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How do you securely share files with someone?

Securely sharing files with someone is a critical task in today’s digital world. With the ever-increasing risk of data breaches, it is essential to ensure that your files are shared in a secure manner. We will discuss the various methods of securely sharing files with someone.

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Encrypted File Transfer Services (OpenPGP, SFTP, TLS/SSL)

Pros: Communication between two parties is encrypted.

Cons: Requires set up from both parties; not quick to deploy

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A very secure way to share files with someone is through an encrypted file transfer service. An encrypted file transfer service uses advanced encryption technology to protect the data being transferred from unauthorized access or manipulation. These services are often used by businesses to securely send confidential files between employees, customers, and partners. Some of the most popular encrypted file transfer services include OpenPGP, Secure File Transfer Protocol (SFTP), and TLS/SSL encryption. An important point to consider is that when securing data-in-transit the file itself doesn’t have encryption at rest and these protocols require both parties to be set up properly for the transfer to work.

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Cloud Drive Sharing

Pros: Solution is native to the existing environment if files are already in the cloud; No setup required for the second party

Cons: Files not individually encrypted; difficult to track links after they’re created

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Another way to securely share files with someone is by using a cloud storage service. Cloud storage services such as Dropbox, Google Drive, and OneDrive provide users with secure online storage for their documents and other types of files. These services use strong encryption protocols that protect the data stored in their servers from unauthorized access or manipulation. Additionally, many cloud storage services offer additional features such as version control and two-factor authentication for added security. 

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Encrypted Messaging Services

Pros: Send file attachments as easily as sending a message

Cons: Not designed for a large number of file transfers

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If you need to share sensitive information with someone but don’t want it stored on any third-party servers or computers, you can use an end-to-end encryption service such as Signal or WhatsApp for Business. End-to-end encryption ensures that only the sender and receiver can read the message being sent since all messages are encrypted before leaving either party’s device and decrypted once it reaches its destination device. This means that even if someone were able to intercept the message being sent between two parties, they would not be able to read its contents since they would not have access to either party’s private key needed for decryption purposes. 

In conclusion, there are several ways that you can securely share files with someone depending on your needs and security requirements. The most secure method is usually an encrypted file transfer service such as OpenPGP, SFTP, or Phalanx which uses advanced encryption technology to protect your data from unauthorized access or manipulation while in transit over the internet. 

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How does Phalanx help securely share files?

Pros: Files are individually encrypted; File access is tracked; Solution integrates into the existing environment; No setup required for the second party

Cons: Not designed for chat messaging 

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Phalanx was designed to securely share files in the easiest way possible using existing tools. The solution overlays on top of existing solutions (such as cloud storage) and enables users to share files without sacrificing security or productivity. You can learn more about Phalanx here or contact us to watch a quick demo.

No matter which method you choose for securely sharing your files with someone else, always remember that security should be your top priority when dealing with sensitive information online!

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In the digital age, where data breaches are frequent and often catastrophic, the role of human error in cybersecurity cannot be overlooked—especially in industries handling sensitive information, such as financial services and accounting. For small and medium-sized businesses (SMBs), the stakes are particularly high.

A single mistake can lead to significant financial losses, erode customer trust, and attract regulatory penalties. As we delve deeper into this critical topic, the importance of understanding and mitigating human error becomes apparent, underscoring the need for stringent, proactive measures in safeguarding data.

While technology continues to evolve, bringing sophisticated solutions to counter cybersecurity threats, the human element remains a persistent vulnerability. Employees—whether through lack of awareness, insufficient training, or simple negligence—can unintentionally become the weakest link in the security chain.

Recognizing this, it’s crucial for SMBs to implement comprehensive strategies not only to educate their workforce but also to limit the potential for human error through robust cybersecurity frameworks.

Exploring the Role of Human Error in Cybersecurity Breaches

Though technology has become increasingly sophisticated, human error remains a significant vulnerability within the cybersecurity framework of many small and medium-sized businesses. In our experience, cybersecurity isn’t only challenged by complex hacking techniques but often falters at much simpler human mistakes.

These errors can range from mismanaged access privileges to poor password practices, all opening doors for cyber attackers. We’ve seen firsthand how a singular negligent action can unleash consequences that ripple through an entire organization, exposing sensitive data and jeopardizing client trust. By understanding that humans are often the weakest link in cybersecurity chains, businesses can begin tackling security comprehensively, ensuring that each layer of their defense does not overly rely on perfect human behavior.

Establishing ongoing training programs that encompass the latest in cybersecurity threats and prevention strategies is instrumental. We emphasize creating a culture where security is everyone’s responsibility, not just the IT department’s. Regularly updated training helps demystify complex security issues, making it easier for every team member to understand the impact of their actions and how best to uphold security protocols. This cultural shift doesn’t happen overnight. It requires commitment across all levels of an organization but ultimately helps reduce the incidence and impact of human errors in cybersecurity.

Common Types of Human Errors and Their Impact on Data Security

Human error in cybersecurity can manifest in various forms, commonly observed as shared passwords, misplaced devices, accidental deletions, or misconfigured settings. It’s essential to analyze these errors not as isolated incidents but as indicators of needed systemic improvements in an organization’s cybersecurity practices. Each type of error tells us something different about the vulnerabilities in a system and guides where to tighten protocols or enhance training.

1. Password Mismanagement: Often, employees use weak passwords or the same passwords across multiple platforms. This habit can turn a single compromised password into a gateway for wider network access.

2. Misdirected Emails: Sending sensitive information to the wrong recipient may seem like a minor slip, but it can lead to significant data breaches.

3. Unauthorized Information Sharing: Whether accidental or due to ignorance of policy, employees sometimes share confidential data improperly. This kind of spillage can be particularly damaging in sectors dealing with sensitive client data, like financial services.

4. Misconfigured Security Settings: Employees might disable security tools to increase convenience or wrongly configure settings, leaving systems vulnerable.

By understanding these common errors, we can craft targeted strategies to mitigate these risks, thereby enhancing the overall security posture of a firm. This approach involves not only training to improve individual behaviors but also implementing technological solutions that reduce the chances of these errors leading to significant breaches.

Best Practices for Minimizing Human Error in Cybersecurity

At our core, we are committed to promoting and implementing best practices that actively reduce human error within the cybersecurity frameworks of small and medium-sized businesses. Training is essential, but it’s only part of the solution. We extend our focus into integrating automated systems and employing advanced technologies that significantly decrease the likelihood of human error leading to security breaches.

Firstly, we advocate for the extensive use of automation wherever feasible. Automated security protocols handle repetitive tasks with precision, removing the risk of fatigue-related errors. From automatic backups and synchronized updates to advanced threat detection systems, these solutions ensure that critical protections are always operational and up-to-date.

Furthermore, role-based access control systems are especially effective in minimizing internal threats, ensuring that employees can only access essential data pertinent to their roles, thereby reducing the risk of accidental or unauthorized data exposure.

Next, periodic audits and real-time monitoring systems serve as overarching safety nets, ensuring no anomaly goes unnoticed. By continually scanning for irregularities, such as unusual access patterns or unapproved data sharing, these systems can flag issues before they escalate into serious threats. This proactive approach is invaluable in maintaining a secure data environment, essential for businesses handling sensitive financial information.

Implementing Zero Trust Principles to Mitigate Human-Related Risks

Embracing Zero Trust principles has become a cornerstone of our approach to cybersecurity, particularly effective in mitigating risks associated with human error. Zero Trust is grounded in the philosophy of “never trust, always verify,” a principle that aligns perfectly with today’s need for rigorous data protection in an environment where threats can arise from any vector.

Implementing Zero Trust involves a comprehensive shift in how security is structured: every access request, whether made by an insider or an outsider, must be fully authenticated, authorized, and encrypted before being granted. By reducing dependence on perimeter-based security models, which assume trust once inside the network, Zero Trust minimizes the impact of potentially compromised credentials or insider threats.

To operationalize Zero Trust, we focus on several key technologies and strategies. Multi-factor authentication (MFA) is deployed across every access point to ensure that user credentials are not solely reliant on passwords. We also segment networks and enforce strict access controls and encryption to secure sensitive data in transit and at rest. Moreover, through continuous monitoring and behavioral analytics, we can detect and respond to irregular activities in real-time, ensuring rapid mitigation of any potential threats.

Final Thoughts

Navigating the complexities of cybersecurity, particularly in fields as sensitive as accounting and financial services, requires a vigilant, multi-faceted approach. Human errors, while a natural part of the human condition, can be significantly mitigated through well-thought-out strategies incorporating education, technology, and comprehensive security frameworks like Zero Trust.

By fostering a culture of continuous learning and adopting advanced security technologies, businesses can protect their valuable data from external threats and internal vulnerabilities.

At Phalanx, we understand that securing your business is about more than just defending against attacks. It’s about building a security-conscious culture where advanced technology and informed personnel work hand in hand to protect the integrity and confidentiality of sensitive information.

Let us help you strengthen your defenses and future-proof your business against the increasing digital age threats. Contact Phalanx today to learn more about how our cybersecurity solutions can provide the protection your business needs.

What is ISO 27001 Compliance?

ISO 27001 is an international standard that outlines best practices and requirements for an effective information security management system (ISMS). It provides a framework for organizations to protect their sensitive data and assets from potential threats and vulnerabilities.

What are the steps to implement ISO 27001 Compliance?

Compliance with ISO 27001 demonstrates that an organization has taken the necessary steps to safeguard its information and is committed to maintaining the security and confidentiality of its data. This can be a valuable selling point for customers and clients who are looking for a trusted partner to handle their sensitive information.

Implementing an ISMS according to ISO 27001 involves several key steps:

1. Conduct a risk assessment to identify potential threats and vulnerabilities to the organization’s information assets.

2. Develop a comprehensive information security policy that outlines the organization’s commitment to protecting its data and assets.

3. Establish a set of processes and controls to mitigate identified risks and ensure that the organization’s information security policy is being followed.

4. Regularly monitor and review the effectiveness of the ISMS to identify areas for improvement and ensure ongoing compliance with ISO 27001.

What are the benefits of having ISO 27001 Compliance?

One of the key benefits of ISO 27001 compliance is that it provides a structured approach to managing and protecting sensitive information. By following the standard’s best practices and requirements, organizations can ensure that their information is secure and that they are prepared to respond to potential security incidents.

Another benefit of ISO 27001 compliance is that it can help organizations to meet regulatory requirements and industry standards. Many industries have specific information security requirements, and compliance with ISO 27001 can help organizations to demonstrate that they are meeting these requirements.

Additionally, ISO 27001 compliance can improve an organization’s overall security posture. By implementing an ISMS according to the standard, organizations can identify and address potential vulnerabilities in their systems and processes, which can reduce the risk of a security incident.

Factors to consider when implementing ISO 27001

Achieving ISO 27001 compliance involves a significant investment of time and resources. Organizations must conduct a thorough risk assessment, develop an information security policy, and implement a range of processes and controls to protect their data and assets. However, the benefits of compliance can be substantial. In addition to improved security and regulatory compliance, organizations that are compliant with ISO 27001 can also gain a competitive advantage by demonstrating their commitment to protecting sensitive information.

To achieve and maintain ISO 27001 compliance, organizations must be prepared to make a sustained effort. This involves regularly reviewing and updating the ISMS to ensure that it remains effective in protecting the organization’s information assets. It is also important for organizations to involve all relevant stakeholders in the process of implementing and maintaining ISO 27001 compliance. This includes not only information security professionals, but also employees, management, and any third-party partners who have access to the organization’s sensitive data.

What are the challenges of implementing ISO 27001?

One of the challenges of implementing ISO 27001 compliance is the sheer scope and complexity of the standard. It covers a wide range of information security topics, including risk assessment, information security policy, access control, physical security, cryptography, and incident management, among others. Developing and implementing an ISMS that covers all of these areas and meets the requirements of ISO 27001 can be a daunting task.

