Cybersecurity Tips for Your Office’s Accounting Department

As the backbone of any organization, the accounting department handles a treasure trove of financial data. This makes this particular department a prime target for cyber threats. From sophisticated hacking attempts to phishing scams, the risks are diverse and ever evolving.

According to Kaspersky, 2022 saw the number of phishing attacks double in number compared to 2021. That year, there were over 500 million attempts of phishing attacks.

Recently, CNBC reported that there has been a huge spike in the number of AI-generated phishing emails. AI tools like ChatGPT are facilitating these phishing emails. Needless to say, most cyber criminals intend to target the accounting departments of various companies with such attacks.

All that being said, to safeguard your organization’s financial integrity, it’s imperative to fortify the cybersecurity measures in your accounting department. To do so, here are a few useful tips.

Implement Multi-Factor Authentication (MFA)

As the first line of defense, multi-factor authentication (MFA) adds an extra layer of security beyond traditional passwords. In accounting, where access to financial data is paramount, MFA becomes indispensable.

By requiring users to verify their identity through a combination of factors, like passwords or biometrics, MFA significantly reduces the risk of unauthorized access. This added layer of security acts as a deterrent for cybercriminals attempting to exploit weak or stolen passwords, thus safeguarding sensitive financial information.

Furthermore, MFA enhances the overall security culture within the accounting department by instilling a sense of accountability among employees. It ensures that even if login credentials are compromised, unauthorized access remains a formidable challenge.

Regularly Update and Patch Software

Outdated software is a breeding ground for vulnerabilities that can be exploited by cybercriminals. At present, software developers continually release updates and patches to address newly discovered vulnerabilities. Ignoring these updates leaves your accounting department exposed to potential threats.

Establish a robust software update and patch management system to ensure that all applications, operating systems, and security software are promptly updated. Automated tools can streamline this process, reducing the likelihood of oversight. Regularly scheduled updates not only fortify your defenses against known vulnerabilities but also demonstrate a commitment to proactive cybersecurity practices within the accounting team.

Practice Secure File Sharing

In many cases, accounting firms or departments need to send sensitive documents to their clients. It’s often the case that these files are intercepted by cyber criminals. When that happens, sensitive accounting and client data is leaked, and this data ends up in the wrong hands.

Thus, according to Mango Practice Management, comes the need for secure file sharing with end-to-end encryption between accounting professionals and their clients. This type of file sharing relies on link-based file sharing instead of email attachment-based sharing. On top of that, only predefined clients or personnel will be able to access these files. All these, in turn, make for a more secure file-sharing process.

Accounting file-sharing systems even have dedicated client portals. Here, the client can sign, approve, and pay bills that have been forwarded to them. There are a ton of other features that these systems offer, and you can click here to learn more about them.

Secure Wi-Fi Networks and Devices

With the rise of remote work, securing Wi-Fi networks and devices has become critical for the accounting department. Weak or unprotected Wi-Fi networks can serve as gateways for cybercriminals to gain unauthorized access to sensitive financial data.

Ensure that Wi-Fi networks are encrypted, and strong, unique passwords are employed. Implementing Virtual Private Network (VPN) solutions adds an extra layer of security when accessing the accounting system remotely.

Furthermore, device security is paramount. All devices used by the accounting team should have up-to-date antivirus software, firewalls, and encryption tools. In the event a device is lost or stolen, remote wipe capabilities can prevent unauthorized access to sensitive financial information.

Regularly Back Up Financial Data

During a cyber attack or data breach attempt, having a robust backup system in place can be a lifesaver. Regularly backing up financial data ensures that even if data is compromised, it can be restored, minimizing the impact on day-to-day operations.

Implement a comprehensive data backup strategy, including both onsite and offsite backups. Having a reliable backup can mean the difference between a minor inconvenience and a catastrophic loss of financial data.

Conduct Regular Security Audits and Assessments

Cybersecurity is not a one-and-done endeavor. It requires continuous monitoring and improvement. Regular security audits and assessments are essential for identifying vulnerabilities, assessing the effectiveness of existing security measures, and adapting to emerging threats.

Engage in regular cybersecurity assessments, both internally and with the assistance of external experts. According to Statista, businesses spend around 12 percent of their IT budgets on cybersecurity. A decent portion of that budget should be kept aside to conduct audits and assessments of your accounting department’s cybersecurity readiness.

These assessments should cover everything from network security and access controls to employee awareness and incident response protocols. By conducting thorough evaluations, the accounting department can stay ahead of potential risks and continuously evolve its cybersecurity strategy.

In conclusion, safeguarding the financial integrity of your organization begins with fortifying the cybersecurity measures in the accounting department. Implementing the suggestions above is essential in building a resilient defense against cyber threats. By prioritizing cybersecurity in the accounting department, organizations can protect sensitive financial information and instill a culture of security awareness throughout the entire organization.