Hey there, museum professionals, administrators and membership managers! We know you’ve got enough on your plate; from safeguarding priceless artifacts to planning the next big exhibition or patron event.
But guess what? Your organization’s digital assets and data need your attention and protection too! So, we’ve put together a simple and practical 8 step guide on how to safeguard your data just in time for October ; which is Cybersecurity Awareness Month. Let’s dive in and don’t worry; we’ve got a fictional case for each step to make it extra relatable. 🎉
Step 1: Conduct Regular Security Audits – Keep That Digital Vault Locked! 🔐
Fictional Case:
The Museum of Ancient Wonders realized they hadn’t updated their systems or reviewed their security practices in ages (seriously, not since their "Dinosaur Dance Party" exhibit in 2015!).
Their outdated systems made them vulnerable to ransomware attacks. After conducting their security practices,the museum resolved a vulnerability that could have led to a costy security disaster. Crisis averted!
Supporting Data: According to Accenture’s Cybersecurity Study, 60% of businesses do not perform regular security audits, making them prime targets for cyberattacks. Don’t let this be you!
Pro Tip: Schedule an audit of your digital infrastructure at least annually to catch any vulnerabilities before the cyber-baddies do!
Step 2: Enable Multi-Factor Authentication (MFA) – Double the Locks, Double the Fun 🔑🔑
Fictional Case:
Over at the Cosmic Catfish Zoo & Aquarium, a staff member clicked on a phishing email (oops), and suddenly their entire system was at risk! But thanks to multi-factor authentication (MFA) that was enabled on various systems (including Cuseum), the hackers couldn’t get in.
Supporting Data: Did you know that 99.9% of account hacks can be prevented with MFA? Yup, according to Microsoft’s 2023 cybersecurity study, it’s one of the simplest and most effective ways to lock down your systems.
Pro Tip: With MFA, your staff will need more than just a password to access systems. Think of it as adding a second lock to the museum vault; and who doesn’t love extra security?
Step 3: Encrypt Your Data - Because Even Cyber Villains Don’t Have a Decoder Ring 🕵️♂️
Fictional Case:
The Cabinet of Curiosities Historical Center had a digital collection of rare manuscripts scanned and stored online and ready to be displayed on website, app, and social media. They also had member and donor data flowing back-and-forth between their CRM and a variety of connected systems.
When they started using Cuseum, their data, whether in transit or at rest, was encrypted. Even if someone did manage to intercept one of their data feeds, they'd be staring at encrypted, unreadable output. Nice try, hackers!
Supporting Data: IBM reports that companies with data encryption save an average of $1.25 million in breach costs. That's enough to fund that long-overdue coffee machine upgrade for the staff break room!
Pro Tip: Make sure all your data is encrypted at every stage, especially when sharing between different systems or third-party services.
Step 4: Back It Up – Don’t Let a Ransomware Attack Ruin Your Day ☠️💾
Fictional Case:
One day, the Seaside Sculpture Gallery found themselves locked out of their own system by a ransomware attack. Instead of paying a ransom (because who wants to do that?), they used their data backups to restore everything in less than a day. Bye bye, cyber criminals!
Supporting Data: According to Sophos, 66% of organizations were hit by ransomware in 2021, but those with secure backups were able to restore their data without forking over millions in ransom.
Pro Tip: Ensure regular backups of your data and digital assets. Cuseum has your back with secure backups of your data.
Step 5: Educate Your Team – Because Even the Best Security System Can’t Stop Steve or Sally from Clicking a Sketchy Link 🖱️⚠️
Fictional Case:
At the Museum of Time Travel, Steve from marketing nearly clicked on a “free dinosaur” email (we know, Steve, come on!). But thanks to regular cybersecurity training, he knew better. Steve clicked delete instead of “claim your T-rex” and reported the incident to his team.
Supporting Data: 82% of data breaches involve human error, according to Verizon’s Data Breach Investigations Report. Teaching your team how to recognize threats can save your museum from serious trouble.
Pro Tip: Make cybersecurity training a regular occurance for your staff. The more they know and the more they’re reminded the safer your museum or cultural organization will be!
Step 6: Create an Incident Response Plan – The Blueprint for When Things Get Spooky 👻
Fictional Case:
When the Enchanted AuraParks & Gardens discovered a breach, they were ready. They had an incident response plan in place that included immediate system isolation, communication with stakeholders, and data restoration. No panic, just a well oiled response machine.
Supporting Data: Companies with a tested incident response plan save an average of $2.66 million per data breach, according to IBM. Having a plan in place is a must!
Pro Tip: Regularly test your response plan. It’s like a fire drill, but for your digital systems!
Step 7: Review Your Third-Party Integrations – Don’t Let a Friend of a Friend Break In 🔌👥
Fictional Case:
The Museum of Unexplained Mysteries was vetting providers for a new, digital membership system but had trouble deciding which solution to go with. Thankfully, the museum had a thorough check-list and process for assessing new vendors and software providers based on their well-documented practices around data security, compliance, privacy, and independent certification. . Phew!
Supporting Data: According to Astra’s Cybersecurity Report, 60% of data breaches, third party vendors were at fault. That’s why it’s critical to review who you’re working with and ensure they’re up to date on cybersecurity.
Pro Tip: Keep an eye on your third-party partners and make sure they stay inline with the latest industry security and privacy standards.
Step 8: Stay Compliant – Protect the Privacy of Your Donors, Visitors, and Staff 👩💼🔒
Fictional Case:
The Futurist History Center serves visitors from around the world, so they need to comply with GDPR, CCPA and other privacy regulations. With Cuseum, they were in good hands – keeping their constituents' data secure and staying compliant with the ever-changing privacy laws.
Supporting Data: Failing to comply with data privacy regulations can cost businesses millions in fines; the GDPR alone can issue fines up to €20 million or 4% of annual turnover (whichever is higher!).
Pro Tip: Stay on top of privacy regulations like GDPR, CCPA, and only work with companies that are verified by independent authorities like the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks (formerly known as Privacy Shield) and National Cyber Security Centre’s Cyber Essentials.
You’ve Got This
By following these steps, you can take a step in the right direction in keeping museum’s digital data as secure as your physical treasures. Hackers may be lurking in the shadows, but you’re now equipped with all the tools and knowledge to keep your museum safe from their disruption.
It’s Cybersecurity Awareness Month, so… what are you waiting for? Now go forth and protect those digital gems and data!
Ready to engage your membership and visitors with a partner that values security, privacy and best practices?
Learn more about Cuseum’s suite of digital engagement solutions here.