Additionally, maintaining compliance with ISO 27001 requires ongoing effort and attention. The standard requires regular review and update of the ISMS to ensure that it remains effective in protecting the organization’s information assets. This can be a time-consuming process, and it requires the involvement of multiple stakeholders and departments within the organization.

Despite these challenges, the benefits of ISO 27001 compliance make it a worthwhile endeavor for many organizations. In addition to improved security and regulatory compliance, organizations that are compliant with ISO 27001 can gain a competitive advantage by demonstrating their commitment to protecting sensitive information.

It is also important for organizations to involve all relevant stakeholders in the process of implementing and maintaining ISO 27001 compliance. This includes not only information security professionals, but also employees, management, and any third-party partners who have access to the organization’s sensitive data.

Overall, ISO 27001 compliance is an important step for organizations that are committed to protecting their sensitive information and assets. By implementing an effective ISMS according to the standard’s best practices and requirements, organizations can improve their security posture and gain a competitive advantage.

Learn About ISO 27001 Certification and More With Phalanx

To learn more about how Phalanx can help you obtain ISO 27001 certification, contact us for a demo today. 

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In an age where data breaches are becoming all too common, financial services face a unique set of challenges in protecting client information. The shift toward cloud storage solutions offers numerous benefits, including scalability, cost-effectiveness, and accessibility. However, these benefits also come with significant security vulnerabilities that can expose sensitive financial data to cyber threats. As cloud technology advances, the need for comprehensive and robust security measures becomes imperative to protect against potential breaches.

In this article, we’ll delve into why traditional cloud storage can be vulnerable, highlight the advanced security features that every financial firm should consider, and provide you with a practical guide on implementing these robust security measures effectively. By addressing these challenges head-on, we aim to empower financial professionals to make informed decisions about their cloud security protocols, ensuring they meet industry standards and provide peace of mind to their clientele.

Understanding the Vulnerabilities of Cloud Storage in Financial Services

Within the financial services sector, where the security and privacy of client data are paramount, understanding the vulnerabilities associated with cloud storage is crucial. As we transition more of our data storage and management systems to the cloud, recognizing these risks not only prepares us to shield against potential threats but also to uphold our responsibility in protecting clients’ sensitive information. Vulnerabilities in cloud storage commonly stem from inadequate access controls, possibilities of data interception during transmission, and insufficient encryption practices. To mitigate these risks, it’s vital to leverage advanced encryption methods and employ stringent access protocols that ensure only authorized personnel can access the data.

Moreover, the threats aren’t just from external actors. Insider threats, whether unintentional data spillage or malicious intent, pose significant risks to cloud-stored data in financial firms. Enhanced visibility into data access and usage help us understand the ‘who’, ‘what’, and ‘when’ of data interactions, thus providing a clear path to identify and neutralize potential threats internally. Protecting sensitive client data in the cloud requires a proactive approach, emphasizing both the technological solutions and governance policies that restrict data exposure to unauthorized entities.

Key Features of Cloud Drive Security for Protecting Sensitive Data

To effectively protect sensitive data within cloud environments, specific key features of cloud security must be prioritized. First and foremost, end-to-end encryption secures data at all points of its lifecycle, ensuring that files are unreadable to unauthorized users. We utilize powerful encryption standards to maintain data confidentiality, whether the data is in transit or at rest, which considerably diminishes the chance of data theft or exposure during breaches.

Another crucial feature is multi-factor authentication (MFA), which adds an additional layer of security by requiring more than one proof of identity before granting access. By implementing MFA, we drastically reduce the likelihood of unauthorized access, making it significantly more challenging for attackers to compromise our cloud data. Additionally, structured and regular audits of our cloud environments help us track compliance with regulatory requirements and spot anomalous activities indicative of possible security issues. These audits are accompanied by automated alerts that notify of any unusual data access or modification, enabling rapid response to potential threats.

Further, the implementation of role-based access controls (RBAC) ensures that the right individuals have access to appropriate data at the right times. Through RBAC, we effectively minimalize the scope of access to sensitive information, which not only helps in mitigating insider threats but also streamlines the management of data access rights. By integrating these key features into our cloud security strategies, we fortify our defenses and ensure a robust security posture to keep our clients’ sensitive data safe in the cloud.

Step-by-Step Guide to Implementing Enhanced Security Measures

Adopting robust security measures for cloud storage doesn’t merely involve recognizing the potential threats but actively working towards establishing a secure infrastructure. We start by conducting a thorough needs assessment to pinpoint specific vulnerabilities and compliance requirements unique to our business, particularly within financial services where data sensitivity is at its peak. Following this analysis, the next step involves choosing the right technology partners and solutions that align with our objectives to strengthen our defensive posture against both external attacks and insider threats.

Implementing these measures effectively demands careful planning and execution. We prioritize the deployment of end-to-end encryption tools that ensure data is protected both in transit and at rest. Alongside this, launching a comprehensive role-based access control system helps manage who has access to what data, under what circumstances. This approach is supported by ongoing employee training programs focusing on security best practices and safeguarding client information. By integrating these key elements, we lay a solid foundation for securing our cloud storage environments while maintaining high compliance and data integrity standards.

Monitoring and Maintaining Cloud Security: Best Practices for Financial Firms

Continuous monitoring and regular maintenance constitute the backbone of effective cloud security strategies. We employ advanced monitoring tools that offer real-time insights into our cloud activities, allowing us to detect and respond to potential threats promptly. These tools help us maintain a vigilant watch over our sensitive data and act quickly in the event of suspicious activity. Furthermore, regular security audits are conducted to assess the effectiveness of our implemented security measures and to ensure compliance with evolving standards like CMMC/CUI regulatory frameworks.

Conclusion

In today’s digital age, cloud storage security is not just about using the right tools but about creating a culture of security that permeates every level of our organization. At Phalanx, we understand the unique challenges financial services firms face in managing and protecting sensitive client data. Our bespoke solutions are designed to provide not only the most robust encryption and security measures, but also the peace of mind that comes from knowing your data is protected by a comprehensive, compliance-focused security strategy.

Whether you are looking to enhance your existing cloud security measures or starting afresh, our team at Phalanx is equipped to assist you in every step of your security journey. Protect your client data and secure your cloud environments with tailored cloud-secure file transfer solutions that fit your needs. Reach out to us today, and let us help you set your business up for success in a landscape where data security is paramount.

Maximizing Your Data Security Posture: A Comprehensive Guide to DSPM

In today’s digital age, data security is more important than ever. With the increasing amount of sensitive information being stored and transmitted online, it’s crucial for businesses and organizations to have a strong data security posture to protect themselves and their customers. Data Security Posture Management (DSPM) is a process that helps organizations assess and improve their data security posture, reducing the risk of data breaches and other security incidents. In this comprehensive guide, we’ll explore the key components of DSPM and provide practical tips and strategies for maximizing your data security posture. Whether you’re just starting to implement DSPM in your organization or are looking to strengthen your existing efforts, this guide will provide valuable insights and guidance.

Definition of DSPM

Data Security Posture Management (DSPM) is a process that helps organizations assess and improve their data security posture. At its core, DSPM is about identifying potential vulnerabilities in an organization’s data security and taking steps to address and mitigate those risks. This involves a variety of activities, such as encrypting data at rest and in transit, implementing strong passwords and multi-factor authentication, regularly updating software and operating systems, and conducting regular security audits and assessments.

By implementing DSPM best practices, organizations can significantly reduce the risk of data breaches and other security incidents, protecting both their own interests and those of their customers. DSPM is an ongoing process that requires continuous monitoring and improvement, as the threat landscape is constantly evolving and new vulnerabilities can emerge at any time. By staying vigilant and proactive in their data security efforts, organizations can ensure that they are well-equipped to handle any potential threats and maintain the trust of their customers.

Importance of data security in today’s digital age

Data security is more important than ever in today’s digital age. With the increasing amount of sensitive information being stored and transmitted online, the risk of data breaches and other security incidents is constantly growing. These types of incidents can have serious consequences for both individuals and organizations, including financial losses, damage to reputation, and legal liabilities.

In the past, data security was primarily a concern for large businesses and organizations. However, with the proliferation of the internet and the increasing reliance on digital tools and systems, even small businesses and individuals are at risk of data breaches and other security incidents. From personal financial information to confidential business documents, the amount of sensitive data that is vulnerable to cyber threats is vast and constantly growing.

As a result, it’s crucial for businesses and organizations of all sizes to take steps to protect their data and secure their systems. This includes implementing strong data security posture management (DSPM) practices and staying vigilant about potential threats. By doing so, organizations can reduce the risk of data breaches and other security incidents, and protect the interests of themselves and their customers.

Overview of what will be covered in the guide

In this comprehensive guide, we’ll be exploring the key components of data security posture management (DSPM) and providing practical tips and strategies for maximizing your data security posture. We’ll start by examining the importance of data security in today’s digital age and the various threats that organizations face. We’ll then delve into the process of understanding your data security posture, including how to identify potential vulnerabilities and assess the risks associated with them.

Next, we’ll cover the best practices for implementing DSPM in your organization, including techniques like encrypting data at rest and in transit, implementing strong passwords and multi-factor authentication, and regularly updating software and operating systems. We’ll also discuss the importance of protecting against insider threats, such as employees who may accidentally or intentionally compromise data security.

Finally, we’ll cover the importance of having a plan in place for responding to data breaches and other security incidents. This includes notifying relevant parties, such as law enforcement and customers, and implementing additional security measures to prevent future breaches.

Throughout the guide, we’ll provide real-world examples and case studies to illustrate the concepts and techniques discussed. Whether you’re just starting to implement DSPM in your organization or are looking to strengthen your existing efforts, this guide will provide valuable insights and guidance.

Understanding Your Data Security Posture

Before you can effectively improve your data security posture, it’s important to first understand your current situation. This involves identifying potential vulnerabilities in your data security and assessing the risks associated with them. In this section, we’ll explore the steps you can take to understand your data security posture and develop a plan to address and mitigate any risks. By taking the time to understand your current data security posture, you’ll be better equipped to make informed decisions about how to improve it.

Identifying potential vulnerabilities in your data security

Identifying potential vulnerabilities in your data security is an essential step in the process of understanding your data security posture. There are many different types of vulnerabilities that organizations may face, including technical vulnerabilities (e.g. software vulnerabilities, unsecured networks), process vulnerabilities (e.g. weak passwords, insufficient access controls), and people vulnerabilities (e.g. insider threats, phishing attacks).

To identify potential vulnerabilities, it’s important to take a comprehensive approach that examines all aspects of your organization’s data security. This may involve conducting a security audit or assessment, which involves reviewing your systems and processes to identify any weaknesses or vulnerabilities. This can be done in-house or by hiring a third-party security firm to conduct the audit. Other ways to identify potential vulnerabilities include monitoring for unusual or suspicious activity, regularly reviewing and updating your security policies and procedures, and staying up-to-date on the latest security threats and trends.

By identifying potential vulnerabilities in your data security, you’ll be better able to assess the risks associated with them and develop a plan to address and mitigate those risks. This is a crucial step in the process of maximizing your data security posture.

Assessing the risks associated with these vulnerabilities

Once you have identified potential vulnerabilities in your data security, the next step is to assess the risks associated with them. This involves evaluating the likelihood of a particular vulnerability being exploited, as well as the potential impact if it were to be exploited. For example, a vulnerability that is easy to exploit and has the potential to compromise a large amount of sensitive data would be considered a high risk, while a vulnerability that is more difficult to exploit and has a smaller potential impact would be considered a lower risk.

There are several methods you can use to assess the risks associated with potential vulnerabilities. One common method is the use of a risk matrix, which plots the likelihood of a vulnerability being exploited against the potential impact if it were exploited. This can help you prioritize your efforts and allocate resources appropriately. Other methods include conducting a risk assessment using formal risk assessment frameworks, such as the ISO 27005 standard, or using a risk assessment tool to automate the process.

