of the US government, but uncertainty surrounds the reason why REvil’s sites went down. Experts believe that the two groups will also appear again, next time under new names.

What is Being Done?

As a result of these high-profile attacks, many organizations are investing the necessary resources to train their employees on better security practices, and build their cybersecurity stack. From CASBs, secure data transfer solutions, SIEMs, endpoint protection and more, security is fast becoming a top priority to help combat looming cyber assaults from RaaS. In addition to building their own protection, many organizations are looking to the government for help.

One of the government’s responses to these recent cyberattacks was to create the Ransomware and Digital Extortion Task Force. The goal of this task force is to bring the full weight and resources of the Department of Justice (DOJ) in response to new attacks on US companies. As many other organizations have done, Colonial Pipeline decided to pay the ransom needed to quickly bring their servers back up on May 8th. The task force was able to recover roughly 2.3 million dollars (almost half of the payment made to Darkside) which added to the mounting pressure the attackers were facing.

Who is a Target?

According to the Cybersecurity and Infrastructure Security Agency, DarkSide has publicly stated they “prefer to target organizations that can afford to pay large ransoms instead of hospitals, schools, non-profits, and governments.” Cybercrime groups will also do their diligence to identify corporations with ransom insurance, or finances earmarked specifically for that purpose. While larger enterprises are currently the favorite for cyberattacks, smaller organizations also fall victim; however, the ransom amount demanded of smaller entities tends to be significantly lower than that of larger organizations.

In the next part of the Ransomware as a Service series, we will focus on how ransomware attacks have succeeded in the past, and discuss actionable steps to help protect your organization now and in the future. In the meantime, we invite you to visit our Danger for Data series, which focused on potential security vulnerabilities in an enterprise’s back-end and business sides, as well as how your team can mitigate these risks. We also invite you to learn more about the security-first zero trust strategy, and how DataMotion employs this model to help keep your organization’s data safe from would-be thieves while in transit.

To learn more on how you can take action now and protect your data while in motion, visit https://datamotion.com/tour-services/.

Be Sure To Read the Other Parts of This Series:
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Danger for Data, Part Three: Remedies for Risk 736 310 Bob Janacek

Danger for Data, Part Three: Remedies for Risk

In the first two installments of our “Danger for Data” series, we covered the risks of data breaches and where they live in an organization, focusing on both the IT side and the business side.  It’s clear — the question isn’t whether a breach will occur but when. Our mission now is to equip you with the tools to safeguard your data fortress.

In this third installment, we’ll reveal various strategies, outlining how to prevent a data breach, shield your company from security threats and, in some cases, significantly improve efficiency in existing workflows and daily tasks. Discover bring your own device (BYOD) security best practices and why due diligence is critical to your security strategy.

How to Protect Your Company From Cyberattacks

You can prevent security threats and defend your business with various effective strategies, from securing legacy systems to prioritizing security measures at every stage to outsmart potential breaches. By adopting these approaches, you empower your defense against cyber perils, fortify your data fortress and ensure your business’s safety and success.

Employee Training and Awareness

Your employees are the first line of defense against cyber threats. It’s essential to equip them with the knowledge and awareness to identify and respond to potential risks. Employee training and awareness programs help cultivate a security-conscious workforce that recognizes phishing attempts, practices safe browsing habits and understands the importance of safeguarding sensitive data.

Regular training sessions and interactive simulations make your team a formidable barrier against data breaches. By nurturing a culture of vigilance and accountability, you foster an environment where every staff member actively contributes to protecting your company’s digital assets. Employee training and awareness prevent breaches and elevate your organization’s cybersecurity posture.

Fortifying Legacy Systems

Navigating the challenges of legacy systems doesn’t have to be a puzzle. While replacing them entirely might seem overwhelming, there are effective ways to safeguard your aging infrastructure. These systems, often resistant to change, require tailored approaches for security. The first thing to do is patch the legacy system to bring it up-to-date and fix known vulnerabilities.

Consider secure data exchange platforms to integrate legacy systems seamlessly into modern workflows or quarantine them to minimize network exposure. While this is certainly not an exhaustive list of your options, it does provide an excellent place to start so you can begin formulating your strategy to safely extend the value of these systems.

Smart Permissions and Protocols

Permissions and protocols are critical throughout an enterprise on both the IT and business sides. By establishing expectations and guidelines, leaders in any department can mitigate the risk of a data breach from several factors, including malice and carelessness.

