You can’t guarantee that a data breach will never happen, but you can make common attacks harder and limit the damage if one succeeds. Start by knowing which systems and data matter, restrict access, protect important accounts with phishing-resistant multifactor authentication (MFA), patch exposed systems, and test isolated backups. Prepare a response plan before an incident so your organization can secure operations and assess notification duties quickly.
Start with an inventory of systems, data, and accounts
You can’t protect assets you don’t know you have. Keep an inventory of hardware, software, cloud services, important data, and accounts. For each critical system or data set, identify an owner, the people or services that can access it, and the dependencies needed to restore it.
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Use that inventory to focus safeguards where a failure would have the greatest impact. Apply least privilege: give each person and service only the access it needs, and review permissions as roles or systems change. Remove accounts and administrative privileges that are no longer needed. Disable unnecessary services and configure internet-facing systems carefully. CISA’s #StopRansomware Guide recommends asset management, identifying critical systems and data, and limiting access.
Protect accounts attackers could use to get in
Prioritize phishing-resistant MFA for webmail, virtual private networks (VPNs), privileged accounts, and accounts that reach critical systems. These accounts can provide a path into sensitive data or other systems if compromised. CISA’s ransomware advisory recommends phishing-resistant MFA and discusses passwordless options that may use a cryptographic key.
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A physical security key is one possible MFA option, not a guarantee of security. Before choosing one, check that the service and your devices support it, and understand how account recovery works if the key is lost. CISA, the FBI, and Australia’s ACSC describe MFA and cryptographic-key options in their June 4, 2025 Play ransomware advisory. Review who has administrative access and remove unnecessary privileges.
Reduce exposure and keep software current
Keep operating systems, applications, and firmware up to date. Make patching regular maintenance, not an occasional cleanup: NIST describes enterprise patch management as preventive maintenance that can reduce compromises, breaches, and disruption in its Guide to Enterprise Patch Management Planning.
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Prioritize known exploited vulnerabilities on internet-facing systems, and regularly assess systems for vulnerabilities. Avoid exposing remote administration services to the internet unless there is a clear need and appropriate safeguards. There is no single patch deadline that fits every organization; apply the deadlines in relevant laws, standards, contracts, or internal risk policies.
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Clear out junk files and repair common Windows errorsFree Scan →Scan for outdated or missing drivers - takes under a minuteDriver Scan →Repair Windows errors before they cause bigger problemsFix Now →Back up what you need to recover
Backups help an organization recover; they do not prevent the initial breach. Keep critical backups encrypted and offline or otherwise isolated from the systems they protect. CISA warns that ransomware can seek out accessible backups, so a copy that attackers can alter or delete may not be usable during recovery.
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Choose backup coverage based on what the organization needs to resume operations, including important dependencies. Where available, protect cloud backups against deletion or overwrite. Test both the integrity and availability of backups by rehearsing restoration, rather than assuming a successful backup job means recovery will work. CISA’s ransomware guide covers offline backups and recovery preparation.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Prepare for a suspected breach
Write down who coordinates the response, who can secure systems, and how the organization will preserve relevant information. Include recovery roles and contact details in a plan that can be accessed if normal systems are unavailable. NIST’s Data Confidentiality: Detect, Respond to, and Recover from Data Breaches addresses breach response and recovery.
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If you suspect exposure, mobilize the response team, secure affected systems and operations, preserve relevant information, and investigate how the incident occurred. Review preserved or backup data as appropriate, and fix the vulnerability or access path that may have enabled exposure. The Federal Trade Commission (FTC) advises businesses to mobilize their response team, secure systems, and address vulnerabilities in its Data Breach Response: A Guide for Business.
Do these 3 things before closing this tab:
1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problemsDeciding whether and when to notify regulators, affected people, law enforcement, or others depends on the jurisdiction, sector, incident, and data involved. Consult the applicable authorities and legal counsel rather than relying on a universal notification deadline. The FTC’s guide states: “The only thing worse than a data breach is multiple data breaches.”
Make the controls part of routine operations
- Update your inventory when systems, services, data, or account access change.
- Review privileges and MFA coverage, especially for email, VPN, and critical-system access.
- Track and prioritize vulnerabilities, particularly known exploited issues on internet-facing systems.
- Test restoration from isolated backups and update the recovery plan when dependencies change.
- Review response roles and contact information so they remain usable during an incident.
These steps reflect guidance from CISA, the FTC, and NIST. The right implementation depends on your systems, risk, sector, and legal duties; no individual control guarantees that a breach will be prevented.
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