By thoroughly assessing the risks associated with potential vulnerabilities, you’ll be able to make informed decisions about how to address and mitigate those risks. This is an essential step in maximizing your data security posture and protecting your organization and its customers.

Developing a plan to address and mitigate these risks

Once you have identified potential vulnerabilities in your data security and assessed the risks associated with them, the next step is to develop a plan to address and mitigate those risks. This involves prioritizing your efforts based on the level of risk and determining the most effective measures to take to reduce that risk.

There are a variety of measures you can take to address and mitigate the risks associated with potential vulnerabilities, depending on the specific nature of the risk. These may include implementing technical controls, such as encryption or secure network protocols; updating and/or patching software and operating systems; implementing strong passwords and multi-factor authentication; and establishing security policies and procedures for employees.

It’s important to involve key stakeholders in the process of developing a plan to address and mitigate risks. This may include IT staff, security professionals, and business leaders, depending on the scope of the plan and the resources required to implement it. By involving relevant parties in the planning process, you’ll be able to get input and buy-in from those who will be responsible for implementing the plan.

Finally, it’s important to regularly review and update your plan to ensure that it remains effective and relevant. As the threat landscape evolves and new vulnerabilities emerge, your plan should be adjusted to reflect these changes and continue to protect your organization and its customers.

Implementing DSPM Best Practices

Once you have a plan in place to address and mitigate the risks associated with potential vulnerabilities in your data security, the next step is to implement DSPM best practices to strengthen your data security posture. In this section, we’ll explore a variety of best practices that can help you maximize your data security posture and reduce the risk of data breaches and other security incidents. By implementing these practices, you’ll be better equipped to protect your organization and its customers from cyber threats.

Encrypting data at rest and in transit

Encrypting data at rest and in transit is an important best practice for data security posture management (DSPM). Encrypting data at rest means protecting data when it is stored, such as on a hard drive or in a database. Encrypting data in transit means protecting data when it is being transmitted over a network, such as the internet.

There are several benefits to encrypting data at rest and in transit. First and foremost, it helps protect the confidentiality of sensitive data, as it makes it much more difficult for unauthorized parties to access or read the data. Encrypting data can also help protect the integrity of the data, as it can detect any attempts to modify the data and prevent them from being successful. Finally, encrypting data can help protect against unauthorized access to systems, as it can prevent attackers from using stolen credentials to gain access to data or systems.

There are many different encryption technologies and methods available, and choosing the right one will depend on your specific needs and requirements. Some common methods include symmetric key encryption, asymmetric key encryption, and hash functions. It’s important to carefully evaluate your options and choose an encryption method that is appropriate for your specific needs.

Implementing strong passwords and multi-factor authentication

Implementing strong passwords and multi-factor authentication is another important best practice for data security posture management (DSPM). Strong passwords are essential for protecting access to systems and data, as they can help prevent unauthorized access by hackers and other malicious actors. However, many people tend to use weak, easily guessable passwords, making them vulnerable to attacks.

To create strong passwords, it’s important to use a combination of upper and lower case letters, numbers, and special characters. Avoid using personal information or common words that could be easily guessed, and consider using a password manager to generate and store strong, unique passwords for different accounts and systems.

In addition to using strong passwords, implementing multi-factor authentication can further enhance the security of your systems and data. Multi-factor authentication (MFA) involves using multiple methods to verify a user’s identity before granting access to systems or data. This might include something the user knows (e.g. a password), something the user has (e.g. a security token), or something the user is (e.g. biometric information). By requiring multiple factors for authentication, MFA can significantly reduce the risk of unauthorized access to systems and data.

Regularly updating software and operating systems

Regularly updating software and operating systems is another important best practice for data security posture management (DSPM). Software and operating system updates often include security patches that fix vulnerabilities that could be exploited by hackers and other malicious actors. By failing to update your software and operating systems, you leave your systems and data vulnerable to attacks.

It’s important to regularly check for updates and install them as soon as they are available. Many software and operating systems have automatic update functionality, which can make it easier to stay up-to-date. However, it’s still important to review the updates and ensure that they are appropriate for your organization’s needs. In some cases, it may be necessary to perform testing or other preparations before installing updates, particularly for critical systems.

In addition to installing updates, it’s also important to keep track of the software and operating systems that are in use within your organization. This can help you identify any outdated systems that may need to be upgraded or replaced to ensure that they are secure. By regularly updating your software and operating systems, you can significantly reduce the risk of data breaches and other security incidents.

Conducting regular security audits and assessments

Conducting regular security audits and assessments is an important best practice for data security posture management (DSPM). Security audits and assessments involve reviewing and evaluating an organization’s systems and processes to identify potential vulnerabilities and weaknesses. This can include reviewing technical systems, such as networks and software, as well as process-related issues, such as access controls and employee training.

There are several benefits to conducting regular security audits and assessments. First and foremost, they can help identify potential vulnerabilities that may not be immediately apparent, allowing you to take steps to address and mitigate those risks. Security audits and assessments can also help ensure that your organization is in compliance with relevant laws and regulations, such as data privacy laws. Finally, they can help build trust with customers and other stakeholders by demonstrating a commitment to data security.

There are many different approaches to security audits and assessments, and the specific method you choose will depend on your organization’s needs and resources. Some common methods include in-house reviews, third-party audits, and automated assessment tools. By conducting regular security audits and assessments, you can ensure that your data security posture is as strong as possible.

Protecting Against Insider Threats

Insider threats can be a major risk to data security, as they involve employees or other individuals within an organization who may accidentally or intentionally compromise data security. In this section, we’ll explore the importance of protecting against insider threats and the steps you can take to mitigate this risk. By taking proactive measures to protect against insider threats, you can significantly strengthen your data security posture and reduce the risk of data breaches and other security incidents.

Establishing security policies and procedures for employees

Establishing security policies and procedures for employees is an important step in protecting against insider threats. These policies and procedures should outline the expectations for employee behavior when it comes to data security and provide guidance on how to handle sensitive information.

Some examples of security policies and procedures that may be relevant for employees include:

• Password policies: Outlining the requirements for strong passwords and how often they should be changed.
• Access control policies: Defining the types of access that employees should have to different systems and data based on their job responsibilities.
• Data handling policies: Outlining how employees should handle sensitive data, including guidelines for storing, sharing, and disposing of data.
• Acceptable use policies: Defining the types of activities that are allowed (and not allowed) when using company-owned devices and systems.

It’s important to ensure that all employees are aware of these policies and procedures and understand their responsibilities when it comes to data security. Regular training and reminders can help ensure that employees are aware of their obligations and are taking the necessary precautions to protect data security. By establishing clear security policies and procedures for employees, you can help reduce the risk of insider threats and strengthen your overall data security posture.

Implementing access controls and user permissions

Implementing access controls and user permissions is another important step in protecting against insider threats. Access controls determine who has access to which systems and data, while user permissions define the types of actions that users are allowed to perform within those systems. By carefully managing access controls and user permissions, you can ensure that employees only have access to the systems and data that they need to perform their job duties, and that they are unable to perform actions that could compromise data security.

There are many different ways to implement access controls and user permissions, depending on the specific needs of your organization. Some common methods include using role-based access controls, where access is based on an employee’s job responsibilities, and using access control lists (ACLs), which define the specific permissions that users have for different systems and data.

It’s important to regularly review and update access controls and user permissions to ensure that they are appropriate for the current needs of your organization. This may involve adding or removing access for specific employees as their job responsibilities change, or revoking access for employees who leave the organization. By carefully managing access controls and user permissions, you can help reduce the risk of insider threats and strengthen your overall data security posture.

Monitoring for unusual or suspicious activity

Monitoring for unusual or suspicious activity is another important step in protecting against insider threats. This involves regularly reviewing logs and other data sources to identify any activity that may indicate a potential threat. This can include things like unusual login patterns, attempts to access unauthorized systems or data, or unusual data transfers.

There are several ways to monitor for unusual or suspicious activity. One common method is to use security monitoring software, which can automatically scan logs and other data sources for unusual activity and alert security personnel when potential threats are detected. Other methods include manually reviewing logs and other data sources, as well as implementing user and entity behavior analytics (UEBA) tools, which use machine learning algorithms to identify unusual patterns of behavior.

It’s important to regularly review the results of monitoring efforts and take appropriate action when unusual or suspicious activity is detected. This may involve conducting further investigations, revoking access, or implementing additional security measures to prevent further threats. By monitoring for unusual or suspicious activity, you can help reduce the risk of insider threats and strengthen your overall data security posture.

Responding to Data Breaches

Despite your best efforts to prevent data breaches and other security incidents, it’s important to have a plan in place for responding to these types of events when they do occur. In this section, we’ll explore the steps you should take to effectively respond to a data breach and minimize the impact on your organization and its customers. By having a well-defined response plan in place, you’ll be better equipped to handle the challenges of a data breach and protect your organization’s reputation and bottom line.

Developing a response plan in advance

Developing a response plan in advance is an essential step in effectively responding to a data breach. This plan should outline the specific actions that should be taken in the event of a data breach, as well as the roles and responsibilities of different parties involved in the response.

There are several key elements that should be included in a data breach response plan. These include:

• Notification procedures: Outlining the steps for quickly and effectively alerting relevant parties, such as law enforcement, customers, and stakeholders, about the data breach.
• Investigation procedures: Describing the steps for identifying the root cause of the data breach and determining the extent of the damage.
• Communication plan: Defining how and when different parties will be notified about the data breach and what information will be shared with them.
• Recovery plan: Outlining the steps for restoring systems and data to their pre-breach state, as well as any additional measures that may be necessary to prevent future breaches.

By developing a response plan in advance, you’ll be better prepared to handle the challenges of a data breach and minimize the impact on your organization and its customers. It’s important to regularly review and update your response plan to ensure that it remains relevant and effective.

_{Notifying relevant parties (e.g. law enforcement, customers)}

Notifying relevant parties is an important step in responding to a data breach. This includes notifying law enforcement, as well as any other parties that may be affected by the breach, such as customers and stakeholders.

It’s important to act quickly when notifying relevant parties about a data breach. This includes informing law enforcement as soon as possible, as they may be able to provide assistance in the investigation and help prevent further damage. In addition, it’s important to notify any customers or other stakeholders who may be affected by the data breach, as they may need to take steps to protect themselves from potential harm. This may include changing passwords, monitoring accounts for unusual activity, or taking other protective measures.

When notifying relevant parties, it’s important to be transparent and provide clear and accurate information about the data breach. This can help build trust and credibility with affected parties and demonstrate a commitment to data security. It’s also important to communicate regularly with relevant parties throughout the response process to keep them informed of any updates or developments. By effectively communicating with relevant parties during a data breach, you can help minimize the impact on your organization and its customers.

Implementing additional security measures to prevent future breaches

Implementing additional security measures to prevent future breaches is an important step in responding to a data breach. Once the initial response efforts have been completed and the immediate threat has been contained, it’s important to take steps to prevent future breaches from occurring.

There are many different security measures that you can implement to prevent future breaches, depending on the specific nature of the breach and the vulnerabilities that were exploited. Some common measures include:

• Implementing stronger security controls: This may include strengthening passwords, implementing multi-factor authentication, or adding additional layers of security to systems and networks.
• Updating and/or patching systems and software: Installing updates and patches can help fix vulnerabilities that may have been exploited in the data breach.
• Conducting security audits and assessments: Reviewing and evaluating your systems and processes can help identify potential vulnerabilities and weaknesses that may have contributed to the data breach.
• Providing employee training: Ensuring that employees are aware of their responsibilities when it comes to data security and providing regular training can help reduce the risk of insider threats.

By implementing additional security measures to prevent future breaches, you can significantly strengthen your data security posture and reduce the risk of future incidents. It’s important to regularly review and update these measures to ensure that they remain effective as the threat landscape evolves.

