Must Know Cybersecurity Practices in a Remote Working Environment

As remote work becomes a standard alongside traditional office setups, strong cybersecurity practices are essential for protecting sensitive business data. Employees accessing company information from home or on the go can inadvertently expose data to cyber threats through unsecured connections or devices.

What is a data breach? It is a security incident in which unauthorised parties access sensitive or confidential information, including personal data and corporate data¹. This risk extends beyond specific activities like printing to online data-sharing and collaboration practices. Implementing the right security solutions and educating employees on how to prevent data breaches are essential steps in maintaining a secure work environment. Here are some best practices to safeguard company data in remote work environments:

1) Device Security

Protecting devices from unauthorised access and cyber threats is essential for maintaining a secure work environment. Employees working remotely often use personal and company-issued devices to access internal corporate systems, making them potential entry points for cyberattacks. According to Forbes², remote workplaces in industries such as healthcare, finance and education are particularly vulnerable due to weak authentication practices and outdated security measures. To reduce these vulnerabilities, strong security measures such as VPNs, password protection and software updates are a must. We’ll delve deeper into each of the essential security measures workers should have on their physical devices.

Using a Virtual Private Network (VPN) for Secure Access

While working on the go, sales teams often conduct meetings at co-working spaces or cafés, relying on public Wi-Fi networks. These connections, however, can pose security risks, making it crucial to implement secure document management and cybersecurity measures to protect sensitive business data. Public Wi-Fi is also vulnerable to various attacks, including man-in-the-middle attacks³ where hackers can intercept data transmitted between a device and the internet. This can expose sensitive information like passwords, financial details and confidential work documents. A VPN provides a crucial layer of security in these situations.

So, what exactly is a VPN and how does it work? A VPN creates an encrypted tunnel between the employee’s device and the company’s network, preventing unauthorised access. This "tunnel" essentially scrambles the user's internet traffic, making it unreadable to anyone trying to intercept it⁴.

Why it’s important: It protects sensitive company information from being intercepted on public Wi-Fi or unsecured home networks, reducing the risk of a data breach.

Best practice: Require employees to always connect to the company network via a company-approved VPN.

Implementing a VPN is a foundational step in securing remote work environments, but strong authentication is just as critical. However, as new technologies like Generative AI emerge, IT teams must balance security with productivity. Instead of blocking everything through the VPN, they should analyse which tools and websites genuinely pose risks. While AI-powered tools can enhance employee efficiency, they may not always meet high-security standards. A flexible, strategic approach to website restrictions ensures that security measures do not hinder innovation and productivity.

Establishing Strong Password Policies

Weak passwords are a major cause of data breaches. Based on an investigation report, over 80% of company data breaches were due to weak or reused passwords⁵. Cybercriminals use automated tools to guess simple or commonly used passwords, gaining unauthorised access to company systems. The compromised credentials can result in severe security incidents, including financial loss and data theft.

Why it’s important: Strong passwords are the first line of defence. Implementing and enforcing robust password policies can help to protect your business from cyber threats.

Best practice: Encourage employees to use unique, complex passwords and a password manager to securely store them. Enforce regular password updates and prohibit reusing old passwords. Implement multi-factor authentication (MFA) to add an additional layer of security.

However, even with strong passwords in place, outdated software and unpatched devices can still expose businesses to cyber threats. Keeping all software up to date is the next key step in securing remote work environments.

Regularly Updating Devices and Software

Unpatched software and outdated devices are vulnerable to exploitation by hackers and bad actors. In fact, 60% of data breaches involve vulnerabilities for which a patch was available but not applied⁶. Cybercriminals often exploit known security flaws in outdated software to gain unauthorised access to systems. It's a constant cat-and-mouse game: hackers find vulnerabilities and security teams race to patch them.

Why it’s important: Keeping software and devices up to date is crucial for staying ahead in this ongoing game. Unpatched vulnerabilities make for easy targets for hackers, which increases the risk of a data breach.

Best practice: Implement automatic updates for operating systems, applications and security software across all employee devices. Provide clear guidelines for maintaining up-to-date personal devices used for work. Encourage employees to reboot devices regularly to ensure updates are properly applied.

Strong passwords and up-to-date software are vital pieces, but they're part of a much larger puzzle. The following section will reveal other must-know cybersecurity practices for a secure remote working environment.

2) Secure Remote Work Practices

Ensuring data security when employees work from outside the office is crucial in preventing cyber threats. Employees are often targeted by cybercriminals through phishing emails, unsecured connections and unauthorised data access. Establishing strict security protocols and providing adequate training can help protect company information from breaches and leaks.

Educate Employees on Phishing and Social Engineering Threats

Employees are usually on the front line of cybersecurity, but they can also be the weakest link without proper awareness. Social engineering attacks trick individuals into revealing confidential information, making training a critical component of cybersecurity. Over 90% of cyberattacks start with phishing emails, making employee training crucial⁷.

Why it’s important: A well-trained workforce is your strongest defence against phishing and social engineering. Regular training empowers employees to recognise and report suspicious activity. This can help to prevent costly data breaches and security incidents from occurring.

Best practice: Conduct regular training sessions to help employees identify phishing attempts and other scams. Simulated phishing tests can also reinforce awareness. Implement real-time alerts for suspicious emails and educate employees on reporting potential threats.

