10 Data Loss Prevention (DLP) Best Practices for SME Clients to Protect their Sensitive Corporate Data
Data Loss Prevention (DLP) is a critical component of modern cybersecurity strategies, especially for small and medium-sized enterprises (SMEs) that operate with limited resources but handle increasingly sensitive data. Whether it’s customer information, financial records, or proprietary business data, SMEs face growing threats from cyberattacks, insider misuse, and accidental data leaks. As digital operations expand, so does the attack surface, making it essential for SMEs to proactively safeguard their data assets against loss or exposure. Implementing effective DLP measures helps businesses prevent unauthorized access, data breaches, and inadvertent data loss. More than just a set of tools, DLP is a strategic approach that combines technology, policy, and employee awareness to ensure sensitive data remains protected throughout its lifecycle. This article outlines key best practices for SMEs to develop and maintain a strong DLP framework, from data classification and risk assessment to employee training and the use of advanced security solutions. https://star-bpo.com/wp-content/uploads/2025/07/4624979_Account_Ai_3840x2160.mp4 1. Identify and Classify Sensitive Data The first step in implementing Data Loss Prevention (DLP) is to identify and classify sensitive data. This includes personal information, financial records, intellectual property, and any other data that is critical to your business. By understanding what data needs protection, you can tailor your DLP strategy to focus on the most valuable assets. Once sensitive data is identified and classified, it’s important to determine where this data resides, how it flows across your systems, and who has access to it. Mapping data movement helps uncover hidden vulnerabilities and ensures that security measures are applied consistently across all touchpoints. This visibility lays the groundwork for enforcing appropriate controls and policies that safeguard critical information throughout its lifecycle. 2. Conduct a Risk Assessment Perform a thorough risk assessment to identify potential threats and vulnerabilities. This involves evaluating your current security measures, understanding the types of data you handle, and identifying potential sources of data loss. A risk assessment helps in prioritizing DLP efforts and allocating resources effectively. Based on the findings of the risk assessment, SMEs can develop a targeted approach to mitigate identified risks. This includes strengthening weak points in the existing infrastructure, updating outdated security protocols, and addressing gaps in employee awareness. By aligning DLP strategies with actual risk levels, businesses can make informed decisions, optimize their security investments, and better protect their most sensitive data assets. 3. Develop a Comprehensive Data Loss Prevention Policy A well-defined Data Loss Prevention (DLP) policy is crucial for guiding your organization’s data protection efforts. This policy should outline the types of data that need protection, the methods for protecting them, and the roles and responsibilities of employees. Ensure that the policy is communicated clearly to all staff members and regularly updated to address new threats. In addition to having a clear policy, it’s essential to integrate the DLP policy into your daily business operations. This means embedding security protocols into workflows, ensuring that data protection is considered in every process, from onboarding new employees to managing third-party vendors. Regular reviews, compliance checks, and updates to the policy will help keep it relevant and effective as your business evolves and new threats emerge. 4. Implement Technical Controls Technical controls are the backbone of any DLP strategy. These include encryption, access controls, and data masking. Encryption ensures that data is unreadable to unauthorized users, while access controls limit who can view or modify sensitive information. Data masking replaces sensitive data with fictitious data for testing and development purposes, reducing the risk of exposure. To maximize the effectiveness of these technical controls, businesses should ensure they are properly configured and consistently applied across all systems and devices. It’s also important to integrate these controls with other security tools, such as firewalls, intrusion detection systems, and cloud security platforms, to create a layered defense. Regular testing and updates are essential to keep these controls aligned with evolving threats and to close any security gaps that may arise over time. 5. Monitor and Audit Data Activity Continuous monitoring and auditing of data activity are essential for detecting and responding to potential data loss incidents. Implement tools that can track data movement, access, and usage patterns. Regular audits help in identifying anomalies and ensuring compliance with your DLP policy. In addition to detecting threats, monitoring and auditing also provide valuable insights into user behavior and system performance. These insights can help refine your Data Loss Prevention (DLP) policies, identify areas for improvement, and support investigations in the event of a security incident. Establishing clear logging practices and maintaining detailed audit trails are crucial for accountability, regulatory compliance, and timely incident response. 