In Summary

Data security posture management (DSPM) is a critical element of data security in today’s digital age. By implementing DSPM best practices and protecting against insider threats, organizations can significantly strengthen their data security posture and reduce the risk of data breaches and other security incidents. Key DSPM best practices include encrypting data at rest and in transit, implementing strong passwords and multi-factor authentication, regularly updating software and operating systems, and conducting regular security audits and assessments. Protecting against insider threats involves establishing security policies and procedures for employees, implementing access controls and user permissions, and monitoring for unusual or suspicious activity. In the event of a data breach, it’s important to have a well-defined response plan in place and to notify relevant parties, such as law enforcement and affected customers. Finally, it’s essential to implement additional security measures to prevent future breaches and regularly review and update existing measures to ensure that they remain effective. By following these best practices, organizations can better protect their systems and data and reduce the risk of data security incidents.

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What is DLP?

Data Loss Prevention (DLP) is a technology that helps to protect organizations from the unauthorized exposure or theft of sensitive data. DLP solutions monitor, detect, and prevent the loss of confidential information from an organization’s network, servers, and endpoints. Typically, DLP solutions involve the use of a combination of policies, scan engines, and other solutions to detect and protect sensitive data.

DLP solutions are designed to identify, monitor, and protect sensitive data by locating and classifying sensitive data within an organization’s network. It also monitors user activity to ensure users are only accessing authorized data. DLP solutions can be used to detect and prevent data leakage, data theft, and malicious activity.

DLP solutions can be used to protect data at rest, data in transit, and data in use. Data at rest is data that is stored on a hard drive, server, or other storage device. Data in transit is data that is being transmitted across a network. Data in use is data that is being used by a user or application. DLP solutions can detect and prevent unauthorized access or leakage of data at any of these stages.

How effective is DLP?

DLP can be used to monitor and detect activities such as file transfers, email attachments, web downloads, and other potentially risky activities. It also provides the ability to control access to data based on user identity and role. By leveraging user identity and role-based access, organizations can limit the amount of data that can be accessed, as well as track who accessed the data and when.

In addition, DLP can be used to detect potential data leakage and malicious activities. For example, DLP can detect when sensitive data is sent to external parties or when malicious software is installed on a computer. Once detected, DLP can alert administrators, allowing them to take appropriate action.

Overall, DLP can be an effective tool for preventing data breaches and protecting confidential information if configured and implemented properly. It provides organizations with the ability to monitor and detect unauthorized access to data, as well as control access to sensitive data. It also allows organizations to detect potential data leakage and malicious activities, and alert administrators so they can take appropriate action. However, there are a number of downsides that create a gap between DLP’s capabilities and how its realistically used.

What are the disadvantages of DLP?

The most significant disadvantage of DLP is its complexity. DLP systems can be complex to implement and maintain, and require a substantial commitment of resources. DLP systems must be constantly monitored and updated to keep up with changing security threats. The cost of implementation and maintenance can be a challenge for organizations with limited budgets.

DLP systems can also be intrusive, as they monitor and block all data transfers in and out of the organization. This can create a feeling of distrust among users and lead to a decrease in productivity. Additionally, DLP systems can interfere with legitimate data transfers and create false positives. A false positive is a security alert triggered when no security threat is present. This can result in unnecessary delays and confusion.

DLP systems lack the ability to detect advanced malicious attacks. While they can be effective at preventing data loss from accidental or negligent actions, they may not be able to detect sophisticated attacks. As a result, organizations may be exposed to data breaches even if they have implemented a DLP system.

With all these disadvantages, is DLP a requirement for compliance, or would other data security solutions suffice?

Does ISO 27001 require DLP?

The International Organization for Standardization (ISO) 27001 is a set of best practice guidelines for information security management. It is a standard that organizations can use to assess and improve their information security posture. While ISO 27001 does not require organizations to implement DLP, it does recommend that organizations consider the use of DLP solutions.

ISO 27001 does not specifically define DLP, but it does provide a framework for organizations to evaluate the security of their data. Organizations can use the ISO 27001 framework to determine the types of data that need to be protected, and the controls that should be in place to protect it. Organizations can use DLP solutions to monitor and control the flow of data within the organization, and to detect when data is leaving the organization without authorization.

Overall, ISO 27001 does not require organizations to implement DLP solutions, but it does provide a framework for organizations to assess the security of their data and to consider the use of DLP solutions. Organizations should use the ISO 27001 framework to evaluate their data security needs and determine if DLP solutions are necessary to protect their sensitive data.

Is DLP required for GDPR?

The GDPR is an EU regulation that was put in place to protect personal data and how it is used, processed and stored. DLP is a security measure that can help organizations meet the GDPR’s requirements by preventing data from being lost, stolen or otherwise compromised.

DLP is used to monitor data in transit, at rest and in use. It can detect and block the unauthorized use of personal data, as well as alerting administrators of suspicious activity. DLP can also help organizations meet the GDPR’s data protection principles, such as the right to be forgotten and data minimization, by providing a secure environment for data storage and processing.

Although DLP is not explicitly required by the GDPR, it is a recommended security measure that can help organizations meet the regulation’s requirements. Organizations that are looking to comply with the GDPR should consider implementing DLP as part of their data protection strategy. DLP can help organizations protect personal data, prevent data loss and ensure compliance with the GDPR.

What are alternate solutions to DLP?

Alternate solutions for DLP include encryption, user education, and regular security audits. Encryption is a security measure which scrambles data so that it is unreadable to unauthorized users. User education is important for teaching users about the risks of data misuse and how to protect their data. Security audits help identify any potential flaws in the system that could be exploited.

Another solution is to use cloud-based services. Cloud-based services provide a secure environment for storing sensitive data and can be accessed from any device. This eliminates the need for physical storage and can make it easier to keep the data secure.

Access control measures can be used to limit which users have access to sensitive data. Access control measures can include authentication systems, such as passwords and two-factor authentication, and authorization systems, such as role-based access control. This helps ensure that only authorized users can access sensitive data.

These are just a few of the alternate solutions to DLP. Organizations should evaluate each solution and decide which is best for their needs. By taking the time to evaluate all of the available options, organizations can ensure their sensitive data is protected and secure.

The use of data security solutions is becoming increasingly important for organizations as the threat of cyber attacks grows. Data security solutions can help organizations protect their valuable data from unauthorized access or theft from both internal and external sources. Implementing a DLP solution is an essential part of any organization’s data security strategy.

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Meeting NIST 800-171 Standards: Are You Prepared for Compliance?

NIST 800-171 is a set of security standards developed by the National Institute of Standards and Technology (NIST) to protect Controlled Unclassified Information (CUI) in non-federal information systems and organizations. The purpose of NIST 800-171 is to provide organizations with a comprehensive set of security requirements to protect their sensitive information from unauthorized access, use, disclosure, destruction, or modification. This article provides an overview of the standards and requirements of NIST 800-171, as well as guidance on assessing current systems, implementing the standards, and working with third-party vendors.

Purpose of NIST 800-171 

The purpose of NIST 800-171 is to protect Controlled Unclassified Information (CUI) in non-federal information systems and organizations. This set of standards was developed by the National Institute of Standards and Technology (NIST) to provide organizations with a comprehensive set of security requirements to protect their sensitive information from unauthorized access, use, disclosure, destruction, or modification. NIST 800-171 helps organizations ensure that their systems and data are secure, and that they are compliant with applicable laws and regulations. The standards apply to all organizations that handle CUI, including government contractors and subcontractors, educational institutions, and other entities that handle sensitive information. 

NIST 800-171 also provides organizations with a framework for assessing their current security systems and implementing necessary changes. The standards help organizations identify and address any gaps or weaknesses in their security systems, as well as ensure that their systems are compliant with applicable laws and regulations. Additionally, the standards help organizations develop a plan for implementing the necessary security changes and meeting the requirements of the standards.

Overview of the standards

NIST 800-171 is a set of standards developed by the National Institute of Standards and Technology (NIST) to protect Controlled Unclassified Information (CUI) in non-federal information systems and organizations. The standards provide organizations with a comprehensive set of security requirements to protect their sensitive information from unauthorized access, use, disclosure, destruction, or modification. 

The standards cover a variety of topics, including access controls, configuration management, identification and authentication, and system and information integrity. Access controls are used to limit access to sensitive information, while configuration management helps organizations maintain their systems and ensure that they are up-to-date. Identification and authentication requirements help organizations verify the identity of users and ensure that only authorized individuals can access sensitive information. System and information integrity requirements help organizations detect and respond to security incidents, as well as ensure that their systems are resilient to attack.

NIST 800-171 also provides organizations with a framework for assessing their current security systems and implementing necessary changes. The standards help organizations identify and address any gaps or weaknesses in their security systems, as well as ensure that their systems are compliant with applicable laws and regulations. Additionally, the standards help organizations develop a plan for implementing the necessary security changes and meeting the requirements of the standards.

1. Understanding the Requirements of NIST 800-171

NIST 800-171 contains a variety of security requirements that organizations must meet in order to protect Controlled Unclassified Information (CUI). These requirements are divided into four main categories: access controls, configuration management, identification and authentication, and system and information integrity. 

Access controls are used to limit access to sensitive information. Organizations must develop and implement policies and procedures to ensure that only authorized individuals can access CUI. They must also monitor and audit access to CUI and ensure that any unauthorized access is immediately detected and reported.

Configuration management helps organizations ensure that their systems are up-to-date and properly configured. Organizations must develop and implement a plan for maintaining their systems and ensuring that they are secure. This includes patching systems, regularly testing security controls, and ensuring that security settings are properly configured.

Identification and authentication requirements help organizations verify the identity of users and ensure that only authorized individuals can access CUI. Organizations must develop and implement policies and procedures for verifying the identity of users, as well as for granting and revoking access to CUI.

System and information integrity requirements help organizations detect and respond to security incidents, as well as ensure that their systems are resilient to attack. Organizations must develop and implement policies and procedures for detecting and responding to security incidents, as well as for monitoring system activity and ensuring that systems are secure.

Access Controls 

Access controls are used to limit access to sensitive information. Organizations must develop and implement policies and procedures to ensure that only authorized individuals can access CUI. These policies and procedures should include the use of authentication methods such as passwords, tokens, and biometrics. Organizations should also monitor and audit access to CUI and ensure that any unauthorized access is immediately detected and reported.

Organizations should also implement least privilege principles, which means that users should only be granted access to the information and resources they need to perform their job. This helps to reduce the risk of unauthorized access to CUI. Additionally, organizations should implement separation of duties, which means that multiple individuals should be involved in any process that involves the handling of CUI. This helps to reduce the risk of malicious or accidental misuse of CUI.

Configuration Management

Configuration management is an important part of ensuring compliance with NIST 800-171. Organizations must develop and implement policies and procedures to ensure that all hardware and software used to store or process CUI is properly configured. This includes ensuring that all devices are up-to-date with the latest security patches and that all software is properly licensed. Additionally, organizations should ensure that all devices are securely configured, with only the necessary services and applications enabled. 

Organizations should also regularly review their configuration settings and ensure that any changes are documented and approved. Additionally, organizations should have a process in place to monitor any changes to their configuration settings and immediately address any unauthorized changes. This helps to ensure that any unauthorized changes to the configuration settings are quickly identified and addressed. Finally, organizations should have a process in place to back up their configuration settings and ensure that any changes can be quickly reversed in the event of an emergency.

Identification & Authentication 

Identification and authentication is a key requirement of NIST 800-171. Organizations must develop and implement policies and procedures to ensure that only authorized users have access to CUI. This includes implementing processes to verify the identity of users before granting access to CUI and ensuring that only users with valid credentials can access the system.

Organizations should also implement multi-factor authentication for all users with access to CUI. This requires users to provide multiple pieces of evidence to prove their identity before they can access the system. This could include a combination of something the user knows (like a password or PIN), something the user has (like a security token or smart card), or something the user is (like biometric data).

