Enhanced security through the collaboration of humans and machines

The increasing interconnectedness and digitalisation of our (working) world necessitate a new approach to IT security. The number of cyberattacks continues to rise, and the attacks themselves are becoming increasingly sophisticated. Beyond external threats, IT security also requires attention to internal processes, where vulnerabilities often exist. These risks can largely be mitigated through robust security awareness and carefully planned process automation.

Cyberattacks have become one of the greatest risks for organisations of all sizes. This is unsurprising when considering the staggering number of 116.6 million malicious programs currently in circulation, according to the latest BSI report on IT security. These programs frequently infiltrate systems through phishing emails, often exploiting employee actions such as opening infected attachments from fraudulent emails. This can allow malware to enter the organisation's infrastructure and, in the worst cases, completely paralyse systems.

This is why the so-called "human factor" is often cited as the greatest IT security risk for organisations. However, solely blaming employees oversimplifies the issue. Humans make mistakes, but it is the responsibility of organisations to minimise these risks by defining clear processes and implementing solutions that create an optimal and secure working environment. Well-structured internal processes alone can significantly reduce risks and build a proactive, secure IT infrastructure.

Fostering security awareness among employees

The implementation of security measures can only succeed if employees are trained in security awareness and informed about the risks of cyberattacks and their potential consequences for the organisation. This enables them to better assess risks and react appropriately to security incidents by applying effective countermeasures or minimising impact.

Regular internal training and workshops should equip employees with all essential knowledge about IT security and provide answers to pressing questions such as, "Who should I inform if I accidentally open a suspicious attachment?" or "What should I do after a security incident?" This ensures employees are prepared to respond quickly and appropriately in such situations.

That said, IT security does not depend solely on employees. Comprehensive security is only achievable when responsible employees and intelligent technologies work together seamlessly.

Data exchange: a critical vulnerability

An ideal security solution integrates seamlessly into employees' daily workflows while simultaneously enhancing process efficiency. For example, email communication is a common weak point. Many employees regularly send internal and external information via unsecured channels, which cybercriminals can easily intercept. Intercepted data is often used as the basis for targeted spear-phishing attacks, where manipulated attachments or links deliver malware to individual devices and subsequently infiltrate broader systems.

Organisations should rely on communication channels with end-to-end encryption for email and file transfers. This ensures data remains encrypted throughout its journey—from the sender’s device to the recipient—where it is securely stored. Automated settings in secure email communication systems can enforce encryption for attachments and restrict allowed file formats, further protecting data from manipulation.

While email inbox storage capacities can quickly become a limitation, especially for large file transfers, many organisations fail to provide GDPR-compliant platforms for secure data exchange. Consequently, employees often resort to free cloud solutions commonly used in personal contexts, risking data exposure and GDPR violations. Organisations should equip their teams with secure file-sharing tools, such as encrypted data rooms, to prevent such risks.

Improving security through input management

Another frequent target for cybercriminals is input management—the process of receiving, processing, and distributing data within an organisation. This includes all types of data, from critical business documents like invoices to highly sensitive personal information such as job applications or medical records. Attackers have an easy job when data is submitted in an unstructured manner. Shared mailboxes with numerous recipients also pose risks, as larger recipient groups increase the likelihood of missing suspicious attachments or misjudging threats.

To mitigate these risks, organisations should minimise recipient groups and define clear responsibilities. Structured data entry systems, such as digital forms with predefined roles and contacts, ensure only authorised personnel access sensitive documents. This makes it easier to detect suspicious attachments quickly.

Additional security features

To further bolster security, many organisations adopt supplementary measures. Two-factor authentication, for example, helps verify users to ensure that sensitive information is only accessed by authorised groups.

Viruses and other malware can also be intercepted using reliable antivirus scanners. These tools examine attachments for malicious software, isolating and removing threats before they can infiltrate the network.

Automation for enhanced security

Manual processes remain a widespread security risk in organisations, often due to human error or lack of awareness. By automating workflows, organisations can minimise such human-induced vulnerabilities while simultaneously increasing process efficiency. Automation software translates repetitive tasks into code, capturing and routing data automatically to the appropriate systems.

In conclusion, organisations can take various measures to strengthen internal security. While errors are inevitable—whether human or machine—effective technologies and a culture of security awareness can help mitigate vulnerabilities and significantly enhance overall system security.