6. Educate and Train Employees Human error is a significant cause of data breaches. Educate and train your employees on the importance of data protection and the role they play in maintaining security. Regular training sessions and awareness programs can help in reducing the risk of accidental data loss and ensuring that employees adhere to DLP policies. To reinforce this training, consider incorporating real-world scenarios, phishing simulations, and periodic assessments to keep employees engaged and informed. It’s also beneficial to establish a clear reporting process for suspicious activity or potential data incidents. By fostering a culture of security awareness and accountability, employees become proactive participants in your organization’s data protection efforts. 7. Implement Endpoint Protection Endpoints, such as laptops, smartphones, and tablets, are common sources of data loss. Implement endpoint protection solutions that can monitor and control data transfers to and from these devices. This includes using tools that can block unauthorized USB devices, encrypt data on mobile devices, and remotely wipe data if a device is lost or stolen. Ensuring that endpoint protection is consistently applied across all devices—whether company-owned or part of a BYOD (bring your own device) policy—is essential for comprehensive security. Centralized management platforms can help enforce security policies, push updates, and respond quickly to threats. Additionally, implementing multi-factor authentication (MFA) and strong password policies further strengthens endpoint security by reducing the risk of unauthorized access. 8. Regularly Update and Patch Systems Keeping your systems and software up to date is critical for protecting
CYBER SECURITY ACT 2024 (ACT 854)
On 26 June 2024, Malaysia\’s Cyber Security Act 2024 (\”Cyber Security Act\”) was gazetted to enhance national cyber security in Malaysia. The Cyber Security Act is not in force yet, pending implementation regulations to be issued by the National Cyber Security Agency (\”NACSA\”). The Cyber Security Act was first contemplated in the Malaysia Cyber Strategy released in October 2020. Objectives of the Cyber Security Act Similar to Singapore’s Cybersecurity Act (\”Singapore CSA\”), the Cyber Security Act aims to enhance cybersecurity of national critical information infrastructure (\”NCII\”). NCIIs include any computer or computer system which, if disrupted, would impact national security, economy, public health, public safety, or government functionality. The Cyber Security Act also introduces measures to manage cyber security threats and a licensing regime for cyber security service providers. Territorial Scope Of The Cyber Security Act The Cyber Security Act has extra-territorial application. Offences related to an NCII that is wholly or partly located in Malaysia are within the scope of the Cyber Security Act. Notably, this approach aligns with Singapore CSA\’s original scope before its recent amendments in early 2024. Singapore CSA was amended to regulate computer systems which are wholly located outside Singapore if (i) the owner of such computer systems is in Singapore; and (ii) such computer systems would have been designated as CIIs had they been located in Singapore (see our previous article). Understanding NCIIs The Cyber Security Act designates the following sectors as NCII sectors: Government Banking and finance Transportation, defence, and national security Information, communication, and digital Healthcare services Water, sewerage, and waste management Energy Agriculture and plantation Trade, industry, and economy Science, technology, and innovation NCII sector leads NCII sector leads are government entities or persons which own or operate NCIIs in each NCII sector as designated by the minister charged with the responsibility for cyber security (\”Minister\”). The name of the NCII sector leads will be published on NACSA’s website. Each NCII sector lead is responsible for designating NCII entities (as defined below) and formulating sector-specific codes of practice that set out the measures, standards and processes regarding cyber security management. NCII entities NCII entities are government entities or persons appointed by a NCII sector lead as the entity or person which owns or operates a NCII. NCII entities are responsible for providing information about their NCIIs to the NCII sector leads upon request and notify them of any change, acquisition, or disposal of such NCIIs. Any material change relating to the NCII must be notified to the relevant NCII sector lead within 30 days; implementing the codes of practice issued by the relevant NCII sector lead; conducting cyber security risk assessments to ensure compliance with the codes of practice and arranging for external audits to verify their adherence to the Cyber Security Act; and reporting incidents or potential incidents in respect of their NCIIs to NACSA\’s Chief Executive and NCII sector leads promptly. While the Cyber Security Act mirrors Singapore\’s approach by requiring NCIIs to comply with codes, risk assessments, and incident reporting obligations, unlike Singapore, the Cyber Security Act does not extend reporting requirements to cyber incidents involving third-party vendors and the supply chains of critical information infrastructure owners. Licensing Of Cyber Security Service Providers The Cyber Security Act introduces a licensing regime for cyber security service providers. No entity or person can offer any cyber security service or advertise itself as a cyber security service provider unless it holds a valid licence. The aim of this licensing regime is to ensure cyber security services, especially those provided to NCIIs, meet international standards. Whilst the definition and scope of \”cyber security