Insider Threat Prevention: 20 Best Practices to Implement

1. Implement Insider Threat Detection Solutions

Deploying a solution to detect insider threats is key to achieving the company’s security benchmarks and earlier risk identification and mitigation. Such systems track employees’ activity across systems for unusual patterns in access and data usage.

Using data science and machine learning, these platforms can identify those who exhibit anomalies in their workplace behavior, such as employees accessing files outside of regular duties or transferring sensitive data without warning. Subsequently, it sends notifications to the security team for swift invisibility cloak removal to prevent breaches.

2. Use User & Entity Behavior Analytics (UEBA)

User and Entity Behavior Analytics is a strong anomaly detection tool that analyzes standard employee and device behaviors. With UEBA, the system learns typical usage patterns, including when and how employees gain access to certain files, and detects anomaly patterns in this regard. For example, an employee viewing an unusually high volume of sensitive files at unusual hours results in an alert. This approach provides an early-warning system, allowing security teams to respond to potential threats as they arise.

3. Establish Employee Monitoring Protocols

Setting up clear rules for keeping an eye on employees is a good way to create a culture of accountability and transparency in the workplace. By defining how and why employee activities are monitored, organizations ensure everyone understands the guidelines, which reduces the likelihood of risky behavior. When employees know their actions are being tracked, they’re more likely to follow best practices. This helps to stop problems from inside the company before they turn into big issues.

This is not excess surveillance but the setting of boundaries that protect the privacy of the company and the employee. With these kinds of protocols in place, your organization can start creating a work environment that thrives in terms of productivity and security, and how fairly and respectfully monitoring is conducted rather than being intrusive.

4. Utilize Data Loss Prevention (DLP) Software

Data Loss Prevention (DLP) software works as a shield stopping sensitive data from being misused or taken out of the company’s systems. DLP tools monitor data transfers, ensuring that sensitive information remains within the organization and alerting security teams if there’s an attempt to share or move data improperly. Let’s say an employee tries to send secret documents through their email account, data loss prevention software would spot this and either flag it or stop it from happening. Using DLP helps to lower the chance of data leaks and keeps sensitive information under wraps.

Time Champ’s Data Loss Prevention software tracks all endpoint monitors to track authorized and unauthorized access to company data. When it spots possible threats, like unauthorized or suspicious data transfer or sensitive information going out to an external email account, it immediately notifies the security team. Such alerts improve chances for prompt mitigation of suspicious activities by ensuring fast response to leakage or a breach of data.

5. Apply Threat Modeling

Threat modeling is a proactive technique to analyze potential threats to a system or application. Think of it as a pre-game strategy session for your security team, envisioning how bad actors might attempt to breach your defenses. By understanding your system, anticipating possible attacks, identifying vulnerabilities, and planning defenses, your organization can prevent security incidents before they occur.

6. Deploy Endpoint Monitoring Solutions

Endpoint monitoring solutions offer the first layer of protection because it is easy to detect unwanted activity on connected devices. For example, if your employee starts opening files during non-working hours or tries to transfer data to unauthorized cloud storage, this will be immediately detected by endpoint monitoring. Such an approach not only guards against future breaches but also reinforces secure practices among employees by signaling that risky actions are detectable.

Endpoint protection is crucial today when employees work on different devices in different locations, endpoint monitoring provides security for laptops, tablets, and smartphones even if they’re connected to the office network or remotely. By keeping a close eye on activities at these access points, organizations can identify and address insider threats swiftly, ensuring that all devices remain secure and compliant.

7. Remove Idle or Inactive Accounts

Inactive accounts, most of which are left behind by employees who have quit or temporary contractors, these accounts form the dark side of the hidden security gaps of an organization. If left unattended, an inactive account could be the trojan horse that malicious actors slip through unnoticed, gaining access to sensitive information without raising immediate red flags.

Routinely checking for and closing down unused accounts is a smart way to protect your organization. By removing access that’s no longer needed, you can reduce security risks and show a strong commitment to keeping data and assets safe. This simple step helps stop insider threats before they even have a chance to start.

8. Monitor Network Activity

In most workplaces, so much of what people do online flows through the company network. There are usually security steps in place, like requiring a VPN or blocking certain sites, to help keep your data safe. But just setting these rules isn’t enough—it’s really important to keep an eye on network activity.

When you regularly check in on how the network is being used, you’ll be able to spot if someone’s breaking the rules, visiting unsafe sites, or taking unnecessary risks online, like clicking on sketchy links or messaging unknown contacts. By actively watching for these kinds of things, you can catch issues early and prevent small risks from turning into bigger problems.

9. Enable Remote Desktop Control

Real-time control is another indispensable tool in checking the security situation, as well as controlling the actions of employees using their devices remotely. This added layer of protection is beneficial when dealing with insider threats. The use of this method is beneficial when dealing with insider threats. For instance, if a disgruntled employee tries to leak sensitive information or an unwitting team member falls victim to a phishing scam, remote desktop control enables an immediate response to halt the threat and limit any damage.

This solution is particularly effective for devices connected to the company’s network. With remote desktop control, security teams can step in at critical moments, ensuring any risky behavior is quickly addressed, and company data stays secure.

10. Conduct Employee Sentiment Analysis

Employee sentiment analysis is an underappreciated tool in cyber security. By knowing how workers view their work and environment, companies can glimpse early signs of insider threat potential. You can obtain these insights either by monitoring internal communications or through anonymous surveys. These insights help HR and management identify any employees who may feel disconnected, frustrated, or disengaged, which can make them more prone to risky or even malicious actions.

