by The Computing Australia Group | Data Security Tips (2025)
Data security isn’t just an IT chore anymore-it’s a board-level priority and a daily habit for every team member. With attackers automating reconnaissance, buying ready-made malware kits, and exploiting misconfigurations within hours of disclosure, organisations and individuals need a pragmatic, layered approach that’s easy to adopt and sustain.
This guide modernises your original post into a clear, actionable playbook. You’ll get step-by-step guidance for seven core controls (plus a few high-impact “bonus” safeguards), a 90-day rollout plan, a jargon buster, and FAQs-all written with Australian businesses (and Perth teams) in mind.
Why data security matters now
- Financial impact: Ransomware, fraud, and downtime can eclipse the cost of prevention many times over.
- Trust & reputation: A single breach can erode years of brand goodwill, especially when customer data is exposed.
- Compliance pressure: Privacy and cybersecurity expectations are rising across contracts, insurers, and regulators.
- Hybrid work reality: Personal and corporate devices, home networks, and cloud apps blur the perimeter; protection must follow the user and data.
The 7 Core Tips (with practical steps)
1. Add Multi-Factor Authentication (MFA)
Why it matters: Passwords get phished, reused, brute-forced, and leaked. MFA adds a second proof-like a code, prompt, or biometric-so a stolen password alone can’t unlock your accounts.
Good, Better, Best
- Good: SMS or email one-time codes (OTP) for all admin and remote access.
- Better: App-based authenticators (e.g., TOTP) or push approvals with number matching.
- Best: Phishing-resistant MFA such as FIDO2/WebAuthn security keys or platform biometrics.
What to secure first
1. Email & productivity suites (e.g., Microsoft 365, Google Workspace)
2. Remote access (VPN, RDP, SSH, remote tools)
3. Administrator and finance accounts (payroll, banking, billing, cloud consoles)
4. Password managers
Implementation checklist
- Enforce MFA with conditional access: block legacy/basic auth; require MFA from unknown/new devices.
- Create MFA break-glass accounts stored offline with strong controls for emergencies.
- Train staff on push-fatigue risks (never approve unexpected prompts).
Common pitfalls
- Rolling out MFA only to IT or executives-protect everyone.
- Using SMS as the only factor for admins-upgrade to keys or app codes.
2. Implement an Email Security System
Why it matters: Email is still the top entry point for phishing, malware, and invoice fraud.
Layered controls
- Inbound filtering & sandboxing: Detect spoofing, payloads, and suspicious links.
- Authentication: Publish and monitor SPF, DKIM, and DMARC to stop impersonation.
- Link & attachment protection: Rewrite/scan URLs and detonate attachments in a sandbox.
- Impersonation & BEC rules: Flag display-name spoofing and lookalikes (e.g., computlngaustralia[.]group).
- Outbound DLP basics: Prevent accidental data exfiltration (e.g., mass recipient warnings, attachment checks).
Process tips
- Use report-phish add-ins; route reported samples to IT for quick takedown.
- Implement approval workflows for bank detail changes and urgent payment requests.
- Maintain allow/deny lists sparingly; review regularly.
3. Keep Software & OS Patches Up to Date
Why it matters: Attackers weaponise new vulnerabilities quickly. Unpatched systems are low-effort targets.
Policy & tooling
- 30/14/7 rule: Patch critical internet-facing systems within 7 days, high-risk within 14, everything else within 30.
- Use a central patch manager/MDM (e.g., Intune, RMM) for OS, browsers, and third-party apps.
- Enable automatic updates for browsers, productivity apps, and security agents.
- Track end-of-support dates; plan hardware and OS upgrades proactively.
Quality & continuity
- Stagger rollouts (pilot > ring 1 > ring 2) and keep a tested rollback plan.
- Combine patching with weekly reboots for servers and endpoints to apply updates cleanly.
4. Install Antivirus and Modern Threat Protection
Why it matters: Traditional AV is not enough. Today’s attacks abuse legitimate tools, scriptless techniques, and living-off-the-land commands.
What “good” looks like
- Next-Gen AV (NGAV) + EDR: Behaviour-based detection, device isolation, and forensic visibility.
- Ransomware shields: Block mass encryption behaviours; monitor shadow copy deletion attempts.
- Web filtering & DNS security: Stop access to malicious domains before payloads land.
- Email integration: Shared intelligence between mail, endpoint, and identity platforms.
Operational must-haves
- 24×7 alerting (MDR/SOC if internal coverage is limited).
- Standard response runbooks: Isolate host, reset credentials, wipe/rebuild from gold images, restore from backups.
- Coverage audits: Ensure every device-including BYOD and Macs-has active protection.
5. Enable Device Encryption
Why it matters: Laptops and phones get lost or stolen. Encryption turns a physical loss into a minor IT ticket-not a data breach.
How to roll it out
- Windows: BitLocker with TPM; escrow recovery keys in Azure AD/Intune.
- macOS: FileVault 2; store recovery keys centrally.
- iOS/Android: Enforce passcode and encryption via MDM; enable remote wipe.
- Servers & external drives: Encrypt where sensitive data lands (databases, backups, portable media).
Policy anchors
- Require auto-lock, strong passcodes/biometrics, and remote-wipe capability.