services\” remain unclear and will be determined by the Minister in the future, it is clear that the licensing regime does not apply to cyber security services provided by a company to its related company. Providing a cyber security service without a licence is a criminal offence punishable by (i) a fine of MYR 500,000 (approximately USD 106,000); (ii) imprisonment of up to ten years; or (iii) both. For comparison, the penalty under the Malaysia Cyber Security Act is more severe than the penalty under the Singapore CSA for a similar offence, which includes (i) SGD50,000 (approximately USD 37,000); (ii) imprisonment of up to two years; or (ii) both. Penalties Under The Cyber Security Act Penalties for non-compliance with the Cyber Security Act vary based on the type and severity of the violation. For general non-compliance by NCII entities such as failing to conduct additional cyber security risk assessments, failing to rectify audit reports upon NACSA Chief Executive\’s request, or failing to notify NCII sector leads of any material changes relating to the NCII, the penalties include (i) a fine of up to MYR100,000 (approximately USD 21,744) or MYR200,000 (approximately USD 43,549), depending on the offence; (ii) imprisonment of up to three years; or (iii) both. For more serious violations of the Cyber Security Act, such as failing to implement the applicable codes of practice, failing to notify a cyber security incident or non-compliance with the licensing requirements, the penalties are more severe with (i) fines up to MYR 500,000 (approximately USD 106,000); (ii) imprisonment of up to ten years; or (iii) both. The liabilities under the Cyber Security Act also extend to the employees and agents of an offending entity. Conclusion The Cyber Security Act is a pivotal step taken by the Malaysian government to strengthen Malaysia\’s cyber security resilience. NCII entities and cyber security providers which support NCII entities should revisit their business processes to identify compliance gaps and implement necessary measures to comply with the new obligations under the Cyber Security Act.
Small Business Owners (SBO) and the SIX biggest challenges?
SBOs face unique challenges particularly in tough economic times. As every SBO knows, the reality is that there are there are numerous issues to overcome in order to sustain a business on daily basis. However, the SIX key challenges consistently affecting SBOs and where definite action can be taken to conquer these challenges are:- Overcoming Cash Flow Challenges Delayed payments from clients, high overheads and unexpected expenses, such as non-compliance penalties and hefty litigation costs often causing huge financial strain to cashflow. Besides managing cash flow by using financial management apps to track expenses, create budgets, automate payments, set up automatic invoicing and reminders to reduce the risk of delayed payment, measures taken to ensure Compliance with the relevant laws and regulation to save on penalties will also help ease cashflow for small businesses. Managing Owner Fatigue SBOs often burnout due to taking on too much burden upon themselves resulting in low productivity. Outsourcing time-consuming mundane activities is key to overcoming fatigue. By identifying non-revenue generating back office processes such as Human Resources, Legal, Finance and Contact Center Services, business owners can focus on productivity whilst taking regular breaks and establishing a balanced schedule which is essential to maintain work-life balance. Finding and Retaining Profitable Customers Attracting and retaining profitable customers is crucial for small business success. By outsourcing back room processes, SBOs have more time to analyze their current customer base, identify profitable segments, engage in marketing efforts and tailor their business offerings to suit customer needs as well as engage with existing customers through feedback and personalized services to maintain strong relationships for repeat business. Motivating Employees In today’s fast-paced business environment, managing HR responsibilities in-house can be daunting task to SBOs. Employee engagement is vital for small businesses, where every employee’s contribution is significant. By outsourcing HR processes, small businesses can be assured to maintain clear communication with employees and foster a positive work environment that can boost staff morale. Reducing Overheads High overhead costs can quickly drain a small business’s resources. Outsourcing back-office functions, especially to regions with lower labor costs, can significantly reduce operational expenses. SBOs can save on salaries, benefits, and overhead costs associated with maintaining in-house teams. Outsourcing also eliminates the needs to invest in expensive software, equipment and office space for back-office operations. Staying Current in Your Industry SBOs are often so busy with day-to-day operations that they neglect to stay informed about industry trends and competitors. Outsourcing enables SBOs to focus on research industry developments, read relevant blogs, networking, attend conferences which can help to keep business owners ahead of the curve. In conclusion, overcoming the challenges faced by small businesses requires strategic action, delegation, and the use of modern tools and outsourcing time consuming chores. By outsourcing their backroom processes SBOs can keep overheads low and stay focused on high-value customers, motivating employees, cutting unnecessary costs and they can also keep up with industry trends to navigate tough times and achieve sustained success.
