Holiday-Ready IT: Key Considerations for AEC Practices This Christmas Season
In the run-up to the Christmas holidays 🎄, Architecture, Engineering, and Construction (AEC) practices should focus on IT considerations that ensure security 🔐, continuity, and preparedness for potential disruptions during the seasonal break. Here are the top IT considerations for AEC practices to keep operations running smoothly and securely over the holiday period…
Cybersecurity Readiness
Strengthen Cybersecurity Defences: Cyber threats often spike during the holidays as attackers look to exploit reduced staffing. Ensure all systems are updated with the latest security patches and antivirus software across all devices.
Implement Multi-Factor Authentication (MFA): Enabling MFA for remote access and sensitive applications adds an extra layer of security, making it harder for unauthorised users to access systems if passwords are compromised.
Conduct a Pre-Holiday Security Audit: Review your network security, access controls, and endpoint protections. Consider a quick vulnerability scan to identify any potential risks that must be addressed before the break.
Data Backup and Recovery Planning
Perform a Complete Data Backup: Ensure all essential data and project files are securely backed up before the holidays. Backups should be stored in multiple locations (e.g., cloud and physical storage) and verified as accessible if needed.
Test Disaster Recovery Systems: Check that your disaster recovery plans are current, and test them to ensure that systems can be restored quickly in case of a breach or equipment failure during the break.
Check File Versioning and Archiving: Ensure that file versioning is enabled on important documents, especially for collaborative work, to avoid data loss if an accidental overwrite or deletion occurs.
Remote Access and VPN Security
Ensure Secure VPN Access: For remote workers, confirm that VPNs are properly configured, secure, and updated. This helps to protect data and maintain safe access to networks from off-site locations.
Review Remote Access Policies: Enforce policies that limit remote access to only those who need it. Restricting access helps to minimise potential vulnerabilities.
Monitor Access Logs: Enable logging and monitoring for any unusual access patterns. Consider setting up automated alerts for high-risk actions, such as failed login attempts or access to sensitive data.
Cloud and Collaborative Tool Security
Review Permissions on Collaborative Platforms: Platforms like BIM 360, Microsoft Teams, and other cloud-based tools often have shared access for project stakeholders. Review user permissions to ensure only authorised individuals have access to project files.
Secure Cloud Storage and Collaboration Tools: Make sure that cloud storage solutions are set up with encryption and that all files are securely backed up. Verify that external collaborators and vendors have restricted access to necessary files only.
Schedule System Updates for Downtime: If you’re using cloud-based or server-hosted project management software, plan for updates or maintenance over the holiday period when usage is likely lower.
Hardware and Device Management
Secure Devices Not in Use: If particular laptops or devices are not used over the holiday, ensure they’re stored securely, powered down, or disabled from network access to minimise vulnerabilities.
Remind Employees to Follow Device Security Best Practices: Encourage employees to avoid using public Wi-Fi on company devices while working remotely over the holiday. Provide guidance on using VPNs and encryption for email communications.
Check Device Tracking and Management Software: Ensure that mobile device management (MDM) solutions are configured and active on all devices so they can be remotely managed or wiped in case of loss or theft.
Automate Monitoring and Incident Response
Enable Automated Monitoring: Set up automated network monitoring to flag unusual activity while IT staff are away. Some practices use security information and event management (SIEM) systems for real-time threat detection and automated alerts.
Prepare an Incident Response Plan: Ensure that an incident response plan is in place and that designated staff members know it. Have a list of emergency contacts for IT support or managed service providers that may be needed if an incident occurs.
Set Up Holiday IT Support Coverage: Designate on-call IT support or engage with an external provider to cover the holiday period. This ensures that any critical issues, such as server downtime or cyber incidents, are promptly addressed.
Communication and Client Updates
Notify Clients of IT Availability and Support Over the Holidays: Send an email or add an automated response to inform clients and collaborators about your IT availability and emergency contact procedures over the holidays.
Set Up Out-of-Office Notifications with Security Reminders: Encourage staff to set out-of-office notifications to avoid sharing too much information, which can help reduce phishing risks. Remind them to avoid clicking unknown links or opening unexpected attachments, even during the holidays.
Budgeting and Planning for the New Year
Review IT Budgets and Plan for New Investments: Use the slower period to assess current IT needs and plan for upgrades, renewals, or new technology investments in the coming year, such as cloud solutions or enhanced cybersecurity measures.
Plan for Software and Hardware Upgrades: If you’re considering upgrading software or implementing new tools in the coming year, begin planning with your IT team to ensure smooth transitions and minimal project disruption.
Assess Upcoming Training Needs: Plan for post-holiday IT training, especially if there are any new systems, cybersecurity protocols, or remote access policies that staff will need to learn.
Year-End Data and Compliance Audits
Perform a Year-End Data Review: Ensure all project and financial data are up-to-date, organised, and compliant with data protection regulations, especially if your practice handles sensitive client information.
Review GDPR Compliance: The UK’s GDPR requires practices to protect client and project data. Conduct a quick compliance review to confirm all client data is stored, encrypted, and accessible only by authorised staff.
Prepare for January Compliance Reports: Many AEC practices face annual compliance reporting requirements. To streamline reporting in the new year, start collecting necessary data related to cybersecurity and data handling.
As the festive season approaches, crucial practices ensure their IT systems are secure, efficient, and ready for the holidays. By addressing cybersecurity, data backups, remote access, and more, you can protect your projects and maintain smooth operations during the break.