While it’s rare for employees to take drastic steps like hurting the company’s reputation or leaking data, disgruntled employees could be influenced or even recruited by competitors to share sensitive information. Unhappy employees are often already thinking about leaving, making them potential targets for competitors looking to gain a strategic edge. By addressing these issues before they escalate, organizations can boost morale and reduce the chances of insider threats tied to employee dissatisfaction.

11. Investigate Anomalous Behavior

UEBA (User and Entity Behavior Analytics) and employee monitoring tools can help your security team detect unusual or potentially suspicious activity patterns. This natively builds smart alerts and creates customizable rules where you can distinguish the behaviors that may indicate risk and those that don’t require further attention.

However, technology alone is not enough for high-level interpretation. This ultimately boils down to human insight; you have to be well-versed in the subject to accurately interpret these behaviors. An employee may conduct flagged behaviors based on mere curiosities, new workflows, or access to other systems. Genuine actions should be escalated for additional review; this balanced approach keeps the focus on real threats while minimizing false alarms, and this enhances the effectiveness of your security efforts.

12. Train Employees in Security Best Practices

One of the most effective easy measures is providing security training for employees. When staff are educated on secure practices, such as identifying phishing scams, using strong passwords, and recognizing suspicious activity, they are better equipped to avoid mistakes that lead to security risks. Informed employees are far more likely to become allies in protecting the organization’s data, helping to create a stronger, more secure workplace overall.

13. Set Up Anonymous Reporting Channels

You can also institute an anonymous reporting system wherein staff members would be able to confidentially report any security concerns they may encounter. This way, you could keep insider threats from occurring without creating a culture of surveillance. By so doing, you encourage the employees to bring this information to your attention, whether it is suspicious behavior or accidental mistakes, knowing they won’t face any backlash for raising concerns.

The idea is not to make employees begin spying on each other but to let them feel safe about reporting issues so that the security teams may silently determine potential risks inside the organization. Often, the reports may be harmless; however, fostering open communication in this way strengthens the organization’s security by giving employees a voice to protect their workplace and each other.

14. Develop a Threat Hunting Team

Forming a threat-hunting team is one of the main keys to keeping insider threats at bay. Such a team hunts for malicious activity, whether intentional or unintentional insider threats, going on within your organization. By having a group dedicated to monitoring and investigating threats, you can catch potential issues before they escalate. The team should have a solid understanding of your company’s network, systems, and data, and they should be equipped with the tools to spot unusual behavior or vulnerabilities. Regular training and collaboration with other security teams will help them stay sharp and effective.

15. Create a Data Handling Policy

If your business is within the European Union, compliance with the General Data Protection Regulation (GDPR) is a must. However, just like in the US or any other country from across the world where data protection laws differ from region to state or country, your organization must still establish a clear and comprehensive policy on dealing with data. This policy should outline exactly how you will collect, store, manage, and utilize the data of your clients, customers, and partners, ensuring that their privacy is respected at all times.

Having a well-defined data-handling policy transmits not only transparency and trust but also keeps you updated about the legal requirements that are primarily mandatory in many industries. More importantly, it guides employees on what to do, so they know how to handle data correctly. Everyone in your organization needs to be aware of this policy to avoid lesser pitfalls, such as compliance breaches, leaks of data, or mishandling that could lead to serious legal consequences or financial penalties.

16. Apply the Principle of Least Privilege (PoLP)

The Principle of Least Privilege simply states that access should be given to only those employees necessary for the completion of a job. People should only have access to the information and systems they genuinely need for their work. This reduces the risk of both accidental and intentional misuse of sensitive data.

Regularly reviewing and adjusting access based on roles and responsibilities, ensures that employees only have the permissions necessary for their tasks. Thus, there is no exploitation of non-working attributes. PoLP is concerned with who you grant access which substantially limits the potential internal threats and keeps your risks at bay.

17. Conduct Regular Audits

Routine audits play a pivotal role in catching potential threats and identifying vulnerabilities. Through regular checks of systems, logs, and network activity, your security team can spot suspicious activity early.

Think of this as performing a security health check—even the best-built systems require maintenance and tweaking. Audits help identify weak spots, remove outdated security patches, and ensure that any changes to your network or systems have not opened any new opportunities for an insider threat to materialize.

18. Foster a Positive Work Culture

A company’s internal culture can significantly impact the likelihood of insider threats. Creating a positive, open, and supportive work environment helps employees feel valued and less likely to engage in harmful activities. Disgruntled employees are often more susceptible to malpractices, and a high turnover or negative work culture could drive employees to take risks that harm the organization. Fostering strong relationships across departments and offering support systems (such as HR or mental health programs) can reduce this risk.

19. Have an Incident Response Plan Ready

While prevention is key, you must also be ready to respond quickly if an insider threat arises. This plan should be clear, streamlined, and known by all relevant personnel. It includes identifying potential threats, containing damage, notifying stakeholders, and recovering from the breach. The quicker your response, the less damage a breach can cause.

20. Perform Background Checks on Employees

While it’s not foolproof, background checks serve as a preventative measure to ensure new hires don’t have criminal backgrounds or any history that might indicate a higher risk of insider threats. Although such checks alone cannot guarantee safety, combined with other preventive measures, they strengthen your organization’s overall security strategy