Amendments to the Personal Data Protection Act (PDPA) 2010
More importantly come 1st June 2025, enforcement of the Sections 6 and 9 of PDPA 2024(A) operations will significantly impact how personal data is handled in Malaysia. PDPA 2010 aims at protecting individual privacy and personal data, and PDPA 2024(A) further strengthens this protection by introducing stricter rules and higher penalties for non-compliance. Section 6 (Duties of Data Users) revises the obligations of “Data Controllers (DC)” or those who process personal data for commercial, research, or employment purposes. The amendments introduce several new responsibilities, including: Accountability and Transparency: DC must be transparent about their data processing practices. They are required to provide individuals with clear privacy policies, outlining how data is collected, used, and shared, along with details on retention periods and recipients of the data. Data Protection Impact Assessment (DPIA): DC must conduct a Data Protection Impact Assessment (DPIA) for activities that pose high risks to individuals’ rights and freedoms. This assessment helps identify and mitigate potential risks before proceeding with data processing activities. Data Security Measures: It is mandatory for DC to implement robust technical and organizational measures to protect personal data from unauthorized access, alteration, or destruction. These measures ensure the integrity and security of data throughout its lifecycle. Breach Notification: In case of a data breach that threatens individuals’ privacy, DCs are required to notify both the affected individuals and the Personal Data Protection Commissioner (PDPC) within a specified time frame. Mandatory Appointment of Data Protection Officer: Companies must appoint a Data Protection Officer (DPO) to ensure compliance with the law and report any breaches to the PDPC. Section 9 (Penalties for Non-Compliance) outlines the penalties for failure to comply with the regulations, which are designed to deter non-compliance and ensure businesses take their data protection obligations seriously. Key aspects of these penalties include: Monetary Penalties: DCs who violate Section 6 PDPA2024(A) face hefty fines, which can range from RM 300,000 to RM 3 million, depending on the severity of the breach, the scale of non-compliance, and the harm caused to individuals. Imprisonment: In cases of serious violations, such as deliberate misuse of personal data or severe data breaches, individuals found guilty may face imprisonment for up to three years. Liability of Directors and Officers: Senior officers or directors of companies who fail in their duties regarding personal data protection can be held personally liable. This includes potential fines or imprisonment for negligence or violations under their watch. Reputational Damage: Apart from the legal penalties, businesses may suffer significant reputational harm from data breaches. Such incidents can lead to consumer distrust, damaging the company’s image and causing long-term financial losses. Conclusion Sections 6 and 9 PDPA 2024 marks a clear shift towards greater accountability and more rigorous enforcement for data protection in an increasingly digital world. The new obligations for DCs coupled with severe penalties for non-compliance, are expected to enhance public trust and encourage businesses to adopt more responsible data management practices. As the 2025 implementation date approaches, SMEs must prepare to comply with these new regulations to avoid costly penalties and protect their reputation.