Organizations must also ensure that all accounts are properly monitored and that any suspicious or unauthorized activity is immediately addressed. Additionally, organizations should have a process in place to periodically review user accounts and audit their access to CUI. This helps to ensure that only authorized users have access to the system and that any suspicious activity is quickly identified and addressed.

System & Information Integrity

System and information integrity is an important requirement of NIST 800-171. Organizations must develop and implement policies and procedures to ensure that CUI is protected from unauthorized modification and destruction. This includes implementing measures to detect and prevent malicious activities such as malware, viruses, and other malicious code from infiltrating the system.

Organizations should also have a process in place to periodically review and audit their systems for any unauthorized changes or activities. This helps to ensure that any suspicious activity is quickly identified and addressed. Additionally, organizations must have a process in place to ensure that all CUI is backed up regularly and stored in a secure location. This helps to ensure that any data that is lost or destroyed can be recovered in the event of an emergency.

Organizations must also ensure that all users with access to CUI are properly trained and aware of the importance of system and information integrity. This includes implementing policies and procedures to ensure that users understand the importance of protecting CUI and are aware of the consequences of any unauthorized access or modification. Additionally, organizations should have a process in place to monitor user activities and ensure that users are not engaging in any suspicious or unauthorized activities.

2. Assessing Your Current System 

Assessing your current system is an important step in ensuring compliance with NIST 800-171. Organizations should review their existing policies and procedures to identify any gaps or weaknesses in their security posture. This includes assessing the current access controls, configuration management, identification and authentication, and system and information integrity measures in place. 

Organizations should also review their existing security architecture and identify any areas where CUI is stored and accessed. This helps to ensure that all CUI is properly protected and that any unauthorized access or modification is prevented. Additionally, organizations should review their system logs and audit trails to ensure that any suspicious activities are identified and addressed. 

Organizations should also review the security of any third-party vendors or services they use to access or store CUI. This helps to ensure that any third-party vendors or services are secure and compliant with NIST 800-171 standards. Additionally, organizations should review their existing incident response plans and ensure that they are up to date and properly implemented. This helps to ensure that any security incidents or breaches are quickly identified and addressed.

Review current system 

Reviewing your current system is the first step in assessing your organization’s security posture against NIST 800-171. Organizations should review their current policies and procedures to ensure they are compliant with the standards. This includes reviewing access controls, configuration management, identification and authentication, and system and information integrity measures. Additionally, organizations should review their system architecture to identify any areas where CUI is stored and accessed. This helps to ensure that all CUI is properly protected and that any unauthorized access or modification is prevented. 

Organizations should also review their system logs and audit trails to ensure that any suspicious activities are identified and addressed. This helps to ensure that any potential security threats are identified and addressed in a timely manner. Additionally, organizations should review their existing incident response plans and ensure that they are up to date and properly implemented. This helps to ensure that any security incidents or breaches are quickly identified and addressed. Finally, organizations should review any third-party vendors or services they use to access or store CUI. This helps to ensure that any third-party vendors or services are secure and compliant with NIST 800-171 standards.

Identify gaps & weaknesses 

Identifying gaps and weaknesses in an organization’s existing security posture is an important step in assessing compliance with NIST 800-171. Organizations should conduct a thorough review of their existing security measures to identify any gaps or weaknesses that may exist. This includes reviewing access controls, configuration management, identification and authentication, and system and information integrity measures. Organizations should also review their system architecture to identify any areas where CUI is stored and accessed. 

Organizations should also review their system logs and audit trails to identify any suspicious activities or potential security threats. Additionally, organizations should review their existing incident response plans to ensure that they are up to date and properly implemented. This helps to ensure that any security incidents or breaches are quickly identified and addressed. Finally, organizations should review any third-party vendors or services they use to access or store CUI. This helps to ensure that any third-party vendors or services are secure and compliant with NIST 800-171 standards. 

By identifying any gaps or weaknesses in an organization’s existing security posture, organizations can develop a plan to address any issues and become compliant with NIST 800-171. This helps to ensure that CUI is properly protected and that any unauthorized access or modification is prevented.

3. Implementing NIST 800-171 

Implementing NIST 800-171 is a critical step in ensuring the security of an organization’s CUI. Organizations should develop a comprehensive compliance plan that addresses all of the standards outlined in NIST 800-171. This plan should include the necessary security measures needed to protect CUI, such as access controls, configuration management, identification and authentication, and system and information integrity. Once the plan is developed, organizations should implement the necessary security changes to become compliant with NIST 800-171. 

Organizations should also review their existing security policies and procedures to ensure that they are in line with the standards outlined in NIST 800-171. This includes reviewing access controls, configuration management, identification and authentication, and system and information integrity measures. Additionally, organizations should review their system architecture to identify any areas where CUI is stored and accessed. Organizations should also review their system logs and audit trails to identify any suspicious activities or potential security threats. Finally, organizations should review any third-party vendors or services they use to access or store CUI.

Develop a compliance plan 

Developing a compliance plan is an essential step in implementing NIST 800-171. The plan should include specific security measures that address each of the requirements outlined in the standard. For example, organizations should develop access controls that limit the number of individuals who can access CUI, as well as policies and procedures for granting and revoking access. Organizations should also develop a configuration management plan that outlines how changes to the system will be documented and approved. Additionally, organizations should develop identification and authentication measures to ensure that only authorized individuals can access CUI. Finally, organizations should develop system and information integrity measures to protect CUI from malicious actors.

The compliance plan should also include a timeline for implementing the security measures. This timeline should include specific dates for when each security measure is to be implemented and when it is to be reviewed and updated. Additionally, the plan should include a budget for any necessary hardware or software purchases needed to implement the security measures. Finally, the plan should include procedures for monitoring and auditing the security measures to ensure that they are properly implemented and functioning as intended.

Implement necessary security changes 

Implementing the necessary security changes is a key part of ensuring compliance with NIST 800-171. Organizations should begin by assessing their current system to identify any gaps or weaknesses that need to be addressed. This assessment should include an evaluation of the current access controls, configuration management, identification and authentication measures, and system and information integrity measures. Once any gaps or weaknesses have been identified, organizations should begin implementing the necessary security changes. 

Organizations should start by implementing access controls that limit the number of individuals who can access CUI. This should include policies and procedures for granting and revoking access. Organizations should also implement a configuration management plan that outlines how changes to the system will be documented and approved. Additionally, organizations should implement identification and authentication measures to ensure that only authorized individuals can access CUI. Finally, organizations should implement system and information integrity measures to protect CUI from malicious actors. 

Organizations should also ensure that their systems are regularly monitored and audited to ensure that the security measures are properly implemented and functioning as intended. Additionally, organizations should document and maintain records of any changes that are made to their systems. This will help organizations keep track of their security measures and ensure that they are up-to-date. Organizations should also schedule regular audits to ensure that their security measures are functioning as intended.

4. Audits & Reporting 

Audits and reporting are essential for ensuring compliance with NIST 800-171. Organizations should create procedures for documenting and maintaining records of their system security measures and activities. This should include regular reviews of system logs and other records to ensure that security measures are being properly implemented and followed. Additionally, organizations should schedule and conduct regular audits of their system to ensure that their security measures are up to date and effective. 

Organizations should also create procedures for reporting any security incidents or breaches. This should include a process for notifying the appropriate personnel and regulatory bodies in the event of a security incident. Additionally, organizations should create procedures for responding to security incidents and documenting the steps taken to address the incident. By implementing these procedures, organizations can ensure that their system is compliant with NIST 800-171.

Documenting & maintaining records

Organizations should create procedures for documenting and maintaining records of their system security measures and activities. This should include regular reviews of system logs, security policies, and other records to ensure that security measures are being properly implemented and followed. Additionally, organizations should maintain records of any changes made to the system, such as software updates, hardware changes, or user access changes. This will help organizations identify any potential security issues or weaknesses and ensure that their system is up to date.

Organizations should also create procedures for archiving records and ensuring that they are securely stored. This should include a process for securely deleting records that are no longer needed. Additionally, organizations should create procedures for regularly backing up their records to ensure that they are not lost or corrupted. By implementing these procedures, organizations can ensure that their system is compliant with NIST 800-171.

Scheduling & conducting audits

Organizations should create procedures for scheduling and conducting regular security audits of their systems in order to ensure that they are compliant with NIST 800-171. These audits should include both internal and external assessments, as well as assessments of any third-party vendors that are used. During the audit, organizations should evaluate their system’s security measures and processes to identify any potential vulnerabilities or weaknesses. Additionally, organizations should assess the effectiveness of their security controls and identify any areas where they can be improved.

Organizations should also create procedures for documenting the results of the audit and creating a plan of action to address any issues that are identified. This plan should include steps for implementing any necessary security changes and ensuring that the system is compliant with NIST 800-171. Additionally, organizations should create procedures for regularly reviewing the results of the audit and updating their security measures as needed. By conducting regular security audits, organizations can ensure that their systems remain compliant with NIST 800-171.

In Summary 

NIST 800-171 is an important security standard for organizations that handle sensitive government information. By following the requirements of NIST 800-171, organizations can ensure that their systems and data are secure and protected from unauthorized access. Compliance with NIST 800-171 can help organizations protect their sensitive information, maintain the integrity of their systems, and reduce the risk of data breaches.

Organizations should create procedures for regularly assessing their systems to ensure that they are compliant with NIST 800-171. This includes conducting regular security audits, evaluating their system’s security measures, assessing the effectiveness of their security controls, and identifying any areas where they can be improved. Additionally, organizations should create procedures for documenting the results of the audit and creating a plan of action to address any issues that are identified. By following the requirements of NIST 800-171, organizations can ensure that their systems remain secure and compliant.

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Executive Summary

Healthcare has had the most expensive data breaches of any industry for the last 11 consecutive years, but many of the leading factors of that cost can be reduced by focusing on managing the cyber risk associated with human error. From ransomware to state sponsored attacks to increasingly sophisticated social engineering, organizations must be more vigilant than ever. The move to remote and hybrid work models mark the shift to perimeterless corporate IT infrastructure and increasing reliance on cloud computing and third-party SaaS applications. These changes, while generally beneficial, have introduced a myriad of cybersecurity risks and challenges.

This paper examines the current state of data breaches, with a particular focus on the healthcare industry. It breaks down the various costs of healthcare data breaches, what causes or contributes to such data breaches, and provides insights into how an organization can mitigate the risks associated with these breaches. The average total cost of a data breach for healthcare increased 29.5% from $7.13 million in 2020 to $9.23 million in 2021. The average total cost of a healthcare data breach is nearly double that of the global average. Healthcare breaches are in part more costly because of HIPAA fines, of which the average HIPAA penalty cost in 2021 was $427,296.43. The primary cause for data breaches in healthcare organizations is human error and most often takes the form of misdelivery of sensitive data. Human error is particularly troublesome as 85% of breaches include a human element and ransomware was found in 13 percent of human-related breaches. Human error is primarily mitigated through cybersecurity awareness training, but security teams have often been left wanting for more active prevention of human error. 

There are existing cybersecurity solutions, as well as new entrants, that can help healthcare organizations to address the cybersecurity risks created by human error. In order to maximize value and protection from human error, healthcare organizations should evaluate cybersecurity solutions that integrate zero trust, encryption, and security automation. Zero trust establishes how to best trust and authenticate users in increasingly perimeterless corporate IT infrastructures. Encryption continues to be the best form of protection for information and ensures that when mistakes are made, data is not useful to malicious actors. Security automation reduces the amount of human intervention required for cybersecurity processes, ensuring less mistakes happen and security is consistently applied.