Consider your development team’s data permissions — a pivotal aspect that’s often underestimated. While granting broad access may seem expedient, this leniency can backfire. All it takes is just one employee making a mistake or one intelligent thief sneaking in. Opt for a “need-to-know” approach, assigning permissions only to those essential to specific folders. Regularly audit and update permissions, ensuring restricted access remains a constant practice. Additionally, organize your data so the folders match people’s roles, ensuring only the necessary data is exposed to them.

What’s outlined above is very similar to a strategy called “zero trust.” At its core, zero trust is an internal-facing security strategy focused on hypervigilance around systems, information access and who is on your systems. A good example is White House security — someone might be a vetted, trusted entity, but that doesn’t mean they should have full access to your networks or systems.

Similarly, in a BYOD setup, strict expectations and security measures must be woven into a comprehensive policy. Determine eligibility, acceptable devices — such as laptops, desktops, smartphones and tablets — data access rights and ownership protocols to create an airtight defense. Still, it’s important to note that applying BYOD policies have pros and cons. This policy may reduce business costs and increase employee efficiency. However, it can also make your enterprise vulnerable to a data breach if you do not put forth expectations and appropriate security measures as part of a comprehensive policy.

Here are a few things to consider when embarking upon a BYOD program:

  • Who is eligible to participate?
  • What are the recovery procedures if the device is lost/stolen?
  • What are acceptable devices and operating systems?
  • Who has access to what company data?
  • What is the ownership of information on each device?
  • What constitutes appropriate use?
  • Adopting a zero-trust strategy.

Thorough Due Diligence

In cybersecurity, taking the time for meticulous due diligence is a non-negotiable step toward safeguarding your company’s digital landscape. Whether you’re integrating an API into your solution or evaluating potential vendors, each decision carries weight in fortifying your defense against data breaches.

Suppose you’re considering using an API as part of your organization’s solution. In that case, you’ve likely already done some research to determine the type of API you need, potential vendors and whether or not they have ample documentation. You may have even looked into the security of the APIs you’re considering using — and if you haven’t, you should.

As I mentioned in part one of this series, choosing an API with SSO authentication, strong encryption and rate limits are a few good factors to look for that will reduce your risk of a breach. However, it’s equally vital to scrutinize the level of support you’ll receive. Probe into the specifics and ask questions like:

  • What kind of support will they provide?
  • Who is responsible for updates and bug fixes?
  • Can you try a free version of the API to see how it works with your existing systems before committing?

Exploring these dimensions ensures a well-rounded understanding before you commit.

Protect Your Data in Motion

When evaluating the security of your organization’s data exchange solutions, internal and external threats pose challenges that demand a united front from your IT and business teams. In an era of heightened security stakes and evolving compliance demands, aligning your organization’s goals with IT-driven secure exchange solutions becomes imperative.

Here are a few examples of why the business should work with IT for better secure exchange solutions:

  • The ghost in the fax machine: Traditional fax machines may seem innocuous, but they harbor a lingering risk. Confidential client data and critical account information can be easily accessed from their memory, posing a perpetual threat. And the “private” data you send often sits in plain view in the middle of the recipient’s office.
  • “Confidential” is a canard: Consider this — you send an email or receive an automated message after a client updates their account. It might have had a bold “Confidential” in the subject and a promise of confidentiality in the signature. But these so-called “security measures” are akin to those “Do Not Remove Under Penalty of Law” tags on new pillows — ineffective. Unless you sent that information via an encrypted, secure exchange method, your message is anything but secure or compliant. Encryption can make your information truly confidential and therefore useless to a potential thief, who would have been better off stealing pillows.
  • Stumbling around security: A clunky interface or the requirement of more than a couple of steps to exchange information securely is a surefire way for your security system to hinder productivity and for people to bypass it to get work done. This causes well-meaning employees to lead the business into a nasty data breach.

There are simple, secure exchange options that won’t burden your development team or blow your budget — with some even designed to accelerate your business. For example, to provide a seamless, productive and secure experience for your customers, clients and employees, consider adding secure exchange into the systems they already use. With modern REST APIs and secure protocols, your development team can quickly embed message center functionality to allow easy, secure digital exchanges between your customer-facing apps and internal customer service systems.

For a turnkey option, consider implementing a pre-built secure mailbox. With a secure email content filter, you’ll have a secure system that scans every email and attachment your organization sends for sensitive information. The filter will automatically encrypt messages when necessary — thus, protecting your enterprise against human errors.

Or going back to those legacy systems that send out automated emails and documents containing sensitive customer information — remember to protect those exchanges with integrated secure message delivery functionality. The best part about all of these options? None involve rip-and-replace or require building a secure exchange solution from scratch. Simply evaluate your current solutions and processes, determine what kind of solution is best for your organization and then adopt your chosen solution where necessary.