4 Reasons to Outsource your IT Management in Malaysia
4 Reasons to Outsource your IT Management Controls and Reduces Business Costs If your overall goal is to limit and to control business IT costs, outsourcing to a managed service provider (MSP) allows you to structure your support agreement to suit your budget. EBS will ensure that your company’s entire system is centralized and secured. EBS will also implement automated functions, which will allow tasks that someone originally had to do manually can now be done automatically. Allows You to Get IT Solutions Tailored for Your Business Does your in-house IT team have up-to-date understanding about data security, back-up solutions, WiFi solutions and PC and servers? If they don’t, your business may be losing its competitive edge. Outsourcing your IT to a reputable, locally based managed services provider like us gives your business: (a) The ability to focus on your new projects and/or scale existing projects effortlessly (b) Access to the latest technologies and expertise (c) Peace of mind that your data and security is being looked after 24/7, 365 days a year. Dedicated IT Support Staff To Attend To Your Need With Guaranteed Response Time If your small or medium business has an in-house IT team, it’s vital that they can respond quickly and efficiently. To keep your business competitive, all your IT resources must be available 24/7. But what happens if a server goes down on a public holiday and your in-house IT team isn’t available? Your outsourced IT Support Service Contract extends your skilled workforce with more knowledgeable staff regarding IT issues, who are more pro-active, self-reliant and empowered. These skills are important to have because your team will be able to prevent viruses and other issues that have the potential to compromise your entire system. In regards to long term investments, you get properly trained staff without the cost of constantly investing in upgrading their technical skills. Helps Increase Your Business Productivity If your small/medium business IT team attempts to cover all IT services and support themselves, it can waste valuable time and money. Outsourcing your IT to a managed services provider ensures: (a) Increase productivity/efficiency through Best Industry Practice (b) Best Architecture (c) Best System Design (d) Minimized Down Time (e) Less Time/$$ Spent on IT skills acquisition
What is “Man-Day” and why is it important?
The term \”man-day\” is commonly used in project management. It represents the amount of work one person can complete in a single eight-hour day. It is essential for estimating labor requirements which aids in planning, budgeting, and resource allocation. Importance of Man-Day? Effort Estimation: Man-days allows project managers to estimate the effort needed for different phases of a project. By understanding the number of man-days needed, project managers can create realistic timelines and schedules, which are critical for the successful execution of the project. Resource Allocation: Understanding the total man-days required helps in allocating resources efficiently. Project managers can determine how many personnel are needed at different stages of the project, optimizing team size and ensuring that the right skills are available when needed. Budgeting: Man-days play a significant role in budget planning. By estimating the cost associated with each man-day, project managers can forecast the total labor costs and set a budget that aligns with organizational goals. This is particularly important for fixed-price projects, where exceeding estimated man-days can lead to cost overruns. Performance Measurement: Monitoring actual man-days spent against the estimated man-days helps in measuring project performance. If a project consistently exceeds the estimated man-days, it may indicate inefficiencies, scope changes, or unforeseen challenges that need to be addressed. Best Practices for Utilizing Man-Days Clear Project Scope: A well-defined project scope is critical for accurately estimating man-days. Collaboration with stakeholders to outline deliverables, timelines and specific tasks minimizes uncertainties that can affect man-day calculations. Breakdown Tasks: Dividing the project into smaller tasks allows for more accurate man-day estimates. Each task should be evaluated based on complexity and resource needs. Use Historical Data: Leveraging data from past projects can enhance the accuracy of man-day estimates. Analyzing previous project performance provides valuable insights into time requirements for similar tasks, helping to refine current estimates. Regular Monitoring and Adjustment: Throughout the project, it is essential to monitor man-days spent versus planned. This helps identify any deviations from the plan, allowing for timely adjustments to resources or timelines as necessary. Communicate Changes: If project scope changes occur, it’s vital to communicate these changes promptly to all stakeholders. Adjusting man-day estimates in real time can prevent misunderstandings and align expectations. Conclusion Understanding and effectively managing man-days is integral to successful project management. Accurate estimation and monitoring enhance resource allocation, budgeting and overall performance. Implementing best practices in calculating and utilizing man-days will lead to more predictable project outcomes, ensuring that organizations meet their goals efficiently. Man-day serves as a vital tool in project management, guiding teams toward successful project completion.
How Much Does It Cost to Outsource IT?
