Class is in Session: A Year-Long Lesson in Securing Business Growth
By: Chris Bowman
As the back-to-school season begins, it’s a perfect moment to reflect on the past year and evaluate how well our IT security efforts have supported business growth. Much like students returning to class after summer break, businesses must reassess their tools, strategies, and practices to ensure they are prepared for the challenges ahead. Over the past year, we’ve encountered numerous lessons that have reinforced the critical role that a robust security framework plays in fostering sustainable growth.
Lesson 1: Start with the Basics—Identify Operational Goals
In any classroom, the first step is to understand the lesson plan. For businesses, this means starting with a clear understanding of operational goals and how technology supports these objectives. Over the past year, Vertilocity has consistently emphasized the importance of a thorough gap analysis—a process akin to identifying the knowledge gaps in a student’s understanding.
Our approach involves collaborating closely with clients to identify pain points and areas where outdated or insufficient systems may be hindering progress. This includes not only evaluating the current technology in place but also understanding the specific operational goals of the business. For example, a small operation, such as a three-person law firm, might initially rely on a simple spreadsheet to manage their IT needs. However, as they grow, this approach may become inadequate, revealing the need for more robust, scalable solutions. On the other hand, a large transportation company operating across multiple states would find that a basic spreadsheet is insufficient from the outset. In such cases, investing in a more advanced, integrated system is necessary to efficiently track and manage operations at scale.
Vertilocity also assesses the business’s readiness to implement these solutions, taking into consideration both the current capacity and the potential need for future scalability. By identifying a client’s pain points and potential growth challenges early on, we can recommend solutions that are not only tailored to meet the business’s immediate needs but are also designed to grow and adapt as the business evolves. This approach ensures that businesses are not overwhelmed by complexity but are equipped with the right tools and frameworks to support sustainable growth.
Lesson 2: Choosing the Right Framework—A Curriculum Tailored to Your Business
Just as students have different learning styles, businesses have varying needs when it comes to IT security. Selecting the right security framework is like choosing the right curriculum—it must be tailored to fit the specific needs of the business while allowing room for growth.
Over the past year, we’ve guided clients through the process of selecting appropriate frameworks, whether it’s ISO, SOC 2 or a custom-built solution. The key is ensuring that the framework is right-sized for the business and its specific needs. For example, a small doctor’s office doesn’t require the same level of security complexity as a large defense contractor, but it does need to ensure HIPAA compliance and implement secure systems that can grow alongside the practice. Additionally, this doctor’s office needs to interact securely with pharmacies, hospitals, and insurance companies, which adds layers of complexity to their IT needs. We often help businesses evaluate their operational goals, pain points, and industry requirements to determine the most suitable framework. This careful selection process ensures that they adopt a framework that provides the necessary security controls without adding unnecessary complexity or cost.
Lesson 3: Implementing Security Policies—Classroom Rules Pay Off
Policies are the rules that keep a classroom in order. In the business world, they are equally essential for maintaining security and compliance. Over the past year, I’ve worked closely with businesses to develop and refine their IT security policies, ensuring they align with internal goals and external regulations.
Having the right policies in place is crucial to supporting the chosen framework. This includes everything from HR policies that control who is hired to auditing procedures that regularly review who has access to critical systems. One key area that always requires careful attention is managing access, specifically when employees are hired or leave the company. When a new employee is onboarded, it’s essential to ensure they are granted the correct level of access based on their role. For example, a Chief Financial Officer will require different permissions than a Jr. Marketing Associate.
Similarly, when an employee leaves the company, it’s critical to revoke their access promptly to prevent any unauthorized use of company systems or data. This process includes locking out their email accounts while preserving the information for future access by IT or HR teams if needed. Automating these processes can help ensure consistency and reduce the risk of human error.
Once these policies are in place, it’s important to conduct regular reviews to ensure they remain relevant and effective. I generally advise businesses to review their policies at least on an annual basis, though more frequent reviews may be necessary if there are significant changes in the business environment or regulatory landscape. For example, if new regulations are introduced or if the business undergoes significant growth, it’s essential to reassess and update the policies accordingly. Regular reviews help ensure that the policies continue to meet the business’s needs and that they are being followed correctly, minimizing the risk of security breaches or compliance issues.
Lesson 4: Procedures and Training—The Daily Homework of IT Security
Just as students need to do their homework to fully grasp the material, businesses must establish and follow procedures to ensure security policies are effective. This includes regular training sessions to keep everyone informed and prepared, with training tailored to different roles within the organization.
For administrators and key personnel responsible for managing and enforcing security policies, training needs to be more comprehensive. These individuals must understand the full scope of the security framework, including detailed procedures for granting access, handling sensitive data, and responding to security incidents. For example, IT administrators must be trained on how to manage access controls effectively, ensuring that permissions are correctly assigned and updated as needed.
For other employees, the training should focus on the policies and procedures relevant to their specific roles. This might include understanding basic cybersecurity practices, such as recognizing phishing attempts or following proper protocols when accessing company systems remotely. For instance, in a healthcare setting, staff members might be trained on how to securely handle patient information and how to interact with external entities like pharmacies and insurance companies in a way that complies with HIPAA regulations.
Regular training not only helps employees stay compliant but also reinforces the importance of following the established protocols. By ensuring that all employees, from administrators to frontline staff, are well-trained and understand their responsibilities, businesses can create a culture of security awareness that strengthens the overall effectiveness of their IT security framework.
Lesson 5: Regular Audits—The Pop Quizzes of IT Security
In the academic world, pop quizzes are a way to ensure students are keeping up with the material. In IT security, regular audits serve a similar purpose—they help verify that your systems and processes are functioning as intended.
Regular audits are crucial to maintaining security. These audits can range from simple internal checks, like reviewing access logs, to more comprehensive reviews as part of a SOC 2 certification process. It’s important to ensure that the controls and procedures are not only in place but are being followed consistently. However, there is a critical distinction in the auditing process: the company that manages your cybersecurity should not be the same one that conducts your audits.
For instance, if Vertilocity is handling your cybersecurity, you would need to identify a different vendor to complete you’re audit. This separation helps maintain objectivity and ensures that the audit process is thorough and unbiased. On the other hand, if another company is responsible for your cybersecurity, Vertilocity can step in as your independent auditor, providing an impartial evaluation of your security framework.
By keeping the implementation and auditing processes separate, businesses can ensure that their security frameworks are rigorously evaluated, leading to more effective and trustworthy security measures. Regular audits, conducted by an independent party are a key component of a strong IT security strategy, helping to identify any gaps or weaknesses that need to be addressed.
Facing an independent audit can be a daunting and time-consuming process. Vertilocity can help your organization by:
- Establishing and evaluating policies and procedures
- Performing assessments
- Collecting data
- Implementing technical controls
- Providing and tracking employee training
- Creating a plan of action
- Gathering evidence
We help you prepare so you are audit ready.
Lesson 6: Continuous Improvement—Extra Credit for Going Above and Beyond
All teachers know that the best students are those who continuously seek to improve themselves, and the same goes for businesses. IT security isn’t a one-time effort; it requires ongoing attention and refinement.
Throughout the year, we encourage businesses to review their security frameworks and procedures regularly to ensure they remain effective as the business evolves. This is particularly important when there are changes in laws, regulations, or business operations. For instance, if new governmental regulations are introduced or if your company undergoes significant growth or restructuring, it’s crucial to reassess and update your security policies to stay compliant and secure.
Regularly reviewing and updating your policies helps you stay current with best practices, address potential vulnerabilities, and ensure that your security measures continue to align with your business goals. By staying proactive, businesses can adapt to new challenges and opportunities without compromising on security, ensuring that their IT systems remain robust and capable of supporting growth.
Lesson 7: Leadership and Alignment—The Role of a Champion
In any successful classroom, a teacher plays a pivotal role in guiding students toward their goals. Similarly, in the business world, having a dedicated leader or “champion” is essential for successfully implementing an IT security framework.
We strongly advise businesses to identify a leader within their organization who will oversee the implementation of the chosen framework. This person should have the authority and responsibility to ensure that all departments are aligned with the framework’s objectives and that the necessary policies and procedures are followed. This leader, or champion, is crucial for driving the initiative forward, addressing any challenges that arise, and ensuring that the implementation is completed effectively.
Without a clear champion, the process can become fragmented, with different departments potentially going in different directions. By appointing a dedicated leader, businesses can ensure that the entire organization is working toward the same goals, making the framework implementation smoother and more successful.
As we conclude this year in review, it’s clear that a strong IT security framework is essential for any business looking to grow and succeed. At Vertilocity, we are committed to helping our clients navigate the complexities of IT security, from selecting the right framework to implementing effective policies and regular training opportunities.
If you’re ready to take the next step in securing your business’s growth, contact us today at mssp@vertilocity.com to learn how we can support you. Whether you’re just starting on your security journey or looking to refine and enhance your existing framework, we’re here to help you achieve your goals.