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6 Ways Associations and Nonprofits Can Enhance Their Cybersecurity with Managed IT Services

6 Ways Associations and Nonprofits Can Enhance Their Cybersecurity with Managed IT Services

A diverse group of business professionals gathered around a meeting table, engaged in a collaborative discussion. One man shakes hands with another across the table.

With associations and nonprofits increasingly relying on digital technologies to deliver their vital programs, cybersecurity threats are becoming a growing concern. These concerns are amplified when budgetary constraints test an organization’s ability to implement robust cybersecurity measures.

The challenge is real, as demonstrated by the large-scale cyberattack on Change Healthcare, which significantly disrupted a veteran’s assistance nonprofit. Such incidents highlight the urgent need for comprehensive measures to protect the data and the communities relying on these services. 

To comprehensively address these barriers, associations and nonprofits are increasingly turning to Managed IT Services Providers (MSPs). An MSP can offer specialized knowledge and resources that many nonprofits may not internally possess, providing a cost-effective pathway to resilient cybersecurity. 

The “people, process, technology” framework is central to this approach, ensuring a holistic and integrated cyber strategy: 

  • People: Focusing on training and cultivating a culture of awareness among all staff. 
  • Process: Developing and implementing rigorous policies and procedures to manage and mitigate risks effectively. 
  • Technology: Utilizing advanced tools and technologies to protect data and infrastructure from cyber threats. 

By partnering with an MSP, associations and nonprofits can leverage expertise in these areas to enhance their posture significantly. This article explores six specific ways in which associations and nonprofits can achieve this enhancement through managed IT services. 

People  

Empowered Security-Aware Employees 

In the battle against cyber threats, your organization’s staff plays a key role in defending your IT ecosystem.  Despite the best technical safeguards, human error remains one of the leading causes of breaches, with research pinpointing its prevalence at 88-95%. This makes empowering your employees with the knowledge and tools to recognize and respond to threats crucial. 

Training and Awareness Programs: MSPs excel in delivering comprehensive training tailored to the unique needs of your organization. These programs often include: 

  • Phishing Simulations: Employees are trained to identify and react appropriately to simulated phishing attacks, helping them recognize the signs of malicious emails or links. 
  • Best Practices Education: Sessions on creating strong passwords, securing mobile devices, and safely handling sensitive information help foster a culture of mindfulness. 
  • Regular Updates and Refreshers: Cyber threats are constantly evolving, so keeping staff updated on the latest trends and protocols is vital. 

Support and Resources: Ongoing support ensures employees feel confident and equipped to deal with potential threats. This includes providing access to up-to-date information and rapid assistance in the case of any incidents. 

By focusing on “People,” you not only educate your staff but also transform them into a vigilant, proactive component of your defense. This empowerment is fundamental in preventing breaches and minimizing the impact should an incident occur. 

Our monthly training sessions are available for you to see this type of training in action for yourself. These sessions are open to everyone, so feel welcome to register yourself and share with your team! 

Process 

Preventative risk mitigation through comprehensive risk assessments

An effective strategy begins with understanding the specific threats and vulnerabilities that your organization faces.  

Thorough Evaluation: This is where Managed IT Services Providers play a key role by conducting comprehensive risk assessments. They use a systematic approach to assess the risks associated with your organization’s digital assets. This process involves: 

  • Identifying Assets: Cataloging all data, devices, and systems that require protection. 
  • Assessing Vulnerabilities: Pinpointing weaknesses in your IT infrastructure that could potentially be exploited by cybercriminals. 
  • Evaluating Threats: Analyzing potential sources of cyber threats, from phishing scams to advanced persistent threats. 

Utilizing Standards and Frameworks: IT providers employ recognized frameworks such as the National Institute of Standards and Technology (NIST) Cybersecurity Framework or the Enterprise Risk Management Framework (ERM) to guide their assessments. These frameworks provide a structured methodology for assessing risks, managing them, and ensuring ongoing compliance with best practices. 

Reporting and Continuous Improvement: After the initial risk assessment, your IT partner will provide detailed reports that outline the findings and the recommended actions. These reports are crucial for making informed decisions about where to allocate resources to improve security. Furthermore, your provider will periodically repeat these assessments, so your organization adapts to new threats and changes in its IT environment. 

By prioritizing “Process” and implementing comprehensive risk assessments, MSPs help ensure that your nonprofit or association is proactive rather than reactive. This foundational step is critical for building a resilient defense against ever-evolving cyber threats. 

Streamlined Data Protection for Regulatory Compliance 

For associations and nonprofits, maintaining compliance with regulatory requirements is important for protecting donor trust and ensuring sensitive information remains secure.  