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The State of Data Breaches in Healthcare

The prevalence of data breaches and their average cost continue to increase at staggering rates. In 2021 massive breaches affected Saudi Aramco, customers of Accelion’s file transfer application, and customers of Kaseya’s remote monitoring and management platform. Over the past year, the average total cost of a data breach increased by nearly 10% year over year, the largest single year cost increase in the last seven years. Customer PII was not only the most common data compromised, but it was also the most costly with an average cost per record of $180, up from $150 in 2020. The severity of breaches have in part been exacerbated by the COVID-19 pandemic and a shift to remote work. The average cost of a breach was $1.07 million higher where remote work was a factor in causing the breach, compared to those where remote work was not a factor. 

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Among all industries, healthcare not only experiences breaches more often than most, but they also incur the highest data breach costs. The Herjavic Group notes that more than 93% of healthcare organizations experienced a data breach in the past three years. According to IBM and the Ponemon Institute, healthcare has topped all industries in cost for 11 consecutive years. The average total cost of a data breach for healthcare increased from $7.13 million in 2020 to $9.23 million in 2021. Healthcare’s average total cost is nearly double that of the global average total cost of $4.24 million. Healthcare leads in cost not only because malicious actors stand to gain more financially from health records, but also because of the fines resulting from noncompliance with HIPAA. HIPAA violations can cost from $100 to $50,000 per patient record based on the level of negligence identified by the government. HIPAA Journal reports that the average HIPAA penalty cost in 2021 was $427,296.43.

Leading Cause of Breaches in Healthcare

According to Verizon’s Data Breach Investigation Report, the leading cause for breaches in healthcare is basic human error and has been for the past several years. They found the most common error continues to be misdelivery, making up 36% of total errors. The next most common errors include publishing errors and misconfigurations, making up just over 20% of total errors each. After human error, the next leading causes for breaches in healthcare are basic web application attacks, system intrusions, and social engineering.

The combination of human error and social engineering can prove disastrous for organizations. The Society for Human Resource Management (SHRM) noted that phishing attacks that trick employees into revealing login and personal information came up as the top avenue of incursion (more than 30 percent of all incidents). Overall, they suggest that 85% of breaches included a human element and 61 percent related to stolen or misused credentials. SHRM also found that ransomware was found in 13 percent of human-related breaches. In addition to locking organizational systems, about 10 percent of the ransomware attacks cost organizations an average of $1 million, which included the cash paid out in the ransom, the price tag for remediation and lost revenue. Among attack vectors that involve some level of human error, IBM reports that business email compromise had the highest average total cost at $5.01 million. The second costliest initial attack vector was phishing ($4.65 million), followed by malicious insiders ($4.61 million), social engineering ($4.47 million), and compromised credentials ($4.37 million). 

Human errors continue to be a leading cause of data breaches due to the simple misalignment between an employee’s role and security decisions. Employees are primarily paid to be productive and support growing the bottom line of a business. Security tools either hinder productivity or in the case where an employee is faced with a security decision, they may sacrifice security for the sake of productivity. In order to improve productivity or even bypass security, employees may also adopt unapproved tools leading to a Shadow IT problem. Shadow IT directly impacts an organization’s cyber risk and can lead not only to data breaches but also compliance fines. Core found Shadow IT has exploded by 59% due to COVID-19, with 54% of IT teams considering themselves ‘significantly more at risk’ of a data breach. Employee education continues to be the primary mitigation for human error in an organization and few tools exist to easily mitigate this risk.

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Organization Cost Breakdown

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While knowing the average total cost of a data breach is helpful to understand the severity of a breach for a given industry relative to others, it is important to understand what components of a business incur the costs of the breach. The best way to break down the costs is to apply it to four primary cost centers: detection & escalation, lost business, notification, and post breach response. 

Detection & escalation includes activities that enable a company to reasonably detect a breach, such as forensic and investigative activities, assessment and audit services, crisis management, and communications to executives and boards. Lost business includes activities that attempt to minimize the loss of customers, business disruption, and revenue losses, such as business disruption and revenue losses from system downtime, cost of lost customers and acquiring new customers, and reputation losses and diminished goodwill. Notification includes activities that enable the company to notify data subjects, data protection regulators and other third parties. Post breach response includes activities to help victims of a breach communicate with the company and redress activities to victims and regulators, such as help desk and inbound communications, credit monitoring and identity protection services, issuing new accounts or credit cards, legal expenditures, product discounts, and regulatory fines. IBM calculated the average distribution of costs across these four cost centers is 38% from lost business, 29% for detection & escalation, 27% for post breach response, and 6% for notification. For healthcare organizations, it is expected that post breach response would account for more of the cost distribution due to the cost of HIPAA fines. As previously stated, HIPAA violations can cost from $100 to $50,000 per patient record.

Not included in the costs and cost centers mentioned above is cyber insurance. In the event of a breach, an organization may have a hard time renewing their policy or maintaining their original premium, even if they significantly increase their retention. According to Marsh, cyber insurance pricing in the US increased an average of 96%, year-over-year, in the third quarter of 2021. The third quarter increase was a 40 percentage point rise over the prior quarter, and the largest since 2015. Marsh further added that prices rose even as more than 60% of their clients increased their retentions in an effort to minimize increases.

The recent data breach at Monongalia Health System (Mon Health) demonstrates the effect a cyber breach can have on a health organization. In July 2021, a vendor informed Mon Health of a missed payment. Upon investigating, they discovered several threat actors gained access to a contractor’s email account to send emails seeking to obtain funds via fraudulent wire transfers. The phishing attack resulted in unauthorized access to emails and attachments in several employee email accounts for three months between May 2021 and August 2021. The compromised accounts contained patient information and information pertaining to members of Mon Health’s employee health plan, including Medicare Health Insurance Claim numbers, addresses, birth dates, health insurance plan member ID numbers, medical record numbers, provider names, dates of service, claims information, and medical and clinical treatment information. While evidence suggests the purpose of the attack was to secure fraudulent wire transfers and to send further phishing emails the investigation could not rule out obtaining personal information. The potential compromise was determined in October 2021 and work is underway to determine how many of Mon Health’s 398,164 patients had their protected health information compromised.

If only one tenth of Mon Health’s patients had their information compromised, the total cost of the breach would be $7.17 million, with an average cost per record of $180. The cost for HIPAA violations would make up $3.98M on the very conservative end. Breaking down the costs into the cost centers would look something like this: $4.3 million for post breach response (60%), $2.08 million for detection & escalation (29%), $430,017 for notification (6%), and $358,348 for lost business (5%). You will notice that in this estimation we kept the average percentage for detection & escalation and notification consistent with IBM’s findings. The post breach response makes up a significantly larger percentage of the breach due to the inclusion of HIPAA fines. Lost business is displaced by the increase to post breach response, but is not unreasonable considering the nature of healthcare. Health systems tend to dominate the regions they operate in and insurance restricts where patients can go. This results in a lower likelihood of patients switching health systems or new patients avoiding that health system.

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Solutions to Mitigate Data Loss

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While the number of data breaches and their costs are cause for alarm among healthcare organizations, there are solutions that can mitigate both the likelihood and severity of a breach. This section focuses on technologies as opposed to operational activities like employee education and incident response planning. Current solutions that may be leveraged to reduce data breach risk include data loss prevention (DLP), cloud access security brokers (CASB), standalone encryption, file transfer tools and cloud storage.

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When assessing solutions to reduce your data breach risk, there are three key features that can significantly impact your overall risk. They are zero trust, encryption, and security automation. Zero trust is a framework or architecture representing the notion of perimeterless security wherein an organization assumes they are always in a state of breach. Put another way, the goal of zero trust is to “never trust, always verify,” all devices and users accessing a corporate network, even if they have previously connected to the network or been verified. IBM reports the average cost of a data breach was higher for organizations that had not deployed or started to deploy zero trust. The average cost of a breach was $5.04 million in 2021 for those with no zero trust approach but for organizations in a mature stage of zero trust deployment, the average cost of a breach was $3.28 million, a cost difference of 42.3%. Solutions that layer in zero trust principles are much more effective at mitigating data breach risk than their counterparts without zero trust. 

While we previously discussed standalone encryption tools, encryption can be built into many different systems and used in a variety of applications. IBM points out that organizations using high standard encryption (using at least AES-256 encryption, at rest and in motion), had an average total cost of a breach of $3.62 million, compared to $4.87 million at organizations using low standard or no encryption, a difference of $1.25M or 29.4%. Again, it is important to note encryption will not prevent data from being lost or stolen, but it will render the contents of that data useless to interceptors and so with robust encryption implemented, breach severity is greatly reduced. 

Security automation consists of security technologies that augment or replace human intervention in the identification and containment of incidents and intrusion attempts. IBM found that organizations with no security automation experienced average breach costs of $6.71 million in 2021, but organizations with fully deployed security automation experienced average breach cost of only $2.90 million. In addition to significantly reduced average breach costs, IBM further noted that for organizations with fully deployed security AI/automation, it took an average of 184 days to identify the breach and 63 days to contain it, for a total lifecycle of 247 days. Organizations with no security AI/automation deployed took an average of 239 days to identify the breach and 85 days to contain it, for a total lifecycle of 324 days. Security automation reduced the average lifecycle by 77 days or 27%. Security platforms with automation built in to them will outperform those requiring additional human input.

Phalanx Vs Other Solutions

Phalanx is uniquely designed to overcome human error to mitigate data loss and breaches while providing oversight to a class of data that is traditionally very difficult to track. It can operate on its own and in conjunction with many other solutions to secure your organization’s data. 

Phalanx Vs Data Loss Prevention (DLP)

DLP platforms perform both content inspection and contextual analysis of data sent via messaging applications such as email and instant messaging, in motion over the network, in use on a managed endpoint device, and at rest in on-premises file servers or in cloud applications and cloud storage. These solutions execute responses based on policy and rules defined to address the risk of inadvertent or accidental leaks or exposure of sensitive data outside authorized channels.

Phalanx can replace or work in conjunction with DLP systems. Since DLP solutions generally focus on the egress of data from boundaries it requires tedious policy management, and often generates a large number of requests for exceptions to policies. Phalanx provides foundational security for organizations without DLP, and supplemental security for those with DLP by enabling each file to have its own encryption so the data is secure at-rest and in-transit regardless of boundary controls. 

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In lieu of DLP, Phalanx is significantly more lightweight, easy to manage, and requires next-to-zero configuration. Alongside DLP, Phalanx will cover DLPs blind spots and reduce rule exception workarounds from causing data loss. Few DLPs include encryption as a feature of their platforms or only apply it in specific cases, but Phalanx automates encryption so that when data ends up where it shouldn’t be, it is still protected and organizations know who accessed the data.

Phalanx Vs Cloud Access Security Brokers (CASB)

A CASB is on-premises or cloud based software that sits between cloud service users and cloud applications, and monitors all activity and enforces security policies. A CASB can offer services such as monitoring user activity, warning administrators about potentially hazardous actions, enforcing security policy compliance, and automatically preventing malware. CASBs that deliver security must be in the path of data access, between the user and the cloud provider. Architecturally, this might be achieved with proxy agents on each end-point device, or in agentless fashion without configuration on each device.

Phalanx can enhance existing CASB solutions in a similar way to DLP. CASB solutions focus on monitoring cloud activities, and occasionally also provide encryption. CASBs rely on complex configurations and rulesets to detect and stop improper data use or access which often create significant amounts of management work and white noise for security monitoring. 

Phalanx secures files in both cloud and local environments and provides encrypted security instead of just policy enforcement. Since Phalanx automates encryption in the background, it eliminates the need for technical know-how, and enables file sharing comparable to the experience of cloud sharing platforms but with fewer steps. The solution allows data to seamlessly move across environments without sacrificing security. Phalanx can add security to cloud storage environments as current cloud storage solutions may provide encryption within their environments but once data leaves their boundaries that protection disappears. 

Phalanx Vs  Secure File Transfer Protocol (SFTP)

File transfer tools allow individuals to move documents from one device to another or from person to another in a secure manner. File transfer tools come in a variety of forms from DLP email plug-ins, web portals, Secure File Transfer Protocol (SFTP), and cloud-enabled link sharing. These tools allow files to be exchanged in a secure manner, but usually require both parties to have the technology installed to be effective.

