[Reposted from a guest article Rhodian contributed to Big “I”‘s Agents Council for Technology. Click here to view the original article.]

As we step into the new year, the importance of cybersecurity remains paramount, especially for independent insurance agencies that handle sensitive client information. While awareness is the first step towards cybersecurity, transforming that awareness into concrete actions is essential to protect your agency from potential threats and ensure compliance with industry regulations. This article from Rhodian Group – a supporting partner of the Big “I” Agents Council for Technology (ACT) – provides a structured approach to turning cybersecurity awareness into actionable items on a realistic timeline for 2025.

Month 1 – Assess Your Current Cybersecurity Posture

The first month of the year is an ideal time to evaluate your current cybersecurity measures. Conduct a thorough assessment to identify vulnerabilities and areas for improvement. Utilize cybersecurity frameworks such as the National Institute of Standards and Technology (NIST) Cybersecurity Framework to guide your evaluation.

• Review existing policies and procedures: Ensure they are up-to-date and align with current industry standards.
• Perform a risk assessment: Identify potential threats and vulnerabilities specific to your agency.
• Evaluate your cybersecurity tools: Assess the effectiveness of your antivirus software, firewalls, and other protective measures.
• Engage with a trusted cybersecurity partner: Consider hiring an expert to provide an unbiased evaluation and recommendations. (Hold onto this point, as we’ll revisit it at the end.)

Month 2 – Educate and Train Your Team

Awareness alone is insufficient without proper training. Ensure that your team understands the importance of cybersecurity and knows how to recognize and respond to potential threats.

• Conduct regular training sessions: Organize workshops and seminars on cybersecurity best practices.
• Implement phishing simulations: Test your team’s ability to identify phishing emails and other social engineering attacks.
• Create a cybersecurity handbook: Develop a comprehensive guide that outlines your agency’s policies, procedures, and response plans.
• Encourage a culture of cybersecurity: Foster an environment where employees feel comfortable reporting suspicious activities. Check out our previous ACT Newsletter article for more on this: Creating a Culture of Cybersecurity

Month 3 – Implement Strong Access Controls

Limiting access to sensitive information is crucial for maintaining cybersecurity. Implement robust access controls to ensure that only authorized personnel can access critical data.

• Use multi-factor authentication (MFA): Require MFA for accessing all critical systems and applications.
• Limit access based on roles: Assign access permissions based on job responsibilities and the principle of least privilege.
• Regularly review access logs: Monitor access logs for unusual activities and unauthorized access attempts.
• Update user permissions: Regularly review and update user permissions to reflect changes in roles and responsibilities.

Month 4 – Strengthen Your Network Security

Securing your network is essential to protect against external threats. Implement measures to enhance your network security and ensure data integrity.

• Install and maintain firewalls: Ensure that firewalls are properly configured and regularly updated to block unauthorized access.
• Segment your network: Separate sensitive data from less critical information to reduce the impact of a potential breach.
• Encrypt data in transit and at rest: Use strong encryption protocols to protect data from unauthorized access and tampering.
• Regularly update software and firmware: Keep all systems and devices up-to-date with the latest security patches and updates.

Month 5 – Develop an Incident Response Plan

Being prepared for a cybersecurity incident is just as important as preventing one. Develop a comprehensive incident response plan to ensure a swift and effective response to potential threats.

• Define roles and responsibilities: Assign specific roles and responsibilities for managing and responding to incidents.
• Create communication protocols: Establish clear communication channels for reporting and managing incidents.
• Conduct regular drills: Test your incident response plan through simulated attacks and exercises.
• Document lessons learned: Review and update your incident response plan based on experiences and feedback.

Month 6 – Monitor and Review Your Cybersecurity Measures

Regular monitoring and review of your cybersecurity measures are critical to maintaining a strong security posture. Implement continuous monitoring and periodic reviews to identify and address potential weaknesses.

• Use Endpoint Detection and Response (EDR): Deploy EDR to monitor network traffic for suspicious activities and respond to them automatically.
• Perform regular vulnerability scans: Conduct scans to identify and remediate vulnerabilities in your systems.
• Review security logs: Regularly review security logs for signs of unusual or unauthorized activities.
• Update your cybersecurity policies: Ensure that your policies and procedures reflect the latest threats and best practices.

This is just one example of a structured approach that independent insurance agencies can use to start turning cybersecurity awareness into real action for the new year. As we move through 2025, staying vigilant and proactive in addressing cybersecurity threats is essential to protect your agency and ensure compliance with industry regulations. Ideally, a true cybersecurity plan-of-action will tackle multiple of the objectives listed above at once, getting you closer to your cybersecurity goals even sooner. But the question remains, with the limited time and resources of the typical independent insurance agency, how can all of this be achieved?

Find a Cybersecurity Partner

This is where we revisit our point about engaging with a trusted cybersecurity partner. A third-party cybersecurity services provider can alleviate a lot of the burdens associated with managing your own cybersecurity program, including:

• Having the expertise to develop a cybersecurity program not only to the requirements of the law, but also in a way that aligns with your agency’s own security goals.
• Keeping up with evolving cyber threats and regulations.
• Budgeting for cybersecurity with predictable costs and preparing for unexpected expenses like breaches.
• Staying on a schedule to reach key milestones at a reasonable pace.

Choosing the right partner is no small task either, which is why we created a handy Cybersecurity Vendor Guide and Checklist to assist with your search.

Wrap-up

Whether you handle cybersecurity alone or with a partner, taking action is crucial. Whether you use the sample timeline above or develop your own, knowing your security milestones and staying on track with them is important. Whether you start with a simple risk assessment or dive into a comprehensive cybersecurity overhaul, taking the first step is vital. In the end, there are a lot of choices to be made when it comes to cybersecurity. Let the new year be your excuse to start taking proactive measures toward safeguarding your operations and, ultimately, achieving peace of mind in an ever-evolving cyber landscape.