The 7-Step Cyber Security Self Audit For City Administrators and Managers

Cybersecurity training for city and county government employees should be comprehensive and tailored to address local government organizations’ specific risks and challenges. Key components of an effective cybersecurity training program include:

• Awareness of cyber threats: Educate employees about common cyber threats, such as phishing attacks, ransomware, social engineering, and insider threats. Use real-world examples to demonstrate the potential consequences of these threats for the city or county.
• Safe online practices: Teach employees best practices for protecting sensitive information and systems, including strong password creation and management, using secure Wi-Fi connections, and avoiding suspicious downloads or attachments.
• Email security: Train employees to recognize and report phishing emails and provide guidelines for safely handling emails containing sensitive information or attachments. Discuss the importance of verifying the legitimacy of email requests before acting on them.
• Social media and internet usage: Guide responsible social media and internet usage, including the risks of sharing sensitive information online and the potential consequences of inadvertently downloading malware.
• Physical security: Emphasize the importance of physical security measures, such as locking unattended workstations, securing portable devices, and properly disposing of sensitive documents.
• Data protection: Instruct employees on proper data handling, storage, and sharing practices, including encryption, secure file transfer methods, and the need for regular data backups.
• Mobile device security: Offer training on securing mobile devices, such as smartphones and tablets, using strong passcodes, encryption, and remote wipe capabilities in case of loss or theft.
• Incident reporting and response: Ensure employees understand their roles and responsibilities in the event of a cyber incident, including how to report suspected incidents and what actions to take to minimize potential damage.
• Compliance and legal obligations: Inform employees of their legal and regulatory responsibilities related to data protection and cybersecurity, such as adhering to data privacy laws and industry-specific regulations.
• Continuous learning: Provide ongoing cybersecurity training and updates to inform employees of the latest threats and best practices. Consider using regular security reminders, newsletters, or briefings to reinforce key concepts and encourage a culture of security awareness.
• Simulation and testing: Conduct periodic simulations or tests, such as mock phishing exercises, to assess employees’ understanding of the training material and identify areas for improvement.

• Incident response policy: Establish a clear policy that defines what constitutes a cyber incident, outlines the overall approach to incident management, and emphasizes the importance of timely and effective response.
• Incident response team: Assemble a dedicated team of skilled professionals responsible for managing cyber incidents. The team should include representatives from various departments, such as IT, legal, public relations, and human resources.
• Roles and responsibilities: Clearly define the roles and responsibilities of the incident response team members and other relevant stakeholders within the city administration.
• Incident detection and reporting: Implement processes and tools to monitor, detect, and report potential cyber incidents. Encourage employees to report suspicious activity and establish clear channels for reporting incidents.
• Incident classification and prioritization: Develop a system for classifying and prioritizing incidents based on their severity, potential impact, and urgency. This will help the response team allocate resources and focus their efforts more effectively.
• Incident response procedures: Outline the specific steps for each type of cyber incident, from initial detection and containment to investigation, eradication, and recovery.
• Communication and notification: Establish guidelines for communicating with internal and external stakeholders during a cyber incident. This includes notifying law enforcement, regulatory agencies, affected individuals, and the media, if necessary.
• Legal and regulatory compliance: Ensure the response plan considers relevant legal and regulatory requirements, such as data breach notification laws and industry-specific regulations.
• Post-incident review and analysis: Conduct a thorough review and analysis of each incident to identify lessons learned, assess the effectiveness of the response plan, and make necessary improvements.
• Training and awareness: Provide regular training for the incident response team and all city employees to ensure they are familiar with the response plan, their roles, and responsibilities and can recognize and report potential incidents.
• Testing and updating: Regularly test the effectiveness of the response plan through exercises and simulations, and update the plan as needed to address new threats, technologies, and organizational changes

