Imagine starting the workday and finding that no one can open customer files, access email, or use an important business system. That’s the kind of disruption ransomware can cause, and it can affect businesses of any size. While cybercriminals are always changing their tactics, practical steps such as keeping software updated, training employees to spot suspicious messages, and testing backups can make your business a less vulnerable target.
What is ransomware and how do attacks happen?
Ransomware is malware that infects a victim’s computer and then encrypts their files. This means the files aren’t able to be accessed or read. A message is then usually sent with instructions on how to pay a ransom to release the files. These attacks can begin with phishing messages that trick someone into opening a harmful link or attachment or sharing login credentials. Attacks can also happen when software isn’t regularly updated, and the hackers exploit a known security flaw. Once inside a network, criminals may attempt to move between systems, disable security tools, locate backups, and steal data before deploying ransomware. Paying the ransom doesn’t necessarily guarantee the release of files.
How to reduce your ransomware risk
No single security measure can stop every attack. Businesses can reduce ransomware risk through software updates, multifactor authentication, employee training, backups, and incident response planning. A layered approach can make it harder for criminals to gain access, limit the damage if they do, and help your business recover more quickly.
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Keep systems current. Install security updates promptly for operating systems, applications, network equipment, and internet-facing devices. Remove software and accounts that are no longer needed.
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Use stronger access controls. Require multifactor authentication for email, remote access, administrative accounts, and other critical systems. Use unique passwords and limit administrative privileges to employees who need them.
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Train employees regularly. Teach employees how to recognize suspicious messages, links, attachments, login requests, and unexpected payment or account-change instructions. Make it easy to report concerns without delay.
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Protect email and devices. Use reputable endpoint protection, email filtering, and monitoring tools. Configure systems to block risky attachments and unauthorized software when appropriate.
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Back up critical data. Maintain encrypted backups that are separated from the primary network, and test restoration procedures regularly. Backups should include the systems and information your business needs to resume essential operations.
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Identify your critical systems and data. Maintain an inventory of important hardware, software, data, vendors, and connected services. Prioritize safeguards for resources that support revenue, customer service, safety, and other essential functions.
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Prepare an incident response plan. Document who will make decisions, whom to contact, how systems will be isolated, and how employees, customers, vendors, insurers, legal counsel, and law enforcement may be notified.
If you suspect a ransomware attack
Follow your incident response plan and alert your IT or cybersecurity provider immediately. Work with them to isolate affected systems and avoid deleting files or making changes that could interfere with an investigation. Contact your leadership team, legal counsel, and insurance representative. Organizations can also report incidents and review response guidance through the Cybersecurity & Infrastructure Security Agency's StopRansomware resources.
Make ransomware readiness an ongoing practice
Cybersecurity is not a one-time project. Review safeguards after technology, staffing, vendors, or business processes change, and periodically test how your team would respond to an incident. Consistent planning and improvement can strengthen resilience and reduce the disruption an attack may cause.
Additional resources
Crisis Communication after a Security Breach