Don’t you hate it when you ask about prices and companies don’t provide clear-cut answers? We do too. As an IT outsourcing company with over 20 years experience, Intelligent Technical Solutions (ITS) believes prices should not be a secret. Understanding the cost of outsourced IT is crucial for making informed decisions, ensuring budgetary alignment, and maximizing return on investment (ROI). Whether you are a small business seeking cost-effective solutions or a large corporation needing scalable and customizable services, you deserve to know how much you need to spend before you spend it. So, in this article, we’ll shed light on the financial aspects of outsourcing IT. This article will specifically talk about the following: The options for outsourcing IT The cost of each option The cost of each option is discussed differently: prices for services with predictable billing (like co-managed and managed IT) are presented on a per-user/per-month basis, while services with unpredictable billing (like direct outsourcing and break-fix IT) are discussed in a per-contractor hired context. By examining these options and the cost of each one, you’ll have valuable insight into the financial implications of outsourcing IT and make the best decision for your company. Option #1: Co-managed IT Co-managed IT is a service where a third-party IT provider, also called a managed service provider (MSP), partners with your in-house IT to support your IT infrastructure. You are afforded the comfort of having staff on-site and can control how many in-house technicians you need. There’s no pressure to hire more and more people. Then, your co-managed IT service provider will supplement your team member’s skills. They’ll take over the tasks your staff doesn’t specialize in. The goal of co-managed IT is to help your staff to do what they do best. This, in turn, saves you time, money, and a whole lot of stress. Allowing IT staff to focus on things they enjoy will result in more efficiently serviced customers, a more well-maintained IT infrastructure, and less downtime for your employees. Cost of Co-Managed IT Co-managed IT costs vary depending on different factors. But it’s a monthly bill that costs 20-40% less than a managed IT plan from an MSP. So let’s say it costs $130/user per month for the basic plan from a managed IT provider. You can expect co-managed IT to cost around $90 to $110/user per month. But you should also factor in the cost of your internal IT staff: their salaries, bonuses, training, and workstation upkeep. By adding the price of maintaining your internal IT to the co-managed IT monthly cost, you’ll get the total amount of your IT costs with co-managed IT. Schedule a Meeting Option #2: Managed IT Managed IT is a service where you outsource your entire IT department to an MSP. You remove all the pressure of hiring, training, managing, and paying an entire department. The MSP will oversee everything while involving you in decision-making. The goal of managed IT is to lessen the mental load of handling your IT while providing immense value. Cost of Managed IT Managed IT costs are highly dependent on unique factors per company. But unlike co-managed IT, you only have to worry about one monthly bill from your MSP. Most managed IT plans range between $130-$250/user per month, depending on which company you contact and what services you need. Option #3: Direct Outsourcing Instead of getting an MSP or an agency, you can hire people as independent contractors or freelancers. Working with freelancers from around the globe can push down IT costs but comes with the expected risk of hiring the wrong person for the job. You’ll also have to consider time zones, communication issues, payment options, and performance concerns. They also can’t serve as on-site staff. The main goal of direct outsourcing is to push down costs; if you’re prepared to handle the risks associated with lower prices and constantly off-site staff, then direct outsourcing may be a good choice for you. Cost of Direct IT Outsourcing Costs vary widely when outsourcing your IT directly to freelancers and independent contractors. You need to consider location, expertise, onboarding, and offboarding expenses. Depending on your needs and their rates, it can cost anywhere between $800 to $3,000/month per contractor* hired. *Averaged from different websites and job postings for remote IT contractors worldwide (e.g., Indeed, UpWork, and LinkedIn) Option #4: Break-fix IT The last option for businesses is break-fix IT. The break-fix IT model involves calling technicians when something breaks within your system and getting them to fix that problem for you – hence the name break-fix. And that’s the best part of this option: you only call them when needed. Hence, they’re generally more affordable than the other options. However, if you need them to fix something substantial, it can increase costs. Cost of Break-fix IT Break-fix IT costs are unpredictable, as the bill depends entirely on your problem. But they’re usually on-site staff billed on an hourly basis. Minor issues can cost around $20-$50/hour for one technician (depending entirely on where and who you hire), with extra costs such as hardware replacement, software licenses, and long-term technical support not included. More significant problems will cost a lot more. IT Outsourcing Option Cost Co-Managed IT : $90-$110/user per month Managed IT : $130-$250/user per month Direct Outsourcing : $800-$3,000/person per month Break-Fix : $20-$50/hour + additional fees What Factors Affect the Cost of Outsourcing IT? When preparing your budget, what factors should you consider? Here are some things you should watch out for: Choice of Service Provider Different providers have varying pricing models, expertise levels, and reputations, which can impact the overall cost of outsourcing IT services. Renowned or specialized providers may charge higher rates due to their expertise and track record. Services Needed The nature and extent of IT services you need will impact the cost. Suppose you outsource various IT functions, such as software development, infrastructure management, or customer support. In that case, the price will likely be higher than outsourcing a specific