Step 6: Security of Remote Workers

• Secure Wi-Fi connection: Ensure remote workers use a secure, password-protected Wi-Fi network, and avoid public or unsecured networks when accessing city or county resources.
• VPN usage: Implement a Virtual Private Network (VPN) to provide a secure, encrypted connection to the organization’s network and resources.
• Multi-factor authentication (MFA): MFA is required to access sensitive systems and data to add an extra layer of security.
• Endpoint protection: Install and regularly update anti-malware, antivirus, and firewall software on all devices used for remote work.
• Device encryption: Use full disk encryption on all remote devices to protect stored data in case of loss or theft.
• Regular software updates: Ensure remote workers keep their operating systems, software, and applications up-to-date with the latest security patches.
• Strong passwords: Encourage using unique, complex passwords for all accounts, and consider using a password manager to help manage them securely.
• Data backups: Regularly back up critical data to a secure, offsite location to minimize the risk of data loss due to ransomware attacks or other incidents.
• Physical security: Remind remote workers to secure their devices when not in use and be cautious when using them in public spaces.
• Access controls: Implement the principle of least privilege, granting remote workers access only to the resources necessary for their job duties.
• Secure file sharing: Use secure methods for transferring sensitive files, such as encrypted file-sharing platforms or secure email solutions.
• Incident reporting: Ensure remote workers know how to report cybersecurity incidents or suspicious activities and establish clear communication channels.

Step 7: Regular System and Software Updates

A City Administrator or Manager should understand the importance of regular system and software updates in maintaining a secure and efficient IT environment. Here’s a list of things they should know about:

• Security patches: Updates often include security patches that address newly discovered vulnerabilities in software and operating systems. Timely installation of these patches is crucial for reducing the risk of cyberattacks.
• Enhanced features: Updates may also include improvements to existing features or introduce new functionality, helping city employees work more efficiently and effectively.
• Compatibility: Ensuring software and systems are up-to-date can help maintain compatibility with other applications, devices, and systems, reducing the likelihood of technical issues.
• Legal and regulatory compliance: Regular updates can help maintain compliance with legal and regulatory data protection, privacy, and cybersecurity requirements.
• Software support: Software vendors typically provide support and updates for a limited period, known as the software’s lifecycle. Keeping software up-to-date ensures continued support and access to security updates.
• Centralized update management: Implementing a centralized update management system can help monitor, schedule, and automate the installation of updates across the organization, reducing the burden on IT staff and ensuring timely updates.
• Employee awareness: Educate employees about the importance of keeping their devices and applications up-to-date and provide guidelines for installing updates securely.
• Update schedule: Establish a regular update schedule to ensure systems and software are consistently updated. This can be done during periods of low network activity to minimize disruption.
• Backup and recovery: Create regular backups of critical data and systems to facilitate recovery if an update causes unexpected issues or data loss.
• Third-party software: Remember third-party software, plugins, and extensions. These components should also be kept up-to-date to prevent potential security risks.
• End-of-life software: Identify and replace end-of-life software that the vendor no longer supports. These programs pose significant security risks due to the lack of security updates and support.

Bonus: Critical Cyber Security Questions to Ask Your IT Team or IT Provider:

• What are our most critical information assets and systems, and how are they protected?

  Understanding the most valuable and sensitive data and systems will help prioritize security measures and allocate resources effectively.

• Do we have a comprehensive cybersecurity strategy and incident response plan?

  Ensuring a well-documented and up-to-date plan helps prepare the city for potential cyber incidents and establishes clear roles and responsibilities.

• How do we stay informed about emerging cyber threats and vulnerabilities?

  Staying up-to-date on the latest threats and vulnerabilities is crucial for implementing appropriate security measures and maintaining a strong security posture.

• How are we ensuring secure remote access for employees, and what measures are in place to protect against unauthorized access?

  With the increasing prevalence of remote work, it is essential to have strong security measures in place to protect the organization’s network and data.

• What are our current backup and disaster recovery processes, and how often are they tested?

  Regular backups and a tested disaster recovery plan are crucial for minimizing data loss and downtime during a cyber incident.

• How do we manage and monitor third-party vendor access and security?

  Third-party vendors can pose significant cybersecurity risks, so it’s essential to have a process in place for assessing and monitoring their security practices.

• What training and awareness programs do we have for employees regarding cybersecurity best practices?

  Regular training and awareness programs ensure that all employees understand their roles in maintaining the organization’s cybersecurity.

• How do we handle software updates and patch management?

  Timely installation of software updates and patches is vital for addressing known vulnerabilities and reducing the risk of cyberattacks.

• What measures are in place to detect and respond to potential cyber incidents?

  Effective detection and response capabilities are critical for minimizing the impact of a cyber incident and ensuring a swift recovery.

• How often do we conduct cybersecurity audits, assessments, and penetration tests?

  Regular assessments and tests help identify potential weaknesses in the organization’s cybersecurity posture and guide the implementation of necessary improvements.