Prioritize Security From the Start

Simply put, when your organization deals with sensitive customer, client or patient information, security should always be top of mind. In fact, in recent years, there’s been a push for developers to “shift left” and move security testing earlier in software development cycles.

According to Google, this concept’s rationale is that a security flaw typically results from several interacting factors rather than a single error. By moving security testing to the beginning and throughout the development cycle, developers can detect faults earlier and fix them in smaller batches rather than en masse at the end of the process. In short, operating with a “security-first” mindset results in secure systems and better efficiency.

This mindset extends to your enterprise’s business side, encompassing staff security training and multifactor authentication (MFA). MFA, which includes robust passwords and additional authentication steps, is the primary defense for safeguarding critical data stored in employee emails, messaging systems and other accounts.

Training your staff on creating a password is a big step toward improved security. Staff should create strong passwords that mix numbers, symbols and upper and lower-case letters — ideally avoiding commonly-known cues such as a birthday or a pet’s name. Here are a few tips on creating — and remembering — strong passwords.

Regular Security Audits

Regular security audits are like giving your company’s data a protective shield. These audits involve systematic reviews of your systems, processes and protocols to identify vulnerabilities and potential weak points. By doing so, you can proactively detect and address security gaps before they become entry points for cyber attacks.

Think of security audits as your digital insurance policy. They ensure that your organization’s defenses remain up-to-date and effective against evolving threats. Regular checks provide valuable insights, helping you stay ahead in cybersecurity.

Safeguarding Your Data With DataMotion

In the dynamic landscape of data security, knowing how to prevent security threats is a necessity. Throughout this series, we’ve unveiled actionable remedies to fortify your defenses and navigate the complex realm of cyber threats.

Take control and champion a security-first approach with DataMotion’s secure exchange solutions. We reduce complexity and costs, providing you with a secure communication experience tailored to your needs. Our mission is to empower your business and ensure we handle your data with the utmost care.

Safeguarding sensitive information is no longer a daunting task — it’s an opportunity to enhance your organization’s efficiency and customer satisfaction. With the new DataMotion app, you can securely scan and share documents on the go.

Be sure to read the other parts of this series:

Updated September 8, 2023

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Danger for Data, Part Two: Seven Pain Points in Your Processes 786 310 Bob Janacek

Danger for Data, Part Two: Seven Pain Points in Your Processes

As the old saying goes, there are two certainties in life: death and taxes. And if your organization deals with exchanging sensitive information, you can add data breach to that list.

Data breaches occur at an alarming rate, their causes ranging from high-profile cyberattacks, to breakdowns in workflow, to simple human error. No matter the cause, the effects of a breach can be disastrous to an organization and careers alike. While most modern, high-profile breaches are tech-heavy, a breach is not solely the IT department’s problem. To the contrary—according to a Gartner report, it is predicted that by 2024, 75% of CEOs may be held personally liable for a data breach. While a CEO may not be directly responsible for a breach, per se, this is an instance of a one-way train ticket to Accountability-ville. All aboard, including senior management! *train whistle, leaves the station*

While not every breach will make front page headlines or the 24-hour cable news cycle, organizations should expect a breach at some point and plan a defensive strategy. As I mentioned in the previous installment of this series, it is not a question of if a breach will occur, but rather, where and when.

In this installment of the Risk of a Data Breach series, I’ll focus on costs of a potential breach, and where analysts and operations can evaluate potential risks within their business, notably the people and processes associated with the exchange of sensitive data and documents.

School is in Session

Let’s start with the definitions of a hack versus a breach. The two may seem like the same thing, but there are important nuances. A hack is an intentional, malicious attack against your IT systems by a third party with the intent of stealing and selling information, blackmail, or some other self-serving use. A breach (which can result from a hack) occurs when information is left unsecured, exposing your data and documents to unauthorized viewers both internally and potentially the outside world. This article will focus on the latter.

The Business End of a Breach

The average cost of a breach is in the millions, with healthcare leading the way in bearing the highest breach-related costs, $7.1 million on average. The cost of a data breach for a business extends well beyond additional budgeting for the IT department. Immediate costs include enormous legal fees and regulatory fines (particularly for issues such as a HIPAA violation). Additionally, costs add up over time with the risk of lost current and future revenue stemming from bad PR and a loss of customer trust. You might think you are covered with insurance, but think again. Insurance payments typically only cover $500,000-$5 million per incident. If costs exceed your coverage limit, the business is responsible for the rest. Case in point:  check out the fines associated with GDPR violations. Google doled out a cool 50 million Euros in 2019 for GDPR violations. That might be pocket change for an entity such as Google, but it is still a significant amount for most companies. To add insult to financial injury, after a particularly high-profile breach, a company might be associated with the breach rather than for the products and services they offer. Two examples of this are Target and Uber.

