Is Your Data at Risk? Security and Compliance Recommendations

Is Your Data at Risk? Security and Compliance Recommendations for Your Business

Kade Brewster • May 18, 2023

Data Security Recommendations for Everyday Business Owners

As a small business owner, it's important to understand the significance of data security and compliance. The normalcy of digitalization has made businesses vulnerable to cyber-attacks. With each new day, businesses create and use more data than ever before. And yet, most companies don’t protect that data effectively. In a study done by the Ponemon Institute, they found that 77% of businesses surveyed were significantly ill-prepared to defeat cyberattacks and threats to their data. It’s staggering to think that three out of four businesses could be crippled by a data breach in the tap of a keyboard.

Compliance is also an area that business owners can easily forget about. The reality, however, is that not being compliant with industry regulations can lead to legal and financial consequences. While it might not be a focus for most executives, compliance is critical to a healthy business and avoiding consequences in the future. With so many regulations and industry-specific requirements, organizations need to be willing to invest the time and effort into ensuring compliance.

So where should you start? We’ve broken data security and compliance down into tips and best practices to help your team understand your situation and know what items should get your top priority today.

Definitions and Statistics

Let’s start by simply defining the terms that we are talking about. Without a proper understanding of the topics, many business owners can be left even more confused than when they started looking into the topic.

Data security, according to IBM, is the practice of protecting digital information from unauthorized access, corruption, or theft throughout its entire lifecycle. It’s a concept that encompasses every aspect of information security from the physical security of hardware and storage devices to administrative and access controls, as well as the logical security of software applications. It also includes organizational policies and procedures.

Compliance, on the other hand, is the formal governance structure in place to ensure an organization complies with laws, regulations, and standards around its data. The process governs the possession, organization, storage, and management of digital assets or data to prevent it from loss, theft, misuse, or compromise. Compliance is very industry-specific, meaning that not all regulations apply across the board. Understanding which jurisdiction your organization falls under is important to long term success.

Your Data As the Keep, Your Security as the Moat

Your business's data is its most valuable asset, and it's crucial to protect it. In recent years, cyber-attacks have become more sophisticated, and small businesses have become their primary targets. According to a report by Accenture, at least 43% of cyber-attacks target small businesses. In the event of an attack, small businesses can be left to scramble and pick up the pieces financially.

While some attacks can only cost businesses a few hundred or thousand dollars, others can have devastating impact. Depending on the severity of the attack, it isn’t uncommon for organizations to deal with hundreds of thousands of dollars in damages, which can be fatal for companies.

Think of your data as the keep, and your security as the moat that surrounds it. A strong security system can prevent unauthorized access, theft, and destruction of your data, while making it increasingly more difficult for hackers to crack into your system.

Best Practices

So what can be done? What does your team need to focus on in order to limit your risk and exposure to cyber attacks? We’ve compiled a list of best practices below.

Conduct Regular Risk Assessments

You and your team need to understand where your organizational weak points are on a routine basis. Regular risk assessments to identify potential risks and vulnerabilities to your data are a first step in this crucial process. Understanding where your threat sources and vulnerabilities are will help you to educate your team and bolster defenses in the appropriate areas.

Secure Your Network

Controlling who has access to your network at all times is of utmost importance for small businesses. Securing that network will help your team prevent unauthorized users from gaining a foothold. There are a variety of ways you can secure your network, from encryption to dual-factor authentication. Always make sure that there are no unauthorized network sources, like unknown wifi being used by your team.

Train Your Employees

Your employees are a major defense in the fight against cyber attacks. All business owners should make the effort to educate their employees on data security best practices and make them aware of potential risks. This includes phishing scams and other social engineering attacks.

In fact, phishing attacks are so common that a 2021 FBI report named 22% of all cyber attacks as starting with phishing attempts. Employees need to be warned to use good judgment when opening emails and clicking on links. Be sure to inspect the source that communications originate from and never provide information to an unknown address. Basic efforts to train your employees can prevent unnecessary exposure and breaches.

Thinking your business is too small to attract attention from hackers? Think again! A report from Norton says that 88% of businesses face at least some form of phishing attack.

Back Up Your Data

Regularly back up your data to a secure location to prevent data loss due to cyber-attacks or system failures. While it may feel like a tedious task each week, the importance of backing up your essential data cannot be overstated. If you use an IT services provider, or if you have Microsoft Office 365, backing up your data can be a very simple process. Use the cloud option to safely back up all the data you choose.

Implement Access Controls

Use role-based access controls to limit access to sensitive data. This ensures that only authorized personnel can access sensitive data. In the event of a breach, it also allows your IT team to trace the breach back to the original source. Not everyone needs access to every piece of information within the organization, especially the more you scale. Using role-based access will limit your risk of exposure and help keep your data more secure.

