This article first appeared on Forbes in October 2024.

Insider threats represent one of the most significant security challenges for businesses today. In my role at Metomic, where we focus on Data Loss Prevention (DLP) solutions for SaaS, I’ve seen firsthand how difficult it can be to protect sensitive information from threats inside the organization. Research from The Ponemon Institute found that insider threats cost businesses an average of $11.45 million annually. These threats are not always malicious; in many cases, they arise from human error or negligence.

Here are five tips to help prevent insider threats in your business, drawn from my experience and industry best practices.

1. Implement Strict Access Controls

‍A "least privilege" access model is essential for preventing insider threats. Every employee should only have access to the data necessary for their role. By reducing the number of people who can access sensitive data, you automatically lower the risk of accidental or intentional misuse. For example, the Role-Based Access Control (RBAC) model assigns access based on the user’s role within the company. Sensitive data, like financial records or intellectual property, should be restricted to employees whose jobs require it. Additionally, enforcing Multi-Factor Authentication adds an extra layer of security, even for employees with access. If credentials are compromised, the additional step ensures that unauthorized users are kept out.

2. Foster a Strong Security Culture

‍Preventing insider threats goes beyond technology; it requires a security-first mindset throughout the organization. A recent report from Cybersecurity Ventures predicts that, by 2025, global cybercrime damages will hit $10.5 trillion annually. While businesses often focus on external actors, employees are often an inadvertent weak link, making a strong security culture critical. When employees are aware of the risks, they are more likely to be vigilant and report suspicious activities. 

Key aspects of a security-aware culture should include regular security training on potential insider threats, phishing scams, and the importance of protecting sensitive information. By tailoring the training to specific roles it’s likely to be more relevant and impactful. Businesses should also encourage whistleblowing by establishing an anonymous reporting system where employees can report unusual or suspicious behavior without fear of retaliation. Lastly, accountability is key. Businesses need to ensure employees understand their responsibilities when it comes to data security and emphasize that protecting company data is a shared responsibility.

A strong security culture empowers employees to act as a ‘human firewall,’  the first line of defense against insider threats.

3. Leverage Data Loss Prevention (DLP) Tools

‍In the SaaS-heavy workplace, manual monitoring of data usage is impossible. That’s why advanced DLP tools, such as Metomic, are designed to identify unusual behaviors, such as attempts to transfer sensitive data or download large numbers of files. The role of modern DLP tools is to minimize the time to identify, validate, and remediate incidents of exposure. Automation not only improves security but also frees up IT teams to focus on other critical tasks.

Data Loss Prevention (DLP) tools are essential for monitoring and identifying potential insider threats in real-time. Modern DLP solutions can track suspicious activities, such as large file transfers, access to unauthorized data, or attempts to bypass security protocols.

• Monitor file transfers and downloads: Large, unauthorized data transfers or unusual download patterns can signal a potential insider threat. DLP tools can alert security teams when these activities occur.
• Track risky behavior: DLP solutions can track behaviors such as accessing confidential files outside normal working hours, or from untrusted devices or locations, helping businesses detect suspicious behavior before it escalates.

DLP tools allow businesses to maintain continuous oversight of data usage, giving them the ability to react swiftly to potential insider threats.

4. Conduct Regular Audits and Risk Assessments

‍A proactive audit process helps ensure that sensitive data is only accessed by authorized individuals and that outdated or unnecessary access permissions are revoked in a timely manner. These audits are not just about catching mistakes after the fact but preventing future incidents, as they can help identify vulnerabilities before they can be exploited. These audits should review user access logs, identify unusual behavior patterns, and assess whether current security protocols are adequate.

Steps to effective auditing include:

• Audit user access frequently: Regularly review access logs to ensure no unauthorized or suspicious activity occurs. Periodically revoke access for users who no longer need it.
• Simulate attacks: Conduct simulated insider attacks to test your organization’s defenses and identify potential weaknesses in your systems or processes.
• Review compliance: Ensure that your organization is following all applicable data security regulations, such as GDPR, PCI DSS or HIPAA, and that insider threats are accounted for in your compliance strategy.

Regularly updating security protocols based on these assessments ensures that your business is well-prepared to mitigate insider threats as they evolve. 

5. Establish Clear Policies for Data Classification and Handling

‍Lastly, employees must have a clear understanding of how to handle sensitive data. Policies around data handling should be comprehensive, covering
areas such as data sharing, retention periods and encryption. Data classification plays a vital role in shaping effective data handling policies. By categorizing data based on its sensitivity, businesses can apply appropriate security measures across the organization. This process helps employees understand which information requires more stringent protection and ensures that access controls and data handling procedures are applied consistently.

A good data use policy should include:

• Clear definitions of sensitive data: Explain what qualifies as sensitive information and provide examples, so employees understand what data needs extra protection.
• Guidelines for sharing data: Define how data can be shared internally and externally, including restrictions on downloading, printing, and transferring information.
• Consequences of policy violations: Employees need to be aware of the repercussions if data misuse occurs, including disciplinary actions or termination in severe cases.

Training sessions should be held regularly to reinforce these policies, ensuring that all employees, from new hires to veterans, are on the same page.

Insider threats are a complex and ever-present risk for businesses, particularly in a SaaS-driven environment. However, by focusing on strict access controls, fostering a security-focused culture, leveraging modern DLP tools, conducting audits, classifying data and implementing clear data handling policies, organizations can significantly reduce their risk. These strategies, while not foolproof, can help mitigate the growing threat posed by insiders—whether malicious or simply careless.

‍