While a common secure transfer solution is to set up SFTP servers across organizations to create a secure connection between them, it is a cumbersome process that requires technical expertise on both sides as well as a significant amount of coordination. Both parties require SFTP servers to be set up and connected to each other. If the two users do not have the technical expertise to conduct the setup, this will require additional resources, often from the IT staff. Once the SFTP connection is established, the file transfer process is sustainable, but not scalable to other organizations.

Instead, Phalanx provides a solution that allows for the secure transmission of files while reducing the burden on both the sending and receiving parties. The solution enables organizations to easily store encrypted files in the cloud and only allow access to them via links. These links only display decrypted data to the receiving party when a secure connection via HTTPS is established, and after the receiving party authenticates themselves with a multi-factor authenticated code. The process is handled through Phalanx so the sending party only needs to right-click a file to generate a link and the receiving party only needs to receive the link.  In the background, Phalanx handles automatic encryption, cloud uploading, and third-party access code management.

Phalanx Vs Standalone File Encryption

The best method to secure individual files is through encryption. Standalone encryption tools allow for the encryption of hard drives, folders, or files using a variety of different encryption algorithms. These tools often require the passing of keys or passwords across messaging services in order for separate users to decrypt information. Encryption does not itself prevent interference but denies the intelligible content to a would-be interceptor.

Current existing encryption solutions allow users to specify which files to encrypt but don’t easily allow other parties to decrypt the files.  This often results in insecure practices, such as sending the encryption key or password in an email or other communication method. 

Phalanx enhances the file encryption process by enabling automatic encryption, in addition to the ability to perform on-demand encryptions.  Furthermore, there is a greater benefit when it comes time to decrypt. Since keys are managed through Phalanx, each user only needs to keep track of their Phalanx account information and never need to share passwords or keys. 

Phalanx Vs Cloud storage

Cloud storage platforms can operate as secure environments to host data, collaborate on files, and share information. Cloud storage platforms usually incorporate some form of encryption and access management to protect information. Since these platforms are usually focused on productivity instead of security they can be integrated with DLP and CASB solutions to further increase security around the information stored within them.

The rise of cloud storage enabled enhanced productivity as users were able to access their files without being constrained to any one device. However, since cloud storage was designed to prioritize accessibility it doesn’t always offer much security for files. Also, even if there are access controls for the data in the cloud, if it’s not encrypted then there is always a possibility of data breaches through the provider. Phalanx allows for agnostic use of cloud storage providers while still providing encrypted security on each of the files. 

How Phalanx Can Help

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Phalanx mitigates data exposure risk and data breaches through lightweight, human-centric data security that leverages automation to make a frictionless everyday user experience. As human error causes a significant portion of data loss and breaches, Phalanx allows workers to practice security without even realizing it and without the need for technical knowledge. It is designed to work within current workflows and even enhance productivity. Phalanx’s secure file sharing and storage solution combines high standard encryption, automation, and zero trust principles to seamlessly protect organizational information at the file level. Phalanx applies zero trust by delivering a method of encryption to each file on a user’s device in a way that is minimally invasive to the users’ workflow but provides provable security. While most zero trust methods currently focus on authenticating devices on a network, Phalanx knows that this architecture should also be applied to data on devices. The automation built into Phalanx’s solution not only allows for a seamless user experience but also reduces the burden placed on IT and security teams. Phalanx is a lightweight, low configuration platform that can be deployed quickly across an enterprise without time-consuming monitoring and modifying.

Phalanx’s secure file sharing and storage solution consists of both an endpoint and web application. The endpoint application handles the automated encryption and sharing functionalities while the web application allows for organization management. IT and security teams can fine-tune Phalanx’s configuration, manage users, and access data analytics. Phalanx’s metrics, security alerts, and audit logs paint your organization’s data picture and enhance your ability to understand your cyber risk. In the case of a possible HIPAA breach, Phalanx can prevent the need for a breach notification through the automated encryption and audit logs as illustrated in the graphic below. All of the data that Phalanx provides can be accessed by API as well, automating reporting and notification. Administrators will also have the power to immediately revoke all files shared by links in the event of a security incident to further limit potential data breach fallout.

Conclusion

While data breaches and their associated costs have continued to increase year over year for healthcare organizations, there are numerous, proactive steps organizations can take to reduce their risk and mitigate losses in a breach. Organizations must first understand that the question is not if, but when will they experience a breach. Accepting this reality allows for a mindset of continuous improvement and awareness. Healthcare organizations need to focus on the prime factors leading to data breaches in their industry; human error and social engineering. While employee education and cyber-savvy culture are necessary to mitigate human error and social engineering, minimally invasive cybersecurity tools that take into account human behavior and work alongside employee workflows must be adopted. When education fails you’ll want a safety net. In this line of effort, healthcare organizations should evaluate cybersecurity solutions that integrate zero trust, encryption, and security automation. Zero trust establishes how to best trust and authenticate users in increasingly perimeterless corporate IT infrastructures. Encryption continues to be the best form of protection for information and ensures that when mistakes are made, data is not useful to malicious actors. Security automation reduces the amount of human intervention required for cybersecurity processes, ensuring less mistakes happen and security is consistently applied. Phalanx can help healthcare organizations secure sensitive information and mitigate human error by combining zero trust principles, encryption, and automation in a solution that works with end users to keep them safe and productive while enriching the organization’s view of their data exposure risk. If you would like to learn more about how to mitigate data breaches or about Phalanx’s secure file collaboration solution, please visit us at https://www.phalanx.io or email us at info@phalanx.io. Click to download this whitepaper here.

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Are you in need of a security compliance checklist for the NIST 800-171 standard? Look no further. This comprehensive list of steps and best practices will help you ensure that your organization is compliant and secure.

What is NIST 800-171 Compliance?

NIST 800-171 compliance is a set of requirements outlined by the National Institute of Standards and Technology (NIST) to help protect Controlled Unclassified Information (CUI). It is a comprehensive set of requirements that address the security of CUI when stored, processed, or transmitted in non-federal information systems and organizations. The requirements are designed to protect the confidentiality, integrity, and availability of CUI from unauthorized access, use, disclosure, disruption, modification, or destruction.

The NIST 800-171 compliance requirements cover a wide range of topics such as access control, asset management, system and information integrity, personnel security, incident response, and system and communications protection. It focuses on areas such as access control, authentication, system and information integrity, personnel security, incident response, and system and communications protection. It also covers physical and environmental protection, as well as audit and accountability.

NIST 800-171 compliance is a necessary step in the security of CUI and is often required by federal agencies when they contract with organizations that store or handle CUI. Organizations that are not compliant with NIST 800-171 may be subject to fines and penalties. As such, organizations should take steps to ensure they are compliant with the requirements in order to protect the security of their CUI.

NIST 800-171 Compliance Checklist

1. Identify Federal Contract Information

2. Establish Security Requirements

3. Develop System Security Plan

4. Implement Security Controls

5. Monitor and Test Security Controls

6. Manage System Security

7. Implement Incident Response Plan

8. Document and Maintain Records

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1. Identify Federal Contract Information: Determine if your organization is subject to the NIST 800-171 standard and assess the scope of the contract.

Identifying Federal Contract Information is an important step in the NIST 800-171 Compliance Checklist. This step involves determining if your organization is subject to the NIST 800-171 standard, and assessing the scope of the contract.

The first step is to identify whether or not your organization is subject to the NIST 800-171 standard. This can be done by reviewing the contract documents, or by asking the contracting officer. Once it is determined that the organization is subject to the standard, the scope of the contract must be assessed. The scope of the contract will determine which of the NIST 800-171 requirements apply to the organization. It is important to understand the scope of the contract in order to determine which requirements the organization must meet to be compliant.

Once the scope of the contract is determined, the organization can begin to assess which NIST 800-171 requirements apply to them. This process will involve determining which requirements are applicable to their environment, and creating a plan to implement those requirements. Once the requirements have been identified, the organization can begin the process of implementing the necessary controls to bring their environment into compliance with the NIST 800-171 standard.

2. Establish Security Requirements: Establish and document the security requirements for your system and define the roles and responsibilities associated with the security requirements.

Establishing security requirements is one of the most important steps in a NIST 800-171 Compliance Checklist. The purpose of this step is to ensure that an organization’s information systems are adequately protected from unauthorized access, modification, and disclosure. The security requirements must be tailored to the specific needs of each organization, as no two organizations have the same security requirements.

When establishing security requirements, it is important to consider the following:

• The type of system being protected.
• The level of security required for the system.
• The type of data being stored.
• The level of access control needed for the system.

Additionally, organizations should define roles and responsibilities associated with the security requirements. This will ensure that all members of the organization understand their role in maintaining the security of the system. It is also important to create policies and procedures that outline how the security requirements should be implemented and enforced.

Once the security requirements are established, organizations should regularly review them to ensure they remain up to date with the latest security requirements and trends. This will help ensure that the system remains compliant with NIST 800-171.

3. Develop System Security Plan: Develop a system security plan that is in compliance with the NIST 800-171 standard. This plan should address the security roles, responsibilities, and requirements for the system.

Developing a system security plan is a key step in ensuring NIST 800-171 compliance. The plan should clearly define the roles and responsibilities of all involved personnel, outline the security requirements of the system, and include a description of the security controls and measures that will be implemented to protect the system. The plan should also include a process for monitoring and auditing the system to ensure that it is in compliance with NIST 800-171. 

The system security plan should be tailored to the specific needs of the system and should include any relevant information such as system architecture, hardware/software components, system environment, and external systems. Additionally, the plan should address the roles and responsibilities of all personnel authorized to access the system and include a procedure for granting access. It should also document any specific security controls or measures that will be implemented to protect the system from unauthorized access, data leakage, and other security threats. 

The system security plan should be reviewed regularly to ensure that it is up to date and in compliance with the NIST 800-171 standard. This review should include an assessment of the system’s security controls and measures to ensure that they are effective in protecting the system from potential threats. Additionally, the plan should be regularly tested to ensure that it is still applicable and effective in meeting the security needs of the system.

4. Implement Security Controls: Implement the security controls identified in the system security plan. This includes documenting security policies, procedures, and processes as well as implementing technical controls.

Implementing the security controls identified in the system security plan is a critical step in the process of NIST 800-171 Compliance Checklist. This step involves documenting security policies, procedures, and processes as well as implementing technical controls. The purpose of this step is to ensure that the system is secure and compliant with NIST standards.

The security controls identified in the system security plan should be implemented in a systematic manner. This includes following standard operating procedures, documenting all changes, ensuring that all security processes are up to date, and monitoring the system for any changes or irregularities. Additionally, any changes to the system should be documented to ensure that the system remains compliant with NIST standards.

In addition to documenting security policies, procedures, and processes, this step also involves implementing technical controls. Technical controls are designed to protect the system from unauthorized access and malicious activity. These controls include firewalls, antivirus software, encryption, and other measures that protect the system. Additionally, any changes to the system should be monitored to ensure that the system is secure and compliant with NIST standards.

Overall, implementing the security controls identified in the system security plan is an important step in the NIST 800-171 Compliance Checklist. This step involves documenting security policies, procedures, and processes as well as implementing technical controls. In addition, any changes to the system should be documented and monitored to ensure that the system remains secure and compliant with NIST standards.

5. Monitor and Test Security Controls: Monitor and test the security controls to ensure that they are functioning correctly and providing adequate security.

Monitoring and testing security controls is an essential step in the NIST 800-171 compliance checklist. It allows organizations to ensure that their security controls are functioning as expected and providing adequate security. Proper monitoring and testing of security controls is necessary to identify weaknesses in the system, as well as any unauthorized access or activity.