10 Signs It’s Time to Outsource Your IT Management
10 Signs It’s Time to Outsource Your IT Management 1. High IT Spending If your organization is spending excessively on maintaining an in-house IT department, it may be time to evaluate outsourcing options. Outsourcing can often be more cost-effective, allowing you to pay only for the services you need without the overhead costs associated with full-time employees. With models like IT as a Service (ITaaS), businesses can utilize on-demand IT resources, which helps eliminate unnecessary expenditures while ensuring that they only pay for the services they use. This flexibility can significantly reduce operational costs while still providing access to essential IT capabilities. In 2020, 75%of organizations depended on ITaaS for over half of their IT department\’s functions. 2. Inability to Keep Up with Growth Rapid organizational growth can strain existing IT resources. If your current team struggles to manage increasing demands or lacks the necessary skills, outsourcing can provide the flexibility and expertise needed to scale effectively. 3. Distraction from Core Business Goals When IT management becomes a distraction from your primary business objectives, it’s a sign that outsourcing could alleviate this burden. By delegating IT responsibilities, you can refocus your internal resources on strategic, core business initiatives. 4. Complex Regulatory Requirements Organizations facing complex compliance issues may benefit from outsourced IT services that specialize in regulatory adherence. These providers can ensure that your systems meet necessary standardswithout overwhelming your internal team. At least 20 countries (not including EU member states) have implemented data protection laws that closely resemble the GDPR. Additionally, 60%of individuals who are aware of data protection laws have a positive perception of them. 5. Need for 24/7 Support If your business requires round-the-clock IT support, outsourcing is often the most practical solution.Managed service providers can offer continuous monitoring and support, ensuring that your systems are always operational. 6. Access to Latest Technology Outsourcing allows organizations to leverage cutting-edge technology without incurring high upfront costs. This access can provide a competitive advantage by keeping your systems current and efficient. Additionally, utilizing Data Center as a Service (DCaaS) enables businesses to adopt advanced data management solutions without the need to invest in costly infrastructure upgrades. By outsourcing these services, your organization can benefit from the latest technologies and innovations, ensuring its IT systems remain robust and competitive. 7. Frequent Downtime Regular system outages can severely impact productivity and revenue. If your organization experiences frequent downtime, it may be time to seek external expertise that can enhance system reliability and performance. 13%of small and medium businesses don’t feel their organization is ready for unexpected downtime. 8. Overwhelmed Internal IT Staff When your internal IT team is stretched thin, struggling to manage daily operations while alsoplanning for future projects, outsourcing can provide additional resources and expertise to help alleviate this pressure. 9. Recurring IT Problems If you find yourself dealing with the same technical issues repeatedly, it may indicate that your internal team lacks the necessary skills or resources to resolve them effectively. Outsourced IT services can bring fresh perspectives and specialized knowledge to tackle persistent problems. 10. Increased Security Threats Gartner forecasts that by 2025, around 30% of organizations responsible for critical infrastructure will suffer a security breach. As cyber threats continue to escalate, having a robust IT security strategy is essential. Outsourcing your IT management can enhance your cybersecurity posture by providing access to advanced technologies and dedicated security professionals who are up-to-date on the latest threats and defences. When Should You Use IT Management Outsourcing? Knowing when to outsource IT management is crucial for organizations experiencing rapid growth and technological demands. The signs outlined in this article highlight the need for timely action to address these challenges effectively. By embracing outsourcing solutions such as ITaaS and DCaaS, businesses can enhance their operational efficiency while ensuring robust cloud data security. Act now to position your organization for success—outsource your IT management today and focus on achieving your strategic objectives without the burden of technical issues.
