Cybersecurity Best Practices for Nonprofits

Understanding Nonprofit Cybersecurity Challenges

Just like any business, nonprofits face many cybersecurity challenges. However, nonprofits are especially vulnerable.

Limited budgets often result in outdated technology and understaffed IT teams, making security breaches more daunting. These challenges for nonprofit cybersecurity threaten not just an organization's mission, but also the trust and support of their donors and stakeholders.

Recognizing these unique challenges is the first step in crafting a robust nonprofit cybersecurity strategy.

1. Risk Assessment: The Foundation of Nonprofit Cybersecurity

For nonprofits, understanding the digital landscape through a comprehensive risk assessment is a great starting point. This process helps identify the particular risks your organization faces, from simple email phishing campaigns aimed at stealing data to complex ransomware attacks designed to cripple operations.

Every nonprofit’s risk profile is unique, influenced by various factors including the type of services provided, the geographical reach of operations, and the size of the organization.

Working with IT support for nonprofits - specifically IT experts who are experienced in the nonprofit sector - can provide valuable insights and help design a proactive defense strategy. Even a basic risk assessment can often identify immediate, high-impact actions that can significantly bolster your cyber defense posture.

2. Create and Implement a Tailored Cybersecurity Policy

A comprehensive cybersecurity policy serves as your nonprofit’s first line of defense. It outlines your organization’s approach to mitigating cyber threats, addresses employee responsibilities, and sets guidelines for digital safety practices. This policy should be tailored to the unique needs and challenges of your nonprofit and should cover areas including secure data management, acceptable use of technology, mobile device usage policies, and incident response.

Ensure that the policy is easily accessible to all staff members/volunteers and regularly reviewed to reflect the evolving cyber threat landscape. Staff training is important, as people remain one of the most significant vulnerabilities in any cybersecurity strategy. Regular, engaging training sessions can improve employees' vigilance towards potential threats, reducing the likelihood of successful attacks.

3. Protect Sensitive Data with Strong Encryption

Encryption is an essential tool in safeguarding sensitive data. Such data includes donor information, financial records, and any other private information collected through your nonprofit's activities. Encrypted data is unreadable to anyone without the appropriate decryption key, significantly reducing the risk of unauthorized access.

When choosing software and online services, consider the level of encryption provided as a key selection criterion. Additionally, employing full-disk encryption on all devices used for nonprofit activities adds a layer of protection that's especially useful if devices get lost or stolen.

4. Backup Data Regularly and Securely

Data loss can be catastrophic for any organization, but for nonprofits, the loss of donor or beneficiary data can be particularly damaging. Regularly backing up your nonprofit’s data is not just a best practice; it's a fundamental safeguard against the unexpected. Your backup strategy should ensure data is protected both onsite and offsite, via secure, encrypted methods.

Automating the backup process whenever feasible ensures data is promptly and thoroughly protected. Consider implementing a 3-2-1 backup policy, a widely recommended strategy where you maintain three copies of your data, two of which are on different storage media, and one is offsite.

5. Implement Multi-Factor Authentication

Multi-factor authentication (MFA) adds an extra layer of security on top of traditional login credentials. With MFA, users are required to provide two or more verification factors to access an account, significantly reducing the risk of unauthorized access.

For nonprofits, adopting MFA across all digital platforms that contain sensitive information can greatly diminish the threat posed by simple password theft. Many platforms and services offer MFA capabilities, which should be enabled wherever possible, especially for accounts with administrative privileges.

6. Ensure Digital Asset Protection with Proper Offboarding Procedures

A critical, yet often overlooked, element of a nonprofit's cybersecurity policy is the proper offboarding of employees or volunteers.

It's crucial to ensure that when individuals leave the organization, they no longer have access to digital assets or systems. This process involves revoking all access permissions, including removing them from email lists, disabling their accounts, and ensuring that any devices or hard copies of sensitive information are returned or securely disposed of.

Furthermore, conducting exit interviews can also encourage the responsible handling of proprietary information after departure. By putting a robust offboarding procedure in place, nonprofits can minimize the risk of data breaches and protect the integrity of their digital assets.

7. Establish Strong Password Creation Policies

Implementing strong password policies is key to securing an organization's digital assets in the event employees exit the organization. Here are some tips to establishing strong password policies:

1. Passwords should be complex, including a mix of uppercase letters, lowercase letters, numbers, and symbols, and have a minimum length — typically 12 to 16 characters.
2. Avoid using sequential characters or easily guessable information, such as common words, birthdays, or anniversaries.
3. Encourage employees to use passphrases, which are long, memorizable sequences of words that create a greater level of security due to their length and complexity.
4. Moreover, passwords should be unique to each account and changed periodically.
5. Utilize reputable password management tools (such as BitWarden) to securely store and manage different credentials, removing the temptation for employees to reuse passwords across multiple sites or write them down where they can be easily stolen or lost.
6. Regular password audits and training can help reinforce the importance of these practices and ensure compliance across the organization.

8. Stay Informed and Prepare for Incidents with an Incident Response Plan

Staying informed about the latest cyber threats and developments in internet security is crucial for nonprofits. Subscribing to alerts from industry leaders or regulatory bodies can also provide early warning of potential cyber risks and recommended countermeasures.

An incident response plan is essential for nonprofits, laying out a systematic approach to addressing and managing cyber incidents when they occur. This plan should outline the steps to take if a breach is suspected, including the immediate securing of sensitive data and notification of stakeholders.

Regularly testing the incident response plan through simulated exercises can ensure your team is prepared to respond effectively in the event of a cyber threat.

9. Leverage Collaboration for Enhanced Cybersecurity

Collaboration within the nonprofit sector can be a significant resource in strengthening cybersecurity. By sharing best practices, lessons learned, and even resources, nonprofits can collectively enhance their cyber defense capabilities. Consider joining or forming a cybersecurity network with other nonprofits, where you can share knowledge and support each other in addressing common challenges.

Additionally, your nonprofit can benefit from partnering with trusted cybersecurity vendors or consultants who specialize in nonprofit security. This collaboration can provide access to state-of-the-art security tools and expertise that might otherwise be out of reach due to budget constraints.

Is Your Nonprofit Organization Cyber Secure and Prepared?

Cybersecurity is an ongoing journey, especially for nonprofit organizations with their unique needs and digital challenges. By recognizing and addressing these challenges head-on, and by continuously evolving your cybersecurity strategy, your nonprofit can significantly mitigate the risks posed by cyber threats.

Remember, no action is too small, and the diligence of your entire organization can be the most powerful defense you have. Building a strong cybersecurity culture within your nonprofit will require time, effort, and resources, but the safety of your operations, reputation, and the trust of your stakeholders is worth every cent and minute you invest.

Do you have the right practices in place to protect your nonprofit’s mission and digital assets? At Gant Systems, we can help! Schedule a Discovery Call today, and find IT solutions that will save you time, money, and the unnecessary headache of digital attacks.