3 Simple Policies That Could Save Your Organization from a Cyber Crisis

In today's digital landscape, nonprofits face an increasingly complex web of cybersecurity threats. From ransomware attacks shutting down food banks to data breaches exposing sensitive client information, the risks are real and growing. Yet many nonprofit organizations operate without basic cybersecurity policies, leaving themselves vulnerable to preventable incidents that could devastate their operations, reputation, and the communities they serve.The good news? A few well-crafted policies, consistently implemented, can dramatically reduce your risk profile and provide a roadmap for responding when incidents occur.

Why Nonprofits Are Prime Targets

Nonprofit organizations have become increasingly attractive targets for cybercriminals, and the reasons are both strategic and opportunistic. Nonprofits typically manage valuable data, including donor information, client records, financial systems, and program data—all while operating with limited IT budgets and resources. This combination creates what cybersecurity experts call a "high value, low defense" scenario.

The impact of a cybersecurity incident on a nonprofit extends far beyond immediate financial costs. When a homeless shelter's client database is compromised, vulnerable individuals lose trust in seeking services. When a health clinic's patient records are breached, the ripple effects can harm both individual privacy and community health outcomes. The mission-critical nature of nonprofit work means that cyber incidents don't just affect organizations—they directly impact the vulnerable populations these organizations serve.

The Foundation: Three Essential Policies Every Nonprofit Needs

1. Data Handling and Classification Policy

Your data handling policy serves as the cornerstone of your cybersecurity framework. This policy should clearly define what constitutes sensitive information, how it should be stored, who can access it, and when it should be destroyed.

Categorize your data into risk levels:

• Low Risk: Public information like general program descriptions requires minimal protection.
• High Risk: Sensitive data such as donor Social Security numbers, client health information, and confidential participant records demand the highest security measures.
• Action: Create clear guidelines for each category specifying storage requirements, access controls, and retention schedules.

Establish protocols for data transmission:

• Require encryption for any sensitive information sent via email or file transfer.

• Define approved cloud storage solutions and prohibit the use of unauthorized services.

• Set clear expectations for remote work, including secure home networks and device management requirements.

Include specific procedures for data disposal:

• Ensure both digital and physical records are properly destroyed when no longer needed.

This is especially important for organizations accumulating years of client records, financial data, and program documentation across funding cycles.

2. Password Management and Access Control Policy

Weak passwords and poor access management are among the most common entry points for cyberattacks. Your password policy should eliminate these vulnerabilities while remaining practical for daily operations.

Require the use of a password manager for all work-related accounts:

• Strong, unique passwords can be created for every system without burdening staff with memorization.

• Provide training and potentially funding for password manager subscriptions to ensure compliance.

Implement multi-factor authentication (MFA) wherever possible:

• Start with critical systems like email, financial software, and cloud storage platforms.

• Make MFA mandatory rather than optional, as it prevents the vast majority of account compromise attempts.

Establish clear procedures for access provisioning and deprovisioning:

• New staff should receive only the minimum access necessary for their roles.

• When team members leave or change positions, promptly update or remove their access.

• Conduct regular access reviews to ensure permissions remain appropriate.

Create shared account management protocols:

• Use role-based accounts with proper logging and oversight.

For situations where multiple people need access to the same system, avoid sharing individual credentials.

3. Incident Response Policy

Despite your best prevention efforts, incidents will occur. An incident response policy ensures your organization can respond quickly and effectively, minimizing damage and facilitating recovery.

Define what constitutes a cybersecurity incident:

Include confirmed breaches and suspicious activities, such as

• Unusual login attempts
• Unexpected system behavior
• Reports of phishing emails

Create clear reporting channels so staff know exactly who to contact and how to report incidents immediately.

Establish an incident response team with defined roles and responsibilities:

Designate individuals responsible for:

• Communication

• Technical response

• Legal considerations

• Stakeholder notifications

Include contact information for external resources such as IT support, legal counsel, and cybersecurity experts.

Develop response procedures that prioritize containment, assessment, and communication:

Ensure your team knows how to:

• Isolate Affected Systems.
  Quickly disconnect any compromised devices from your network—unplug the network cable or disable Wi-Fi. This helps stop malware from spreading and prevents attackers from accessing other systems.
• Preserve Evidence.
  Don’t wipe or reformat devices right away. Save logs, take screenshots of suspicious activity, and document everything you observe. This evidence is vital for understanding what happened and may be needed for insurance claims or reporting requirements.
• Begin Damage Assessment.
  Identify what data or systems were impacted. Make a list of affected files, accounts, and devices. This helps you prioritize your response, notify any necessary stakeholders, and plan recovery steps.

Consider providing templates for internal communications and external notifications to donors, sponsored projects, and regulatory bodies.

Plan for business continuity during and after an incident:

• Identify critical functions that must remain operational.
• Establish backup procedures to maintain essential services.
• Consider how to protect client privacy and continue operations if primary systems are compromised.

Example: If your client management system goes down, determine how you will continue providing services securely.

Implementation Strategy: Making Policies Stick

Creating policies is only the first step. Successful implementation requires ongoing commitment and practical approaches that align with your organization’s culture and resources.

Begin with leadership buy-in and clear communication:

• Explain why these policies matter.
• Help staff understand that cybersecurity policies protect the organization and the communities it serves.
• Share examples of how cyber incidents have impacted similar organizations to make the risks tangible.

Provide adequate training and resources for compliance:

• Offer training sessions and ongoing support if you require tools like password managers.
• When introducing new data handling procedures, explain both the “how” and the “why.”

Build policy compliance into regular workflows:

• Include cybersecurity expectations in onboarding, performance reviews, and project planning.
• Make it clear that following these policies is everyone’s responsibility.

Regularly review and update your policies:

• Schedule annual reviews.
• Adjust procedures based on lessons learned and changes in your organization or the threat landscape.

Beyond the Basics: Growing Your Cybersecurity Maturity

Once you have these foundational policies in place, consider expanding your cybersecurity program based on your organization's specific risks and resources. This might include vendor management policies for third-party services, backup and recovery procedures, or privacy policies that address regulatory requirements.

Remember that cybersecurity is not a destination but an ongoing journey. The threat landscape continues to evolve, and your policies must evolve with it. However, by establishing these three essential policies and implementing them consistently, you'll have created a strong foundation that can protect your organization from the most common and damaging cyber threats.

Taking Action Today

Don't wait for a crisis to implement these essential policies. Start with the policy that addresses your organization's biggest current risk—whether that's weak password practices, unclear data handling, or lack of incident response planning. Even implementing one comprehensive policy is better than having none at all.

The investment in time and resources required to develop and implement these policies is minimal compared to the potential cost of a cybersecurity incident. More importantly, these policies provide peace of mind that allows you to focus on your mission, knowing that you've taken reasonable steps to protect your organization and the communities you serve.

Your organization, donors, and the communities you serve are counting on you to be good stewards of their data and trust. These simple, essential policies are fundamental tools for fulfilling that responsibility in an increasingly digital world.

Ready to build your cybersecurity foundation?

Join our July 17th webinar, There and Back Again: A Journey to Cybersecurity at 2 PM ET to discover the essential building blocks of cybersecurity frameworks and learn practical steps you can implement immediately. You'll walk away with actionable tools and expert guidance from RoundTable’s cybersecurity professional, Destiny Bowers.

Your quest for a strong cybersecurity foundation begins here. Claim your place in the fellowship by registering today!

Need help sooner? Book a call with a RoundTable expert for personalized guidance on implementing these essential policies and strengthening your organization's digital defenses.