Classify Business Documents is the First Step towards Information Security
Top 5 Reasons to Classify First Text REASON 1 | DATA SECURITY IS A BUSINESS PROBLEM THAT TECHNOLOGY ALONE CANNOT SOLVE There is a widely held belief (or perhaps simply a hope?) that data security can be solved by implementing a new piece of technology. Stopping data from being downloaded, encrypting data, ensuring access credentials—all of these protections can be programed into a security net designed to prevent breaches. True security, however, is a constant process that involves everyone in an organization. Exclusive reliance on automated systems will doom your project to failure. Many DLP implementations hit their first snag with the initial setup. Often, the IT department is given a list of criteria that defines sensitive information and security policies for dealing with it. Beyond defining what the DLP system must look for, the data and business process owners are not involved in enforcement. Even though users are a large part of the problem (either through accidental or malicious intent), they are not required to identify the data they are handling. The task of protection is left in the hands of IT administrators. Handed their instructions, IT staff program the search algorithms that catch data breaches. Assuming they have accurately interpreted the instruction from the business process owners (that are often simply lobbed over the wall), IT creates rules for detecting and then managing data leaks. To ensure that nothing is leaked, these algorithms are set to be stringent at first, meaning that many potential breaches are caught. But, many “catches” are not security breaches at all. The tighter the security, the more “false positives” are caught and the more calls workers place to the IT department asking for data to be released. False positives are a big problem as they: Require manual handling (review or release) by the IT team Stop business workflow, frustrating the users The IT department is ill suited for the task of determining what constitutes a breach and what does not. It overloads them with added work and, in some cases, this review by IT may itself constitute a security breach. Without user involvement, DLP systems are guessing on the sensitivity of the data. If the users had means to tell the DLP system how to handle the data, IT would not be put in the position of having to review excessive data breach reports or have to respond to constant requests from information owners to let their data go. Business user frustration is another negative side effect of making data security an IT issue. Workers want and need to have the power to perform the tasks they were trained for and were hired to do. While it is important to prepare for the small fraction of individuals who may steal data, it is important not to treat your entire workforce as though you distrust them all. If the day your DLP system is turned on your workers find that activities they used to do as part of usual business practice are blocked or significantly hindered, there could be tremendous resistance and push-back. Even when they know the changes are coming, if the DLP system is catching too many false positives, the whole project could be at risk as angry employees harass IT to release their data or search for ways to circumvent security. The result? DLP security measures are weakened. Companies would rather deal with minimal data loss just to keep workers happy and the business rolling. Users should be empowered to take responsibility for the security of data they use and create. User-driven classification provides much more accurate data identity and will thus help ensure the DLP system handles the data correctly. Greater accuracy will also release the IT team from excessive manual monitoring. User classification also has the added benefit of fostering a culture of security in the user community. Rather than being subject to “Big Brother,” users are a respected part of the security solution that is in place to help protect their company and, subsequently, their jobs. REASON 2 | CLASSIFICATION FOSTERS A SECURITY CULTURE Security systems have done an excellent job at preventing prying eyes from gaining access to sensitive information in the corporate network. What they aren’t as good at is preventing accidental disclosure by careless users with legitimate access. While a DLP’s failure to catch a particular breach can be classified as an “error,” it is the user who accessed and distributed the information that is the real problem. The act of asking (or forcing) users to classify each file while guiding them to correct decisions based on approved policy helps to improve the source of the problem: users who lack awareness of the proper security procedures. Common data breach accidents include: Incorrectly addressed email Sensitive data in an email or email attachment Accessing data from unsecure, public sources Lost devices and storage media Accidental inclusion in e-discovery packages Inappropriate sharing to personal email and devices. These breaches are predominantly caused by user ignorance or error. While a DLP system is vital to providing a second look when these mistakes occur, without classification not all breaches may be caught. Despite all the time, money, and effort your organization may (or may not!) put into training staff on security policy and the proper handling of sensitive information, employees are not likely to retain this information to the degree necessary because they are not usually motivated by security. As work pressures ebb and flow, users tend to put security concerns aside to expedite business. Deadlines, commissions, being seen as efficient and as a hard worker; these are the motivations that drive most employees. They quickly forget why they need to protect information (“it won’t hurt the company’s profits”) or they intentionally try to bypass security (“if I can’t email this document I will just print it and take it with me”) in their rush to finish a task. Even if a DLP system does catch the breach, there is usually no informative response to help the user remediate
The Benefits of Outsourcing IT Management for Companies in Malaysia
The Benefits of Outsourcing IT Management for Companies in Malaysia In today’s fast-paced digital landscape, businesses in Malaysia are increasingly recognizing the value of outsourcing IT management. This strategic approach not only enhances operational efficiency but also allows companies to focus on their core competencies. Here, we delve into the benefits of outsourcing IT management, along with the latest trends shaping this sector.