Cyber Insurance

Cyber Insurance can be a valuable addition to your business’s coverage. Cyber insurance generally covers your business' liability for a data breach involving sensitive customer information, such as Social Security numbers, credit card numbers, account numbers, driver's license numbers and health records.

Add a Password Manager

Remembering and keeping track of multiple different passwords can be a logistical nightmare, but it can also be a security hazard. Losing passwords can not only be a snag for your team, but it can also mean that they are vulnerable to compromise. To avoid this, we recommend using a password manager. These managers encrypt and store your saved passwords, help generate strong passwords for each new account you have, allow you to easily change them at any time, and give your team a safe and secure way to share them as well.

Compliance Is Key

Stay up to date with industry regulations and standards such as PCI DSS, HIPAA and NYDFS. For any business that utilizes data, it is their responsibility to make sure they are compliant within the regulations. Here is a brief overview of some of the major regulations. A more exhaustive list can be found here.

PCI DSS - Payment Card Industry Data Security Standard is a set of regulatory standards that ensures all organizations maintain a secure environment for credit card information. To be compliant, organization compliance must be validated annually.
HIPAA - The Health Insurance Portability and Accountability Act, commonly known as HIPAA, is a law that ensures the confidentiality, availability and integrity of PHI.
NYDFS - This regulation was set forth by the New York Department of Financial Services (NYDFS) in 2017. It establishes cybersecurity requirements for any financial services providers that may or may not reside in NY. Some basic principles outlined in this regulation are risk assessments, documentation of cybersecurity policies and assigning a chief information officer (CIO) for compliance program management.

Continued Vigilance

Data security and compliance is an ongoing process. It's important to continuously monitor your systems and update your security protocols to adapt to new threats. Regularly conduct security audits and penetration testing to identify vulnerabilities and address them promptly.

While there is no perfect solution to keeping your data safe, the best practices outlined above will give you a definite head start. The most effective solution will always be a combination of safeguards and enhanced vigilance from your IT team.

If your organization needs help understanding more about data security and best practices, Brewster Consulting Group is ready to help walk you through your options. Our team of experts can analyze your specific needs and help point you in the direction you want to grow.

Set up a consultation and let us walk you through our solutions to data governance and recommendations for keeping your security sharp and efficient. Whether it involves pointing your team in the right direction, or building entire solutions for a business, we’re happy to help. Together, we can foster positive business decisions that lead to more security, more growth, and more revenue.

Want more on maximizing your data and other foundational topics for your business? Visit our YouTube channel to learn more!

< Older Post

Newer Post >

At Brewster Consulting Group, we recognize that managing data can be a daunting task for small and mid-sized enterprises. Allow us to assist you in harnessing the potential of operational intelligence! Reach out to one of our specialists today to refine your data strategy, optimize your processes, and establish solid governance. Ready to cultivate data analysis and propel scalable growth? Your journey begins right here!