- Block corporate data sync to unencrypted devices.
6. Run Ongoing Cybersecurity Awareness Training
Why it matters: People remain the most targeted control surface. Training reduces clicks, speeds up reporting, and hardens day-to-day decisions.
Design a program—not a one-off
- Quarterly micro-modules (10–15 mins): phishing, MFA hygiene, safe file sharing, clean desk, travel security.
- Simulated phishing with immediate coaching (not shame).
- Role-based tracks: Finance (BEC/red flags), IT (admin hygiene), Executives (high-risk targets).
- Just-in-time tips: Posters, chat snippets, and screensavers with 1-line reminders.
Metrics to track
- Phish click rate and report rate
- Completion and assessment scores
- Time-to-report suspected incidents
7. Partner with Cybersecurity Professionals
Why it matters: PAttackers operate 24×7. Most SMEs don’t have a round-the-clock SOC, threat intel feeds, or dedicated incident responders.
What a good Perth-based partner brings
- Maturity roadmap: From quick wins to long-term governance.
- Managed detection & response (MDR): 24×7 monitoring of endpoint, identity, email, and network.
- Policy & compliance: Help with risk assessments, vendor reviews, and security questionnaires.
- Rapid incident response: Contain, eradicate, and restore—minimising downtime.
- Local context: Tailored advice for Australian privacy expectations and industry norms.
Selection checklist
- Clear SLAs and response times
- Tooling that integrates with your stack (M365/Google, Intune/MDM, EDR)
- Evidence of playbooks, reporting cadence, and customer references
- Transparent pricing and exit options
High-Impact “Bonus” Safeguards
Although the seven tips above form a strong foundation, these add-ons deliver outsized risk reduction:
1. Backups you can actually restore
- Follow 3-2-1: three copies, two media types, one offline/immutable.
- Test restores quarterly; document RPO/RTO objectives.
2. Least-Privilege Access & Zero Trust
- Remove standing admin rights; adopt just-in-time elevation.
- Segment networks; restrict lateral movement with firewall rules and device compliance checks.
3. Password Managers & SSO
- Eliminate password reuse; auto-generate strong unique passwords.
- Use SSO to reduce the number of credentials users handle.
4. Secure Remote Access
- Prefer modern VPNs or ZTNA (device posture + user identity).
- Disable exposed RDP/SSH from the internet.
5. Secure Wi-Fi & Guest Networks
- WPA3 where supported, separate guest VLAN, rotate PSKs, and disable WPS.
- For small offices, consider unique per-user Wi-Fi credentials tied to identity.
6. Data Classification & DLP Basics
- Label data (Public/Internal/Confidential).
- Enable simple DLP policies for obvious leaks (e.g., tax file numbers, bank details).
7. Logging & Alerting
- Centralise logs from identity, endpoint, firewall, and cloud apps.
- Set alerts for unusual geolocations, impossible travel, and mass file downloads.
Incident Response: Quick Playbook
1. Contain: Isolate affected devices; revoke sessions; block indicators (domains, hashes).
2. Identify: Determine entry point and scope; preserve logs and volatile data.
3. Eradicate: Remove malware, disable persistence, reset credentials.
4. Recover: Rebuild from gold images; restore clean data; validate systems.
5. Improve: Post-incident review; patch root causes; update training and controls.
6. Communicate: Follow legal and contractual obligations; coordinate with stakeholders.
Jargon Buster (Expanded)
- Encryption: Turning readable data into cipher text that only authorised parties can decrypt.
- MFA (Multi-Factor Authentication): Verifying identity using two or more factors (knowledge, possession, inherence).
- Phishing: Fraudulent messages designed to trick users into revealing credentials or installing malware.
- SPF/DKIM/DMARC: Email authentication standards that help prevent spoofing and impersonation.
- EDR (Endpoint Detection & Response): Monitors endpoint activity to detect, investigate, and respond to threats.
- Zero Trust: Never trust; always verify. Access is granted based on continuous risk evaluation.
- DLP (Data Loss Prevention): Tools/policies to stop unauthorised sharing of sensitive data.
- RPO/RTO: Recovery Point/Time Objectives—how much data you can lose and how quickly you must recover.
- Remote Wipe: Erasing a device over the network when it’s lost or compromised.
- BEC (Business Email Compromise): Social engineering targeting financial workflows and authority chains.
FAQ
Isn’t SMS-based MFA good enough?
It’s far better than passwords alone, but SMS can be intercepted or phished. For high-risk users and admins, move to authenticator apps or hardware security keys.
Do Macs and mobile devices really need antivirus/EDR?
Yes. macOS and mobile platforms benefit from modern, behaviour-based protection and policy enforcement—especially in mixed environments and BYOD scenarios.
How often should we patch?
Automatically for browsers and common apps; weekly checks for endpoints; monthly server windows. Critical internet-facing vulnerabilities should be patched within days.
Can small businesses skip DLP?
Start simple: warn on external recipients, block risky file types, and monitor obvious identifiers. You can mature controls over time.
We back up to the cloud—is that safe enough?
Better than nothing, but ensure immutable or offline copies and test restores. If attackers can access your console, they can delete backups.