Organizations should use tools such as vulnerability scanners and intrusion detection systems to monitor and test their security controls. These tools can detect weaknesses and alert administrators when suspicious activity is detected. Additionally, organizations should regularly review system logs and audit trails to detect suspicious activity and identify unauthorized access attempts.

Organizations should also use penetration testing to test the effectiveness of their security controls. Penetration testing simulates an attack on the system and identifies any vulnerabilities that could be exploited by an attacker. This type of testing should be performed periodically to ensure that the system is secure and operating as expected.

Finally, organizations should review their security policies and procedures to ensure that they are adequately addressing the security needs of the organization. This includes evaluating the effectiveness of the security controls and making any necessary changes. Regularly reviewing and updating security policies and procedures is essential to ensure that the system remains secure and compliant.

6. Manage System Security: Establish a process to manage the system security and ensure that the security controls are being maintained and updated as needed.

The Manage System Security step of a NIST 800-171 Compliance Checklist is a critical part of ensuring the security of any system. This step requires the establishment of a process to manage the system security and to ensure that security controls are being maintained and updated as needed. This process must include the development of a security plan, maintenance of the system security configuration, and the implementation of security controls.

The security plan should detail how the system is to be protected and how any changes to the system will be evaluated and implemented. The security configuration should be regularly monitored and updated as new threats and vulnerabilities are identified. Finally, security controls must be implemented in order to ensure that the system is protected from unauthorized access and malicious activity. This can include authentication and access control measures, encryption of data, and secure communication protocols.

In addition to these steps, organizations must also continuously monitor their systems for any security incidents and respond to them in an appropriate manner. A comprehensive security program should be developed and maintained to ensure that all security measures are in place and are regularly updated. By following these steps, organizations can ensure that their systems remain secure and compliant with NIST 800-171.

7. Implement Incident Response Plan: Establish an incident response plan to ensure that your organization is prepared to respond to security incidents.

The implementation of an incident response plan is an essential part of a NIST 800-171 Compliance Checklist. An incident response plan is designed to help an organization respond quickly and effectively to security incidents. The plan should include detailed procedures for detecting, reporting, and responding to security incidents. It should also specify how to escalate incidents to the appropriate personnel, as well as how to document the response process.

The plan should include roles and responsibilities for the incident response team and provide guidance on how to handle different types of incidents. It should also provide guidance on the use of incident response tools, such as malware analysis, network forensics, and system analysis. Finally, it should include guidance on how to communicate with external parties, such as law enforcement and other organizations, in the event of a security incident.

Once the incident response plan is developed, it should be tested regularly to ensure that it is effective and up-to-date. Additionally, regular training should be conducted to ensure that all personnel are familiar with the plan and that they understand their roles and responsibilities. Finally, the incident response plan should be reviewed on a regular basis to ensure that it is still appropriate for the organization’s needs.

8. Document and Maintain Records: Document and maintain records of the security controls and processes in place.

Documenting and maintaining records of the security controls and processes in place is a step in achieving NIST 800-171 compliance that should also have a lot of attention. This step helps to ensure that the implemented security measures are in compliance with the standards set forth in NIST 800-171. It also helps to ensure that any potential risks or threats are identified and addressed in a timely manner.

The documentation of security controls and processes should be comprehensive and detailed, and should include information such as the specific control that is in place, the purpose of the control, the method of implementation, and the results of any tests or audits that have been conducted. This information should be kept up-to-date and should be reviewed regularly to ensure that the security controls and processes are still effective.

Additionally, it is important to maintain records of any changes that are made to the security controls and processes. This will ensure that the security measures remain in compliance with NIST 800-171, and will also help to identify any potential risks or threats that may have been introduced by the changes. It is also important to document any incident response plans, so that the organization can respond quickly and effectively in the event of a security incident.

By following these steps, you can ensure that your organization is in compliance with the NIST 800-171 standard. This will help you protect your organization and its data from security threats.

Learn About NIST 800-171 Compliance and More With Phalanx

To learn more about how Phalanx can help you achieve NIST 800-171 compliance, contact us for a demo today. 

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3 SFTP Alternatives to Securely Transfer Files

Transferring files securely is crucial for any business handling sensitive information. While SFTP (Secure File Transfer Protocol) has long been a trusted solution for encrypted file transfers, it can be cumbersome, especially for users without technical expertise. Thankfully, there are several modern alternatives to SFTP that offer strong security, improved usability, and additional features that make managing file transfers easier for businesses of all sizes. We’ll cover three alternatives to SFTP: Secure Email Gateways, Managed File Transfer (MFT) solutions, and Cloud Storage Services with encryption. We’ll also introduce SendTurtle, a simple yet secure platform designed to make file transfers seamless and safe.

Problems with SFTP and Why People Still Use It

SFTP, or Secure File Transfer Protocol, has been around since the late 1990s and is still widely used for transferring files over secure, encrypted channels. Despite its longevity, SFTP comes with significant challenges that make it less user-friendly than modern alternatives. Yet, many businesses continue to rely on it, especially for legacy systems or highly technical environments. Let’s explore the issues with SFTP and why it remains relevant despite its shortcomings.

Problems with SFTP

• Complex Setup: SFTP requires technical knowledge for initial configuration, including setting up SSH keys, user permissions, and server configurations. This can be a daunting task for businesses without dedicated IT teams.
• User Unfriendliness: The protocol isn’t designed with non-technical users in mind. Interacting with SFTP often requires specialized software or command-line interfaces, making it difficult for non-technical employees to use effectively.
• Manual Process: For many businesses, SFTP lacks automation features. Tasks such as uploading and downloading files, managing permissions, and monitoring transfers often require manual intervention, which is time-consuming.
• Limited File Management: SFTP focuses purely on file transfer, offering little in the way of file management features, such as expiration dates, file tracking, or recipient notifications, which are now common in modern file transfer solutions.
• No Expiration or Revocation: Once a file is transferred via SFTP, there is no native mechanism for revoking access or setting expiration dates on the data. This can lead to sensitive information lingering longer than necessary.

Why People Still Use It

• Proven Security: SFTP uses SSH for encryption, which is a well-established and trusted security protocol. Many businesses stick with SFTP because of its strong encryption capabilities and proven track record of keeping data secure during transit.
• Compliance Requirements: Some industries, especially those with strict compliance needs (like healthcare and finance), continue using SFTP because it’s a well-understood protocol that meets the security standards required by regulatory bodies such as HIPAA or GDPR.
• Legacy Systems: Many businesses with legacy IT systems still rely on SFTP because it integrates easily with older systems that may not support more modern alternatives. Switching away from SFTP might require costly upgrades or migrations.
• Widespread Adoption: SFTP is a standard protocol supported by many file transfer applications and IT infrastructures. Businesses that already have SFTP integrated into their processes may not feel an immediate need to change, especially if the system is working for them.

Despite its challenges, SFTP remains a solid choice for businesses that prioritize security and have the technical capabilities to manage it. However, modern alternatives offer more user-friendly, automated, and flexible approaches to secure file transfers.

Alternative 1: Secure Email Gateways

Secure Email Gateways (SEGs) are a popular choice for businesses looking for a straightforward way to transfer files securely via email. These gateways provide encryption and advanced security features to ensure that sensitive files are transmitted without risk. SEGs can be integrated into existing email systems, making them a convenient option for organizations that need to quickly share confidential documents without adding significant overhead.

Pros

• Ease of use: Since SEGs work within familiar email environments, there’s little learning curve for employees.
• Encryption: Most SEGs offer end-to-end encryption, ensuring files remain secure from sender to recipient.
• Data Loss Prevention (DLP): SEGs can prevent accidental or malicious leaks of sensitive data by blocking unauthorized file sharing or external access.

Cons

• Size limitations: Many email systems and SEGs impose limits on file size, which can be restrictive for businesses transferring large files.
• Email vulnerabilities: Email remains a common target for phishing and malware, and while SEGs protect attachments, email-based threats can still pose risks.
• Compliance challenges: Depending on the industry, email gateways may not provide the level of compliance required for stringent regulations.

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Alternative 2: Managed File Transfer (MFT) Solutions

Managed File Transfer (MFT) solutions are designed for businesses that require secure, large-scale file transfers, along with automated workflows and regulatory compliance. MFT platforms are robust, often featuring detailed tracking, reporting, and auditing capabilities, which are essential for organizations handling sensitive data such as financial institutions and healthcare providers. These solutions usually support encryption, file expiration, and compliance with data security standards like HIPAA and GDPR.

Pros

• Comprehensive security: MFT solutions provide multiple encryption layers, ensuring the security of data in transit and at rest.
• Automation: MFT solutions can automate repetitive file transfers, making them ideal for businesses with ongoing file-sharing needs.
• Compliance: Built-in compliance features help organizations meet industry regulations for data protection and secure file sharing.

Cons

• Complexity: MFT platforms can be overly complicated for small businesses or teams without dedicated IT staff.
• Cost: Many MFT solutions are enterprise-grade and come with a significant price tag, making them less accessible to smaller organizations.
• Setup: Initial setup and configuration of an MFT system can require considerable time and expertise.

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Alternative 3: Cloud Storage Services with Encryption

Cloud storage services like Google Drive, Dropbox, and OneDrive have become widely adopted for file sharing, particularly for remote teams. However, many of these platforms now offer encryption options to ensure files are secure during transfers. Business versions of cloud services provide features such as file access control, encryption, and audit logs, making them suitable for businesses looking to share files securely without investing in complex infrastructure.

Pros

• Convenience: Cloud storage services are highly accessible and easy to use for both technical and non-technical users.
• File sharing control: Users can control who has access to files and for how long, adding an additional layer of security.
• Collaboration tools: These platforms allow real-time collaboration, which can be beneficial for team-based workflows.

Cons

• Transparency: Some cloud providers do not offer full transparency into their encryption methods, raising concerns about third-party access.
• Vendor lock-in: Once a business chooses a cloud provider, it can be difficult to switch due to data migration challenges.
• Limited file expiration: Cloud services do not always allow users to specify when shared files expire, which can be problematic for businesses wanting tighter control over data.

Bonus: Introducing SendTurtle: A Simple and Secure File Transfer Solution

If you’re looking for a secure alternative that combines the simplicity of cloud services with the encryption benefits of MFT and SEGs, SendTurtle might be the ideal solution. SendTurtle is designed specifically for businesses that need a fast, secure way to transfer sensitive files without the complexity of traditional MFT platforms.

With end-to-end encryption, you can ensure that only the intended recipient can access your files. One of SendTurtle’s key features is its file expiration settings, which allow you to control how long a file is available after being sent. This ensures sensitive information doesn’t remain accessible beyond its necessary use, adding an extra layer of security.

Pros

• Ease of use: SendTurtle’s simple interface makes it easy for non-technical users to securely send files with minimal effort.
• File expiration: Users can set expiration dates on files, preventing them from lingering in digital limbo.
• Data Access Tracking and Auditing: SendTurtle lets businesses know who accesses the data as well as when and if they downloaded it.
• Robust Link Management: Even if you forgot a security setting when a link is sent, you can easily change it afterwards without sending a new link.
• End-to-end encryption: Ensures that sensitive files remain secure from the moment they are sent until they are received.

Cons

• Limited automation: While SendTurtle is ideal for ad-hoc transfers, it does not offer the same level of automation as full-fledged MFT solutions.
• File size limits: Depending on your plan, there may be file size restrictions for transfers.

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While SFTP remains a tried-and-true method for securely transferring files, businesses now have several modern alternatives. Secure email gateways, managed file transfer solutions, and cloud storage services with encryption all offer different advantages depending on your needs.

For those seeking an easy-to-use yet highly secure solution, SendTurtle provides a modern, lightweight approach to secure file transfers, making it an excellent option for businesses that need simplicity without sacrificing security.

Learn About Secure File Transfers and More With Phalanx SendTurtle

To learn more about how Phalanx can help you securely transfer documents easily, contact us for a demo today. 

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