Cybersecurity Checklist for Tennessee Small Businesses

Why Tennessee Small Businesses Need Cybersecurity Planning

Many small businesses assume they are too small to be targeted. 

Unfortunately, cybercriminals do not only target large companies. 

They target businesses with weak passwords, exposed remote access, unprotected email accounts, poor backups, untrained employees, and systems that have not been updated. 

A small business may be targeted through: 

• • Phishing emails 
  • Ransomware 
  • Business Email Compromise 
  • Microsoft 365 account takeover 
  • Fake invoice scams 
  • Payroll diversion 
  • Stolen passwords 
  • Remote access attacks 
  • Vendor impersonation 
  • Malware 
  • Data theft 
  • For businesses in Nashville, Franklin, Brentwood, and throughout Middle Tennessee, a cybersecurity incident can disrupt operations, damage client trust, create financial loss, interrupt billing, expose sensitive information, and create insurance or legal concerns. 

Cybersecurity planning is not about fear. 

It is about reducing preventable risk. 

This Checklist Is Built for Businesses Without Internal IT

This checklist is designed for small and mid-sized businesses that may not have a full internal IT department. 

That includes: 

• • CPA and accounting firms 
  • Law firms 
  • Financial advisors 
  • Insurance agencies 
  • Medical practices 
  • Dental offices 
  • Construction and engineering firms 
  • Churches and private schools 
  • Nonprofit organizations 
  • Professional service firms 
  • Small businesses with remote or hybrid employees 

These businesses often have real cybersecurity needs, but limited internal resources. 

That is where a managed IT and cybersecurity provider can help. 

The goal is to make cybersecurity manageable, understandable, and aligned with how your business actually works. 

Click to learn more about our Managed IT Services

1. Require Multi-Factor Authentication

Multi-Factor Authentication, often called MFA, is one of the most important cybersecurity controls for small businesses. 

MFA helps protect accounts even if a password is stolen. 

Instead of relying only on a username and password, MFA requires another verification step, such as an app notification, code, or hardware token. 

Where MFA Should Be Used 

MFA should be considered for: 

• • Microsoft 365 
  • Remote access 
  • VPN accounts 
  • Administrator accounts 
  • Financial systems 
  • Payroll platforms 
  • Cloud applications 
  • Password managers 
  • Client portals 
  • Industry-specific software 

MFA Should Be Enforced Consistently 

A common mistake is enabling MFA for some users but not everyone. 

That creates gaps. 

Attackers look for the weakest account, not necessarily the most important account. 

Even a standard employee account can give attackers access to email, files, contacts, and internal conversations. 

MFA should be part of the normal onboarding process for every employee.

2. Secure Microsoft 365

For many Tennessee businesses, Microsoft 365 is the center of daily operations. 

It may include email, Teams, OneDrive, SharePoint, calendars, contacts, file sharing, and collaboration. 

That means Microsoft 365 is not just email. 

It is a major business system that needs to be secured, monitored, and managed properly. 

Common Microsoft 365 Security Gaps 

Small businesses often have Microsoft 365 issues such as: 

• • MFA not fully enforced 
  • Former employees still active 
  • Administrator access too broad 
  • External sharing not reviewed 
  • SharePoint permissions too open 
  • Suspicious sign-ins not monitored 
  • Email forwarding rules left in place 
  • Shared mailboxes not documented 
  • No separate Microsoft 365 backup 
  • Licenses not reviewed regularly 

Microsoft 365 Account Takeover Can Lead to Bigger Problems 

If attackers gain access to a Microsoft 365 account, they may be able to read email, monitor conversations, access files, create forwarding rules, and send messages from a trusted account. 

That can lead to phishing, Business Email Compromise, fake invoice scams, payroll diversion, wire fraud, data exposure, and ransomware attempts. 

Microsoft 365 security should be reviewed regularly.

Click to learn more about Business Email Compromise Scams Every Small Business Should Recognize

3. Protect Email From Phishing and Business Email Compromise

Email remains one of the most common ways attackers target small businesses. 

Phishing emails may try to trick employees into clicking links, opening attachments, or entering passwords into fake login pages. 

