The Small Business Owner’s Guide to Multi-Factor Authentication

Do you think cyberattacks only target the big guys? Think again. Small and mid-sized businesses are increasingly becoming prime targets for data breaches and can benefit from Multi-Factor Authentication.

Why? 

Cybercriminals often see smaller organizations as having fewer layers of security. The consequences of a data breach for a small business can be devastating. They can range from financial losses and operational nightmares to lasting damage to your hard-earned reputation. 

However, there is good news. A simple and powerful security tool called Multi Factor Authentication (MFA) can stand as a strong first line of defense between your valuable data and those who seek to steal it.

What is Multi-Factor Authentication (MFA)?

Multi-Factor Authentication (MFA) refers to a security procedure where users must authenticate with multiple identifiers before gaining entry to a system, application or network. It adds layers of security for enhanced protection and it is getting hard for any unauthorized individual to gain access even when in possession of a password.

This is how it operates:

• Something You Know – The most probable first factor is a password or PIN. It is something the user knows. It is the standard security practice.
• Something You Have – The second factor is something the user has such as a smartphone or a hardware token. For example, the user would receive a one-time code from an authentication app (such as Google Authenticator) or SMS.
• Something You Are – The third tier consists of biometric verification like a fingerprint, facial image or iris scan. In that way, one’s physical feature can only grant entry if familiar to the system.

All three of these tiers seriously render it challenging for hackers to gain unauthorized entry because they would be forced to break multiple barriers rather than trying a password.

The Importance of MFA in Cyber Security Protection

You may wonder: “Do I need MFA if I already use strong passwords?”

Passwords alone aren’t enough. Phishing, keyloggers and brute-force methods are executed continually by cyber attackers in stealing login credentials. In their pocket along with the password, most of the time it is easy to log on afterward.

This is how MFA is revolutionary to small companies:

• Prevents outsider access even if passwords have been compromised
• Secures remote workers via cloud apps and VPN
• Reduces exposure to compliance threats and data breaches
• Provides customers and clients with confidence that their information is secure

It is a crucial point to realize that for many industries (health, financial and law), MFA is also regulated by law through rules such as HIPAA, PCI DSS and GDPR.

Easy-to-Implement MFA Solutions for Small Businesses

The good news is that MFA doesn’t need to be expensive and difficult to deploy. Some of the low-cost and easy-to-implement MFA solutions for small companies are:

Microsoft Authenticator or Google Authenticator Apps

Software like Google Authenticator or Microsoft Authenticator generate time-based codes which can be used as a second factor of authentication.

 After you have entered your password, the software will provide you with a code that expires within a few seconds. The software is free and provides easy installation processes and hence they are a great choice for small businesses.

SMS and Email Verification

Most web services subsequently offer SMS or email-based verification as a second factor of verification. Once you have typed in your password, you receive a code via text message or email that you must type in to complete the login. As convenient as this is, it is less secure than some because SMS can be intercepted or spoofed. However, it is an additional layer of security over a plain password.

Biometric Authentication

Biometric login options like fingerprint readers or facial recognition are becoming increasingly popular among most companies. These technologies employ your physical traits to authenticate you and they are extremely secure. Some laptops, smartphones and even peripherals are capable of being set up to utilize biometric information and provide a secure and effortless logon process.

Hardware Tokens (e.g., YubiKey)

For companies requiring yet another level of security, hardware tokens use a physical token that transmits a unique code when logging in. The tokens are small enough to carry in your pocket and difficult to expose to cyber-attacks like phishing. Although more expensive than software-based solutions, hardware tokens can be worth it for companies dealing with very personal data. 

Some Common Misconceptions About MFA and How to Put Them to Rest

Despite the security benefits, some business owners and employees are hesitant to adopt MFA due to various concerns. Let’s go through some usual problems:

It is too complicated.

New MFA solutions are easy to use. They all take only minutes to deploy and will fit seamlessly into your current infrastructure.

It is inconvenient for employees.

On the other hand, MFA is typically only one extra step like a code on your phone. Once employees get used to it, it becomes second nature and even more convenient than needing to change passwords every now and then.

What happens if workers lose their second factor?

Most MFA products have fallback options like alternative devices, recovery codes or administrative override processes to regain access.

We don’t have time to fool around with another IT system.

That is where managed IT providers come in. They handle everything from installation and training through maintenance support so you can keep your focus on operating your business.

How Managed IT Services Can Help You Deploy MFA

Deploying Multi-Factor Authentication (MFA) may be intimidating for small businesses without in-house IT personnel. Managed IT services make it easy by handling planning, installation and ongoing administration. They give you expert guidance, uphold security best practices and protect your business from cyber threats without affecting regular operations. Here is how they can help you deploy MFA:

Tailored MFA Solutions Specifically Designed for Your Business

Managed IT providers start with an evaluation of your existing systems and security requirements. From that assessment, they create a custom MFA solution that aligns with your business model and user access needs. As your company expands or evolves, the solution adapts with you and leaves no need for extensive revamps or disruptions in the future.

24/7 Monitoring and Ongoing Support

After being put into place, managed services provide constant monitoring to ensure your MFA solution is always active and up to date. They fix issues before they become threats, apply automatic patches and have real-time support. This allows you to sleep soundly knowing your security systems are working without having hands-on adjustments by your personnel.

Strategic Consulting and Expert Guidance

Managed IT professionals make cybersecurity affordable by offering clear and non-technical guidance. They describe how MFA operates, why it matters and how to use it effectively. You will also receive periodic guidance on emerging threats and best practices so that your security plan stays current, compliant and in line with your business needs.

Seamless Integration with Zero Disruption

MFA implementation doesn’t need to interfere with your business. IT professionals undertake the integration carefully so that staff operate uninterrupted. From user adoption to device configuration, the switch is seamless behind the scenes. Your staff gets increased security without downtime or disruption. 

Thorough Risk Assessments and Security Audits

Before deployment, IT experts conduct full-scale audits to identify vulnerabilities and compliance issues. These audits determine where MFA is needed most and how it should be deployed optimally. The result is a security solution that isn’t only customized but also industry-standard compliant.

Concluding Thoughts

Cybersecurity threats only become more advanced but your defenses don’t need to. Multi-Factor Authentication is an easy and affordable way to safeguard your small business from the increasingly large threat of cyberattacks. While securing your email systems, guarding your customer data or satisfying industry compliance requirements, MFA is a vital tool in your security arsenal.

Are You Ready to Take the Next Step?

Let Sound Computers put in place a successful MFA solution for you. From planning and deployment to staff training and ongoing support, we will guide you every step of the way so you can focus on what matters most.

Call us today at (860) 577-8060 or reach out online and tell us where you are on your MFA journey.

We will take it from there to secure your systems, empower your team and give you peace of mind every step of the way.