Understanding Compliance Requirements: MSPs assist organizations in understanding the specific regulations that affect them, such as the District of Columbia’s security breach notification law, the Health Insurance Portability and Accountability Act (HIPAA), or the Payment Card Industry Data Security Standard (PCI DSS). This is crucial for tailoring the strategy to meet these requirements effectively. 

Implementing Compliance Measures: With their expertise, these providers implement the necessary measures to ensure compliance. This involves: 

  • Data Encryption: Securing data at rest and in transit to protect sensitive information from unauthorized access. 
  • Access Controls: Ensuring that only authorized personnel have access to sensitive information, using techniques such as role-based access controls. 
  • Data Auditing: Keeping detailed logs of access and modifications to track compliance and detect any unauthorized activities. 

Regular Audits and Assessments: To ensure ongoing compliance, IT providers conduct regular audits and assessments. These help identify any gaps in compliance and provide an opportunity to rectify issues before they become problematic. They will also keep organizations updated on any changes in regulatory requirements, ensuring that compliance is a continuous process. 

Training and Policy Development: Beyond technical measures, experienced cybersecurity partners assist in developing policies that comply with regulatory standards. They also provide training for staff to understand these policies, so that they maintain compliance in daily operations. 

Reporting and Documentation: IT partners help organizations maintain the necessary documentation to prove compliance during audits. This includes generating compliance reports that detail the measures in place and their effectiveness in meeting regulatory standards. 

By focusing on this aspect of “Process” and aiding in compliance, MSPs not only help organizations protect sensitive information but also build trust with donors and stakeholders by demonstrating a commitment to security and privacy. 

Strategic security and incident response planning 

Effective incident response planning is necessary for minimizing the impact of breaches when they occur, as illustrated by one Texas town, which thwarted attackers before they gained control of its infrastructure. Managed IT Services Providers play a vital role in developing strategic plans and incident response protocols that enable rapid recovery and continuous protection. 

Developing a Comprehensive Security Strategy: These service providers work with your organization to develop a strategy that aligns with your specific needs and risks. This strategic plan includes: 

  • Risk Identification and Prioritization: Determining which assets are most critical and what threats they are most susceptible to. 
  • Policy Development: Crafting policies that define how different types of data should be handled and protected. 
  • Preventative Measures: Implementing systems and processes to reduce the likelihood of breaches, such as multi-factor authentication and secure access controls. 

Incident Response Planning: Your IT partner helps design and implement an incident response plan that provides clear procedures for dealing with incidents. This plan ensures that your organization can respond effectively and efficiently, minimizing damage.

Key components include: 

  • Roles and Responsibilities: Clearly defining what actions team members should take during an incident. 
  • Communication Protocols: Establishing how and when to communicate with internal and external stakeholders, including legal teams, law enforcement, and affected clients or donors. 
  • Recovery Processes: Outlining steps to restore normal operations as quickly as possible while securing systems from further attack. 

Regular Drills and Training: To ensure the incident response plan is effective, the provider will conduct regular training sessions and drills with your team. These exercises help familiarize everyone with their roles during an incident and can highlight areas where the plan may need refinement. 

Continuous Improvement: Cybersecurity is a field that is constantly changing, and incident response plans must adapt to new threats. A provider will evaluate and update your security and response strategies on an ongoing basis to ensure they remain effective against the latest dangers. 

By focusing on strategic planning and robust incident response, MSPs help ensure that organizations are not only prepared to handle incidents but also equipped to prevent them where possible. This proactive approach significantly strengthens an organization’s overall resilience. 

Technology 

Stronger infrastructure and essential tools 

Organizations need a robust IT infrastructure to safeguard their digital assets. To ensure that they protect their IT systems against potential threats, an MSP will leverage proactive monitoring and management, alongside integrating specific essential tools, as the backbone of an effective cyber strategy. 

Proactive Monitoring and Management: 

  • Early Detection: Sophisticated monitoring tools continuously scan the network for any signs of irregular activity, allowing organizations to identify potential threats early before they escalate into serious incidents. 
  • Immediate Response: Quick action to address vulnerabilities or breaches minimizes damage and enhances protection. 
  • System Updates and Patch Management: Regular updates keep all software and systems secure with the latest patches. 
  • Configuration Management: Ongoing reviews and optimization of system and application settings ensure compliance with best practices. 
  • Performance Optimization: Monitoring the performance of IT systems allows organizations to identify and rectify potential issues affecting system integrity. 