Beyond the digital threats, physical security is also a concern, especially when handling sensitive documents. Implementing secure print release options helps prevent data leaks caused by unattended printouts.

Implement Secure Print Release Options

The shift to remote work can blur the lines between home and office, sometimes leading to lapses in established security practices. One area often overlooked is the security of printed documents. To address this vulnerability, secure print release solutions offer a valuable safeguard.

What is a secure print release? This feature allows users to send print jobs to a printer but holds the document until the user is physically present to release it, typically by entering a PIN or swiping a card⁸.

Why it’s important: Secure print release protects sensitive information by preventing unattended printouts. This is especially crucial in shared or public spaces like home offices or co-working spaces, where confidential documents could easily fall into the wrong hands.

Best practice: Require the use of PIN-based print security solutions, where print jobs are only released when the user is at the printer. Implement print tracking and logging to monitor print activities and detect unauthorised print attempts.

In addition to securing print workflows, limiting access to sensitive information is another vital step. Role-Based Access Control (RBAC) ensures that only authorised individuals can access critical business data.

Implement Role-Based Access Control (RBAC)

Restricting access based on job roles minimises the risk of unauthorised users accessing sensitive data. Employees should only have access to the resources required for their job responsibilities to reduce the likelihood of accidental or malicious data exposure.

Why it’s important: RBAC is a fundamental security practice that limits access to sensitive data on a need-to-know basis. This minimises the potential damage from both internal and external threats stemming from data breaches and security compromises.

Best practice: Ensure employees only have access to the data and tools necessary for their specific roles. Revoke access promptly when roles change or when employees leave the organisation. Implement audit trails to monitor access logs and identify any suspicious activities.

3) Communication and Collaboration Security

Protecting all forms of shared information across digital communication platforms—from email and messaging to video conferencing and file sharing—is essential for ensuring cybersecurity in remote work environments. Unauthorised access to business communications can lead to data leaks, intellectual property theft and compromised sensitive discussions. Implementing secure collaboration tools helps mitigate these risks.

Why it’s important: Remote work relies heavily on digital communication tools, making them prime targets for cyber threats. Secure collaboration prevents data leaks, maintains business confidentiality and ensures compliance with industry regulations.

Best Practices for Secure Communication

• Use Secure Communication Channels: Secure email gateways and end-to-end encrypted messaging platforms help prevent eavesdropping and unauthorised access to sensitive business discussions.
• Use Company-Approved Meeting Tools for Video Conferencing: Require authentication for participants, restrict meeting links to invited users and enable security features like waiting rooms and password-protected meetings.
• Secure Cloud Data Access and Sharing: Require multi-factor authentication, encrypt files in transit and at rest and set strict file permissions to control access.

Secure collaboration requires employee awareness and training to be effective. The next section highlights the importance of continuous education in maintaining cybersecurity.

4) Education and Training

Strengthening employee awareness and response to cyber threats is a fundamental aspect of an organisation’s cybersecurity strategy. Employees must be equipped with the knowledge and skills to identify, prevent and respond to security incidents effectively. Security awareness training plays a crucial role in reducing human errors that lead to data breaches⁹. This is to ensure that employees stay informed about the latest cyber threats and best practices. Ongoing training helps reinforce security best practices and keeps staff informed about emerging threats.

Why it's important: Proactive cybersecurity training is essential for preventing breaches and not just reacting to them. By equipping employees with the knowledge and skills they need, you create a culture of security awareness that minimises vulnerabilities and protects your organisation from costly incidents.

Best Practices for Cybersecurity Training

• Conduct Regular Security Awareness Training: Educate employees on password management, secure device use and real-world breach examples.
• Run Simulated Phishing Tests: Test employees’ ability to recognise threats and provide targeted training for those who fail simulations.
• Provide Clear Guidelines for Security Compliance: Ensure employees understand company policies on data protection, remote access and secure collaboration.

As businesses adopt flexible working arrangements following safe remote practices is a critical component of a broader cybersecurity strategy. Organisations can mitigate risks by implementing VPNs, secure print release options, encrypted cloud printing and stringent printing policies. Additionally, regular firmware updates, access control measures and centralised print management through tools like ApeosWare Management Suite 2 will further protect sensitive business data. With these best practices in place, companies can maintain secure environments, regardless of where their employees are working.

Explore FUJIFILM Business Innovation’s solutions today, including FUJIFILM IWPro, that safeguards sensitive documents and streamlines your workflows.

References:

¹ https://www.ibm.com/think/topics/data-breach

² https://www.forbes.com/sites/bryanrobinson/2024/01/03/4-remote-workplaces-most-vulnerable-to-cyberattacks-and-9-common-mistakes/

³ https://www.imperva.com/learn/apppcation-security/man-in-the-middle-attack-mitm/

⁴ https://azure.microsoft.com/en-us/resources/cloud-computing-dictionary/what-is-vpn

⁵ https://bnd.nd.gov/81-of-company-data-breaches-due-to-poor-passwords/

⁶ https://www.servicenow.com/lpayr/ponemon-vulnerabipty-survey.html

⁷ https://www.army.mil/article/280696/secure_our_world_cecom_raises_awareness_about_phishing

⁸ https://www.papercut.com/blog/print_basics/print-release-what-it-is-and-why-it-matters/

⁹ https://www.simpplearn.com/importance-of-security-awareness-training-article