Book a meeting

How Small Marketing Firms Can Scale Smarter with Fractional Project Management

By Ranae Peterson • October 29, 2025

In the fast-paced world of marketing, agility is everything. But for many small marketing firms , staying organized and executing effectively can feel like an uphill battle. Between juggling client deliverables, managing creative teams, and keeping up with digital trends, it’s easy for even the most talented agencies to lose focus or momentum. That’s where fractional project management comes in - a cost-effective, flexible way for small agencies to gain project management expertise without the overhead of a full-time hire. What Is Fractional Project Management? Fractional project management allows marketing firms to hire an experienced project manager or project management team on a part-time, contract, or as-needed basis. These professionals provide the strategic direction, structure, and accountability of a full-time role, but with the flexibility and affordability that small firms need. Unlike traditional project management roles, fractional project managers adapt to your workflow. They can: Create or refine marketing project management frameworks. Oversee campaign timelines, deliverables, and communication. Manage resources, budgets, and vendor relationships. Introduce project management tools, such as Asana. Provide performance insights to keep campaigns aligned with business goals. The Common Challenges Small Marketing Firms Face: Running a small marketing firm means constantly balancing creativity, client satisfaction, and growth, all while working with limited time, budgets, and staff. While many small agencies deliver incredible results for their clients, their internal operations are often suboptimal. Without proper structure and project management in place, business operations can quickly become reactive instead of proactive. Here are some of the most common challenges small marketing firms face, many of which can be alleviated with the right fractional project management support: 1. Inconsistent Execution of Marketing Strategies Small firms often start projects with enthusiasm but struggle to maintain consistency across campaigns, clients, and platforms. Without a clear project roadmap or centralized process, teams can lose sight of timelines, priorities, or deliverables. This inconsistency can lead to missed deadlines, off-brand messaging, and a loss of client confidence over time. 2. Limited Budgets and Tight Margins Many boutique agencies operate on razor-thin margins, meaning that hiring a full-time senior project manager or operations manager may simply be out of reach. This leads to a “DIY” approach to project coordination, where creative directors, account managers, or even designers end up juggling scheduling and task tracking in addition to their core roles. It’s a recipe for burnout and inefficiency. 3. Attracting and Retaining Talent In the marketing world, top talent wants growth, clarity, and collaboration. When internal processes feel chaotic or constantly changing, employees can become frustrated or disengaged. A lack of structured project management can contribute to high turnover, especially among younger professionals looking for organized environments where they can learn and thrive. 4. Keeping Up with Industry Trends and Technology Marketing trends shift faster than ever, from SEO and social media algorithms to automation and analytics tools. Small firms, often focused on servicing clients, rarely have time to step back and strategically assess which technologies to adopt or how to integrate them effectively into their workflows. This can result in wasted subscriptions, underutilized tools, or outdated methods that slow productivity. 5. Balancing Growth and Quality As marketing firms grow, the complexity of managing multiple campaigns, channels, and clients multiplies. Without scalable project management processes, expansion can lead to growing pains: stretched teams, missed opportunities, and declining quality of work. Fractional project management can help maintain creative excellence while effectively scaling operations. 6. Cash Flow and Resource Allocation Project delays, scope creep, and unclear task ownership often lead to billing inaccuracies and wasted time. Many small agencies underestimate how much untracked work cuts into profit margins. Without proper project visibility or a defined workflow, forecasting becomes guesswork, making it harder to predict cash flow or plan for sustainable growth. 7. Client Communication and Expectation Management Misaligned expectations between the firm and its clients are another major pain point. When communication is informal or scattered across emails and chat threads, misunderstandings arise. A structured project management system creates transparency, accountability, and shared visibility, all key to stronger client relationships. 8. Content Creation Bottlenecks Small firms often pride themselves on creativity, but without workflow organization, content can get stuck in feedback loops. Campaign approvals, revisions, and scheduling can all become bottlenecks that stall production. Over time, this can limit the firm’s ability to scale output or deliver consistently across multiple accounts. 9. Lack of Technology Utilization Even when agencies have invested in tools like Asana, ClickUp, or Monday.com, they often fail to leverage them effectively. Either no one owns the system or team members don’t have time to update it. The result is a fragmented picture of project progress and duplicated effort, both of which fractional project managers specialize in resolving. 10. Burnout and Overwork With so many moving pieces, it’s no surprise that burnout is common among small marketing teams. When deadlines stack up and roles blur, people spend more time reacting to problems than delivering creative solutions. Over time, that stress impacts morale, retention, and ultimately, client results. In short: most small marketing firms aren’t lacking talent, they’re lacking structure. And without a scalable framework for managing people, projects, and priorities, even the most brilliant ideas can get lost in the shuffle. How Fractional Project Management Helps Small Marketing Firms Fractional project management offers both strategic and operational advantages for small agencies, including: Strategic Oversight Without the Cost: Fractional PMs bring senior-level strategy to the table without requiring a full-time salary. They guide teams on where to prioritize resources, how to align goals, and how to scale efficiently. Flexibility and Scalability: Whether your firm manages two clients or twenty, fractional project management services scale with you. You can engage in support during busy periods or for specific initiatives without long-term commitments. Immediate Access to Top Talent: Fractional project managers are seasoned professionals who’ve worked with multiple marketing firms, giving your team instant access to best practices and proven systems. Improved Accountability and Execution: With an external PM keeping projects on track, your creative team can focus on what they do best: creating and delivering exceptional marketing work. Enhanced Profitability and Efficiency: From budget management to workflow optimization, a fractional project manager helps uncover bottlenecks that waste time and money, improving cash flow and project margins. When Should a Small Marketing Firm Consider Fractional Project Management You might not need full-time help yet, but here are a few signs it’s time to bring in a fractional project manager : -You’re juggling too many high-value projects at once. -Projects are constantly behind schedule or over budget. -Your team is overworked, burned out, or missing deadlines. -You lack internal project management expertise. -You feel stuck or overwhelmed trying to manage growth. If these sound familiar, fractional project management might be the missing piece. The Bottom Line For small marketing firms, fractional project management isn’t just about organization; it’s about unlocking growth. With the right systems in place, marketing agencies can scale confidently, deliver better results, and focus on what they do best: creativity and strategy. As the marketing landscape evolves, fractional project management services offer a competitive edge, one that combines flexibility, structure, and cost efficiency.

Turning Data into Direction: Why Small Businesses Need Fractional Analytics

By Ranae Peterson • October 9, 2025

Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.