Essential Tools: 

  • Multi-Factor Authentication (MFA): By requiring multiple forms of verification, MFA significantly improves a system’s security. Implementing MFA involves combining something you know (password), something you have (token or app), and something you are (biometric), making unauthorized access considerably more difficult. 
  • Firewall Management: Your provider will strategically position robust firewalls, equipped with IDS and IPS, at every internet connection to monitor and control network traffic. This setup blocks unauthorized access while allowing legitimate traffic. 
  • Email Filtering: Advanced email filtering systems go beyond basic spam filters to intercept emails with malicious links or infected attachments, keeping your organizational communications protected. 
  • Anti-Ransomware: This technology monitors for signs of ransomware activity, such as unauthorized encryption, and stops them in their tracks to prevent significant damage and data loss. 

Additional Advanced Technologies: 

  • Password keeping software: Password keeping software stores and manages your digital credentials securely, ensuring that passwords are complex, unique, and accessible only to authorized users. It helps eliminate risky practices like using weak passwords or repeating them across multiple sites. 
  • Vulnerability scanning: This process scans systems and networks to identify and help address known vulnerabilities that could be exploited. 
  • Phishing simulation: This tool sends simulated phishing emails to employees to train them in identifying and handling potential phishing attempts effectively. 
  • Dark web monitoring: This service scans the dark web for stolen credentials and sensitive information, alerting organizations to potential compromises. 
  • Penetration testing: Penetration testing simulates attacks on systems to highlight and address exploitable weaknesses before cybercriminals can use them. 
  • Device encryption/encryption at rest: This measure protects information stored on physical devices by making it unreadable to unauthorized individuals. 
  • Security information and event management (SIEM): This technology provides real-time analysis of security alerts generated by applications and network hardware. It aggregates data from multiple sources, identifies deviations from the norm, and generates alerts to potential incidents, helping organizations quickly respond to threats. 

By leveraging technology for stronger infrastructure management along with essential tools, organizations enhance their security posture and ensure their critical systems remain available and reliable. This comprehensive infrastructure allows you to confidently face cyber threats and deliver uninterrupted services to your communities. 

To learn more about advanced technologies and how people, process and technology work together to enhance the effectiveness of your strategy, read our eBook: “Cybersecurity Essentials for Association and Nonprofit Leaders: The Complete Guide to Protecting Your Financial and Digital Assets.” 

Cost-effective Security Solutions 

For many associations and nonprofits, budget constraints pose a significant challenge when implementing robust cyber measures. Cost-effective solutions provided by expert service providers allow these organizations to access high-level security technologies and expertise without the financial burden of scaling large in-house IT teams. 

  • Leveraging Economies of Scale: By serving multiple clients, providers can spread out the costs of infrastructure, software licenses, and expert personnel across a broader base, reducing the cost for each client. 
  • Subscription-Based Models: These service providers often operate on a subscription-based model that offers predictable costs for IT services. This model allows organizations to budget more accurately and avoid unexpected expenses associated with managing cybersecurity in-house. The subscription typically includes regular updates, maintenance, and ongoing support, ensuring that measures remain effective without additional charges. 
  • Access to Advanced Technologies: Service providers make it possible for organizations to access advanced technologies that might otherwise be cost-prohibitive to procure and maintain individually. This access includes sophisticated tools such as real-time threat detection systems, automated security assessments, and advanced encryption methods. 
  • Customized Solutions: Providers tailor their services to fit the specific needs and budget constraints of each nonprofit. This customization ensures that organizations do not pay for unnecessary features or services and receive the most efficient setup for their requirements. 
  • Reduced Operational Costs: Outsourcing reduces the need for additional in-house IT staff and associated operational costs such as training, salaries, and benefits. This not only lowers expenses but also frees up resources that can be redirected towards fulfilling the organization’s primary mission. 
  • Enhanced ROI on Security Investments: Organizations benefit from a better return on investment (ROI) on their security spending due to more effective risk management and reduced incident response costs. Effective measures minimize potential losses from breaches and other incidents, thereby safeguarding the organization’s assets and reputation. 

By offering cost-effective solutions, MSPs enable organizations to enhance their security while adhering to their budgetary limitations. This partnership ensures that associations and nonprofits can focus on their core mission without compromising on their digital safety. 

Strengthen your cybersecurity posture with designDATA 

Nonprofits and associations are better positioned to pursue their mission when they partner with a trusted managed IT services provider. This relationship gives them a cost-effective way to improve their security through proactive monitoring, preventative risk assessments, comprehensive incident response planning, and other valuable tactics.  

If your organization is looking to fortify its data security, partnering with designDATA represents a strategic investment. Our approach is grounded in evidence-based cybersecurity practices and tailored to meet the unique needs of nonprofits and associations. 

Let’s connect to explore how designDATA can develop a comprehensive, multi-layered defense tailored to meet your specific challenges. 

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