Business Email Compromise attacks may be even harder to spot because they often look like normal business communication. 

Common Email-Based Attacks 

Tennessee small businesses should watch for: 

• • Fake vendor payment requests 
  • Executive impersonation 
  • Payroll direct deposit scams 
  • Fake invoices 
  • Microsoft 365 login scams 
  • Wire transfer fraud 
  • Gift card scams 
  • Suspicious attachments 
  • Fake document-sharing alerts 
  • Urgent password reset messages 

Email Security Should Be Layered 

Email protection should include both technology and training. 

Technology can help reduce spam, phishing, malicious links, suspicious attachments, and impersonation attempts. 

Employee training helps people recognize what gets through. 

No email filter catches everything. 

That is why verification procedures matter, especially for payments, wire instructions, payroll changes, and banking updates. 

Click to learn more about Business Email Compromise Prevention

4. Train Employees on Cybersecurity Awareness

Employees are one of the most important parts of cybersecurity. 

They do not need to become cybersecurity experts. 

They do need to recognize common threats and know when to pause, verify, and ask for help. 

What Employee Training Should Cover 

Security awareness training should include: 

• • Phishing emails 
  • Business Email Compromise 
  • Password safety 
  • MFA prompts 
  • Ransomware warning signs 
  • Fake invoices 
  • Payment verification 
  • Wire transfer verification 
  • Suspicious attachments 
  • Reporting suspicious emails 
  • Safe use of business devices 
  • Remote work security 

Training Should Be Practical 

Good training should not overwhelm employees with technical language. 

It should focus on the situations employees actually face. 

For example: 

• • What should accounting do if a vendor changes banking information? 
  • What should payroll do if an employee emails a direct deposit change? 
  • What should staff do if they receive an unexpected MFA prompt? 
  • What should employees do if they click a suspicious link? 
  • Who should they contact if something seems wrong? 

Training is most effective when it connects cybersecurity to real business situations. 

Click to learn more about our Security Assessment & Training

5. Use Endpoint Protection on Workstations and Servers

Every laptop, desktop, and server can become a target. 

Endpoint protection helps detect and block suspicious activity on business devices. 

Basic antivirus is no longer enough by itself. 

Modern attacks may involve stolen credentials, scripts, legitimate tools, remote access abuse, and suspicious behavior that traditional antivirus may not catch. 

H3: Endpoint Security Should Be Monitored 

Endpoint protection is only useful if alerts are reviewed and problems are addressed. 

A small business should know: 

• • Which devices are protected 
  • Whether protection is active 
  • Whether alerts are reviewed 
  • Whether devices are updated 
  • Whether old devices are still in use 
  • Whether remote devices are included 

Devices used by remote employees should not be forgotten. 

6. Keep Systems and Software Updated

Software updates often include security fixes. 

When systems are not patched, attackers may be able to exploit known vulnerabilities. 

Patch management should include: 

• • Workstations 
  • Servers 
  • Firewalls 
  • Network equipment 
  • Remote access tools 
  • Business applications 
  • Security software 
  • Third-party software 
  • Operating systems 

Unpatched Systems Create Avoidable Risk 

Many cyberattacks exploit vulnerabilities that already have available fixes. 

The problem is that businesses do not always apply updates consistently. 

A managed patching process helps reduce that risk. 

Updates should be planned, tested when needed, and monitored to make sure they actually install.

7. Review Backup and Disaster Recovery

Backups are one of the most important parts of cybersecurity. 

But simply having backups is not enough. 

Backups must be monitored, protected, and tested. 

Backup Questions Every Business Should Ask 

Your business should know: 

• • What data is backed up? 
  • How often backups run? 
  • Are backups monitored? 
  • Can files be restored? 
  • Is Microsoft 365 backed up separately? 
  • Are backups protected from ransomware? 
  • How long would recovery take? 
  • Which systems need to be restored first? 
  • Who handles recovery during an emergency? 

Backup Is Not the Same as Recovery 

Backup means data is copied. 

Recovery means your business can get back to work after ransomware, accidental deletion, server failure, cloud data loss, or another disruption. 

A backup that exists but has never been tested may not be enough during a real emergency. 

Click to learn more about our Backup & Disaster Recovery

8. Secure Remote Access

Remote and hybrid work are common for small businesses. 

Employees may work from home, client locations, job sites, court, medical offices, or while traveling. 

Remote access can improve flexibility, but it must be secured. 

Common Remote Access Risks 

Remote access risks include: 

• • VPN access without MFA 
  • Remote desktop exposed to the internet 
  • Personal devices accessing business data 
  • Former employees still having access 
  • Shared passwords 
  • Unmanaged laptops 
  • No device encryption 
  • Lack of login monitoring 
  • Vendor accounts left active 

Remote Access Should Be Controlled and Documented 

Your business should know: 

• • Who has remote access 
  • What systems they can access 
  • Whether MFA is enforced 
  • Which devices are allowed 
  • Whether access is still needed 
  • How access is removed during offboarding 

Remote work should support productivity without creating unnecessary exposure. 

9. Review User Access and Admin Rights

Not every employee needs access to every system, file, mailbox, or application. 

Access should be based on job responsibilities. 

Too Much Access Creates Risk 

Businesses often give employees more access than they need because it is faster in the moment. 

Over time, this creates unnecessary exposure. 

Common problems include: 

• • Too many administrator accounts 
  • Former employees still active 
  • Shared accounts 
  • Old vendor accounts 
  • Users added to too many groups 
  • File permissions that are too broad 
  • Personal devices with company access 
  • Forgotten software accounts 

Access Should Be Reviewed Regularly 

User access should be reviewed periodically, especially when employees change roles or leave. 

A clean access review can reduce risk and make offboarding easier. 

Click top learn more about Why Bad Employee Onboarding Creates Cybersecurity and IT Problems Later

10. Create a Clean Employee Onboarding and Offboarding Process

Employee onboarding and offboarding are cybersecurity controls. 

When someone joins your business, they need the right access. 

When someone leaves, that access must be removed. 

H3: Onboarding Should Include Security From the Start 

A good onboarding process should include: 

• • Microsoft 365 account setup 
  • MFA setup 
  • Device assignment 
  • Email group access 
  • File permissions 
  • Software access 
  • Remote access if needed 
  • Security awareness training 
  • Documentation 

Offboarding Should Remove Access Promptly 

A good offboarding process should include: 

• • Disabling accounts 
  • Revoking active sessions 
  • Removing remote access 
  • Collecting devices 
  • Reviewing mailbox access 
  • Preserving needed files 
  • Removing cloud application access 
  • Updating documentation 
  • Changing shared passwords if any were used 

Former employee access is one of the easiest cybersecurity gaps to overlook.

11. Document Your IT Environment

Cybersecurity is much harder when nobody has a clear picture of the technology environment. 

Your business should have documentation for: 

• • Users 
  • Devices 
  • Servers 
  • Network equipment 
  • Firewalls 
  • Wi-Fi 
  • Microsoft 365 
  • Cloud applications 
  • Backup systems 
  • Security tools 
  • Vendors 
  • Admin accounts 
  • Remote access 
  • Software licenses 
  • Support contacts 

Documentation Helps During an Emergency 

Good documentation helps your business respond faster during an outage, ransomware attack, employee departure, vendor issue, or cyber insurance review. 

Without documentation, your team may waste valuable time trying to figure out what exists, who has access, and how systems are connected. 

12. Prepare for Cyber Insurance Questions

Cyber insurance applications and renewals often ask detailed cybersecurity questions. 

Your business may be asked about: 

• • Multi-Factor Authentication 
  • Endpoint protection 
  • Backup testing 
  • Employee training 
  • Email security 
  • Incident response planning 
  • Administrator access 
  • Remote access 
  • Patch management 
  • Microsoft 365 security 

If you are not sure how to answer these questions, guessing can create risk. 

A cybersecurity assessment can help identify current controls and practical gaps before renewal becomes urgent. 

Network Computer Pros does not sell cyber insurance, provide legal advice, or interpret insurance policy language. Coverage, exclusions, and policy requirements should be reviewed with your insurance broker, legal counsel, or another qualified advisor. 

Click to learn more about Cyber Insurance Renewal Questions Every Small Business Should Prepare For

13. Create an Incident Response Plan

Every business should know what to do if something goes wrong. 

An incident response plan does not need to be overly complicated. 

It should clearly explain who to contact and what steps to take during a suspected cybersecurity incident. 

What an Incident Response Plan Should Include 

Your plan should include: 

• • Internal contacts 
  • IT provider contact information 
  • Cyber insurance contact information 
  • Legal or compliance contacts if applicable 
  • Bank contact information if payments are involved 
  • Backup and recovery steps 
  • Communication responsibilities 
  • Device isolation steps 
  • Evidence preservation steps 
  • Employee reporting procedures 

Employees Should Know How to Report Suspicious Activity 

Employees should know who to contact if they receive a suspicious email, click a link, see a ransom note, lose a device, or receive an unexpected MFA prompt. 

The faster an issue is reported, the faster it can be contained. 

Cybersecurity Checklist by Industry

Different industries face different risks, but the core protections are similar.

CPA and Accounting Firms

CPA firms should focus on client financial data, Microsoft 365 security, secure remote access, MFA, backups, tax season readiness, and employee training.

Click to learn more about our IT Support for CPA Firms in Franklin, TN

Law Firms

Law firms should focus on client confidentiality, email security, Business Email Compromise, Microsoft 365, backups, remote access, and secure file sharing.

Click to learn more about our Cybersecurity for Law Firms in Brentwood, TN

Financial Advisors

Financial advisors should focus on client financial data, secure communication, Microsoft 365, MFA, backups, remote access, and cyber insurance readiness.

Click to learn more about our IT Support for Financial Advisors in Franklin and Brentwood

Medical Practices

Medical practices should focus on patient information, HIPAA-aware technology controls, backups, secure remote access, Microsoft 365, and employee training.

Click to learn more about our IT Support for Private Medical Practices in Nashville

Insurance Agencies

Insurance agencies should focus on client data, carrier portals, Microsoft 365, email security, BEC prevention, backups, and employee onboarding.

Click to learn more about our IT Support for Insurance Agencies in Franklin and Brentwood

Construction and Engineering Firms

Construction and engineering firms should focus on project file protection, remote access, job site connectivity, Microsoft 365, vendor payment fraud, backups, and ransomware protection.

Click to learn more about our IT Support for Construction and Engineering Firms in Nashville and Franklin

Churches and Private Schools

Churches and private schools should focus on donor data, student information, Microsoft 365, Wi-Fi, guest access, backups, cybersecurity training, and user access control.

Click to learn more about our IT Support for Churches and Private Schools in Middle Tennessee

Cybersecurity for Nashville, Franklin, Brentwood, and Middle Tennessee Businesses

Tennessee businesses are growing, hiring, opening offices, and relying more heavily on cloud systems and remote work. 

That growth creates opportunity, but it also creates more technology risk. 

Network Computer Pros supports small and mid-sized businesses in: 

• • Nashville 
  • Franklin 
  • Brentwood 
  • Surrounding Middle Tennessee communities 

For businesses without internal IT staff, having a proactive cybersecurity and managed IT partner can help reduce risk while keeping technology manageable.

Click to learn more about our:

Managed IT Services Nashville  
Managed IT Services in Franklin, TN  
Managed IT Services in Brentwood, TN 

How Network Computer Pros Helps Tennessee Businesses Improve Cybersecurity

Network Computer Pros helps small and mid-sized businesses review cybersecurity gaps, strengthen protections, support employees, and manage technology more effectively. 

Our services may include: 

• • Cybersecurity services 
  • Managed IT services 
  • Help desk support 
  • Microsoft 365 support 
  • Backup and disaster recovery 
  • Security assessments and employee training 
  • Remote and on-site IT support 
  • User onboarding and offboarding 
  • Vendor coordination 
  • IT documentation 
  • Technology planning 

We work with privately owned businesses that need reliable IT support and cybersecurity but may not have a full internal IT department. 

Our goal is to help businesses reduce downtime, protect data, improve cybersecurity, and make technology easier to manage.
Click to learn more about our:

Cybersecurity Services
Managed IT Services
Security Assessment & Training
Tennessee IT Consultation