In today’s context, the importance of data security and protecting sensitive information is more critical than ever. With the increasing reliance on digital technologies and remote work arrangements, the risk of data breaches has amplified. Cybercriminals are continuously developing sophisticated techniques to exploit vulnerabilities and gain unauthorized access to valuable data.

The COVID-19 pandemic has further accelerated the adoption of digital platforms and remote communication tools, making businesses more susceptible to cyber threats. The rapid transition to remote work environments has introduced new challenges, such as securing home networks and personal devices that may not have the same level of protection as corporate systems.

Employee Contributions

Employee negligence can significantly contribute to data breaches within organizations. While external threats like hacking and malware are often highlighted, internal vulnerabilities and human error remain significant factors in data security incidents.

“Employee negligence or errors caused 62% of all insider data breaches last year, according to a recent report from Ponemon Institute, a research center specializing in privacy and data protection.

Equally as alarming for CFOs: The average global cost of insider threats (and their fallout)​ increased ​31% in just two years​ to a whopping $11.45 million​.” [1]

Shared Responsibility for Data Security

  1. Follow Security Policies and Procedures: Familiarize yourself with your organization’s security policies and procedures and ensure you understand and adhere to them. This includes guidelines for password management, acceptable use of company resources, data handling, and reporting security incidents.
  2. Use Strong and Unique Passwords: Create strong passwords that include a combination of upper and lower case letters, numbers, and special characters. Avoid reusing passwords across multiple accounts. Consider using password managers to securely store and generate complex passwords.
  3. Be Wary of Phishing Attempts: Be vigilant when it comes to emails, messages, or phone calls asking for personal or sensitive information. Avoid clicking on suspicious links or downloading attachments from unknown sources. Verify the authenticity of requests before providing any sensitive information.
  4. Safeguard Physical and Digital Assets: Keep your physical devices (such as laptops, smartphones, and USB drives) secure and never leave them unattended in public places. Lock your devices with strong passwords or biometric authentication. Encrypt sensitive data on devices and when transmitting it over networks.
  5. Stay Updated on Security Awareness: Stay informed about the latest security threats and techniques used by cybercriminals. Regularly participate in security awareness training sessions provided by your organization. Be aware of common attack methods like phishing, social engineering, and malware.
  6. Report Suspicious Activities: If you notice any unusual or suspicious activities on your computer, network, or within your organization, report them to your IT department or the appropriate security personnel promptly. Timely reporting can help mitigate potential threats and prevent data breaches.
  7. Practice Secure Remote Work: If you work remotely, ensure you follow secure practices. Use virtual private networks (VPNs) to encrypt your internet connection and access company resources. Avoid using public Wi-Fi networks for sensitive work-related tasks.
  8. Maintain Data Confidentiality: Respect the confidentiality of sensitive data and only access the information necessary for your job responsibilities. Do not share your login credentials or personal access information with unauthorized individuals. Be cautious about discussing sensitive information in public or insecure environments.
  9. Keep Software and Systems Updated: Regularly update your computer’s operating system, applications, and antivirus software to ensure you have the latest security patches and protection against known vulnerabilities. Enable automatic updates whenever possible.
  10. Dispose of Data Properly: When disposing of physical documents or electronic storage media, follow proper data destruction procedures. Shred paper documents containing sensitive information, and use secure methods to wipe or destroy data on old devices.

By embracing these proactive measures and fostering a culture of security awareness, employees can play a crucial role in preventing data breaches resulting from their own negligence. It is vital for individuals to remain vigilant, continuously educate themselves on security best practices, and actively engage in maintaining a secure work environment.

Organizations Responsibility

While employees play a huge role in avoiding data breaches, organizations have an equal responsibility to minimize employee negligence and mitigate the risk of data breaches.

Shared responsibility by organization for data security

Here are several measures organizations can implement:

  1. Establish Clear Security Policies: Develop comprehensive security policies that clearly define acceptable use of company resources, data handling practices, password requirements, and reporting procedures for security incidents. Make these policies easily accessible to all employees and ensure they are regularly communicated and reinforced.
  2. Provide Security Awareness Training: Conduct regular security awareness training sessions to educate employees about the latest threats, phishing techniques, social engineering, and best practices for data protection. Ensure employees understand their roles and responsibilities in maintaining data security. CybelAngel finds that more than 90% of data breaches are due to negligence that might have been prevented with cybersecurity training, processes, procedures, and tools.[2]
  3. Enforce Strong Password Practices: Implement password policies that require employees to create strong and unique passwords. Encourage the use of password managers and provide guidelines on how to create and protect passwords. Regularly remind employees to update their passwords and avoid reusing them across multiple accounts.
  4. Implement Multifactor Authentication (MFA): Enable multifactor authentication for accessing sensitive systems and data. MFA adds an extra layer of security by requiring users to provide additional verification, such as a fingerprint, token, or one-time password, in addition to their standard credentials.
  5. Limit User Access and Privileges: Implement the principle of least privilege (PoLP) by granting employees access only to the systems and data necessary for their specific roles. Regularly review and update user access privileges to ensure they are aligned with job responsibilities. Remove access promptly when employees change roles or leave the organization.
  6. Monitor and Detect Anomalies: Deploy security monitoring systems that can detect and alert for unusual activities or behavior. This includes monitoring network traffic, access logs, and system logs for any signs of unauthorized access or suspicious activities. Implement intrusion detection and prevention systems (IDPS) to help identify and block potential threats.
  7. Regularly Update and Patch Systems: Maintain a proactive approach to system updates and patch management. Regularly update operating systems, applications, and security software to protect against known vulnerabilities. Establish a process for promptly addressing critical security patches and fixes.
  8. Conduct Security Audits and Assessments: Regularly assess the organization’s security posture through internal or external security audits. Identify vulnerabilities, gaps, and areas for improvement. Use the results of these assessments to implement necessary security controls and measures.
  9. Foster a Security-Conscious Culture: Create a culture of security within the organization by promoting a sense of shared responsibility among employees. Encourage open communication, where employees feel comfortable reporting security incidents, potential risks, or suspicious activities. Recognize and reward employees who demonstrate good security practices.
  10. Regularly Review and Update Policies: Security policies and procedures should be reviewed and updated regularly to reflect changing technology landscapes and emerging threats. Stay informed about the latest security trends and industry best practices to ensure policies remain effective and up to date.

By implementing these organizational measures, organizations can proactively address employee negligence and create a security-focused environment. It is essential to combine these efforts with ongoing monitoring, risk assessments, and continuous improvement to effectively protect sensitive data and minimize the risk of data breaches.