With high stakes for your reputation and bottom-line, as well as for the overall ethics of keeping sensitive data protected, reducing your business’ risk of a data breach is an enterprise-wide responsibility.

The Root of the Matter

A data breach has causes other than sloppy code, network loopholes, or poor defenses against malware. There are many other ways that data can make its way out of your organization and into public view. Knowing the processes that exist in your business that are at a greater risk of a data breach is step one towards increasing your organization’s security.

Unsecure Exchange Methods Some of our most tried-and-true communications methods no longer cut it. One example is the fax machine. Faxing may have been cutting-edge technology back in 1843 when Alexander Bain developed the first prototype, but no more. Not only do fax machines transmit unencrypted data over a public network, but their output is often in the open. Another example is your organization’s not-entirely-secure enterprise email system. Yes, access to mailboxes is password-protected, but does it encrypt sensitive messages and documents in ways that your employees and customers want to use?

Password Factors Password protection is great, except when it isn’t. While weak passwords are a problem, according to Windows Central, the majority of account hacks result not just from weak passwords but also from the lack of two-factor authentication. Essentially, because a password was the only line of defense, a hacker was able to grab that password and access a system because they only needed one form of identification.

Access Who should have access to your data and who really does? If you’re not employing a Zero Trust policy, you may be leaving the vault door wide open for stolen or compromised data, whether in the case of malicious intent or simple human error.

BYOD Policies Even before the meteoric rise in employees clocking in from home, a number of organizations allowed staff to use their own devices in addition to (or instead of) company devices—often with no accompanying user policy or documented expectations. Any device where employees conduct both personal and company business can compromise security, including that of sensitive data and documents. In addition to company-sanctioned devices, auxiliary devices, such as thumb drives, may be compromised, offering another hole for your data to escape.

Human Error People make mistakes—it’s a fact of life. An unattended laptop may result in device theft and access to data—especially if data was saved locally. Sometimes, a document is sent to the wrong email address or fax number. Speaking of common errors, who among us has never left a faxed/copied document on the machine, allowing others to see that confidential data? (And people look. Even if they say otherwise.)

Easy Way Around Security In addition to the common human errors I just described, employees may engage in less-than-secure practices to save time. For instance, if an employee has a full plate and deadlines, they may opt for the path of least resistance, particularly if your organization’s secure exchange and storage methods have a clunky interface. You can bet on shortcuts if exchanges require additional steps such as logging into separate portals.  Like the sand in an hourglass, so slips security protocol.

“But We’ve Always Done it this Way”

The above phrase is highly dangerous to an enterprise for a myriad of reasons. In addition to stifling new ideas and workflows, resting on your BWADITW laurels can set your organization up for terrific security failures. This attitude enables the above risk elements I described;  in particular, continuing with exchange methods that are not secure or inconvenient, such as regular emails simply marked “confidential” and multiple portal logins for secure message and document exchange. Resting on laurels might indicate that management is asleep at the wheel, not anticipating or planning for potential human errors and breakdowns in workflow. BWADITW invokes the meme of the dog surrounded by flames, sipping on coffee and saying “this is fine”.  This attitude impedes the case for research and investment in systems upgrades, including a secure exchange system that does more than just tick a compliance checkbox and actually gets used.

This approach to cybersecurity is a whole lot o’ nope.*

Just because your organization hasn’t had a data breach yet doesn’t mean the risk isn’t there. Integrating data protection in ways that are most natural to your employees, systems, customers and partners ensures that your information security strategy becomes part of your data exchange workflows. While a secure exchange method might not prevent a breach, implementing one that gets in the way of workflows, productivity and customer experience will elevate the chance that simpler, non-secure methods of exchange will be used, greatly increasing your risk of a hack or data breach. If hackers and thieves cannot decipher the content, then they cannot use or sell the data, making it useless.

We’ve now discussed where the risks of a data breach lie within your organization, both on the IT and business sides. In the next installment of this series, we’ll explore how your organization can improve secure exchange practices and avoid both the risk of a data breach and the compliance nightmares that can accompany these events.

Be Sure To Read the Other Parts of This Series: