You do not need to be a large company to lose access to an important account. Start with the systems that keep your business running: email, banking, your website, customer records and file storage.
Make the basics routine
Use unique passwords stored in a reputable password manager and enable multi-factor authentication on important accounts. Keep devices, applications and website components updated. Give each person only the access they need and remove accounts when roles change.
Back up essential data separately from the working copy, restrict access to backups and test that you can restore them. A backup you have never restored is an assumption, not a recovery plan. These measures align with the Canadian Cyber Centre’s baseline controls.
Make suspicious requests easy to question
Agree that staff can pause an unusual payment, password-reset or file-sharing request. Verify changes to bank details using a phone number you already trust, not the number supplied in the message. Urgency is a reason to check, not a reason to skip the process.
Keep less information
Review why each form field and stored customer record is needed. Set a retention schedule that fits your obligations. Avoid collecting payment-card details by email or ordinary enquiry forms; use an appropriate payment provider.
Before adopting an AI or cloud tool, check its data handling, access controls and retention settings. Do not paste confidential customer information into an unapproved service.
Write a short response plan
List who contacts your IT provider, hosting company and insurer, where recovery information is stored, and who assesses notification obligations. Make sure you can reach these details when your usual email or file system is unavailable.
Your next move: Check the security of your main email account, test one backup restoration and assign an owner to every gap you find.
About the Author
Tina Kempling, the Lean Green Team Leader at Imagine That with over 35 years of experience in the print industry, newspaper and magazine advertising.
As an industry-certified designer since 1991, Tina knows her stuff when it comes to marketing vision. But what sets her apart is her understanding of advertising and marketing in today’s digital and print market. She can help companies tap into the incredible marketing power in new and creative ways. Ready to take your marketing game to the next level? Give Tina a shout!