Remote work is here to stay.
Remote and hybrid work is no longer a temporary trend—it’s a permanent part of how businesses operate, particularly in the Pacific Northwest where there is a high concentration of tech industries. In Oregon, 40% of workers work remotely, where in Washington the number jumps to 45%, a full 15% higher than the national average.
For small and mid-sized businesses (SMBs) in regulated industries like healthcare, finance, or legal, remote work introduces both opportunities and risks. While employees gain flexibility and productivity, unmanaged remote access can open the door to data breaches, compliance violations, and costly downtime.
Cybercriminals are increasingly targeting SMBs, and remote work has expanded the potential attack surface. According to the 2023 Verizon Data Breach Investigations Report, 40% of breaches affecting SMBs involve remote access points or cloud-based services.
SMBs can’t afford to ignore remote work security—it’s now a business-critical concern.
The Risks of Remote Work Without Security and Compliance
Without clear governance, remote work quickly becomes a breeding ground for cyber threats, data leakage, and regulatory violations.
Remote and hybrid work models have become more common, even across industries that traditionally were fully in-person, like construction, manufacturing, professional services, and regulated sectors, such as healthcare and finance. Remote work has its benefits. However, many organizations overlook one critical fact: location may have changed, but compliance requirements haven’t.
When employees access sensitive information from uncontrolled environments, every unsecured laptop or casual file share becomes a potential liability. Without clear governance, remote work quickly becomes a breeding ground for cyber threats, data leakage, and regulatory violations.
Unsecured Devices and Endpoints
In many remote environments, employees rely on personal laptops, tablets, or mobile phones that were never configured with enterprise-grade protections. Without full-disk encryption, endpoint detection, or enforced security updates, a lost laptop or malware-infected device could expose confidential project bids, client financials, patient data, or controlled schematics—often without the organization even knowing.
Weak Authentication and Access Controls
Shared passwords, weak credentials, or simple single-factor logins are still common in remote workflows. In industries with subcontractors or rotating field personnel, credentials are often passed informally between teams. This creates “ghost access” — former employees or vendors retaining entry into systems long after engagement ends. Without centralized identity management and multi-factor authentication (MFA), one compromised login can unlock an entire network.
Data Exposure and File Sharing Risks
Convenient tools like Dropbox, Google Drive, and WeTransfer are frequently used without IT approval — especially in fast-paced or field-based environments such as construction and professional services. While convenient, unsanctioned file sharing bypasses audit trails, version control, and data retention policies. Sensitive client reports, engineering plans, or legal contracts can be inadvertently exposed or permanently lost with no traceability.
Compliance Violations in HIPAA, FINRA, and More
Regulations such as HIPAA, CCPA, FINRA, PCI DSS, and DFARS mandate strict controls over how sensitive data is accessed, transmitted, and stored. Remote work introduces blind spots in these requirements. For example, a telehealth employee sending patient records over unsecured email, or a financial advisor storing investment reports on a home device, can trigger major compliance incidents. These lapses can result not only in fines, but also mandatory disclosure, reputational loss, and legal exposure.
Phishing and Social Engineering Threats
Remote workers face a significantly higher volume of phishing attempts, as cybercriminals exploit isolation and reduced oversight, particularly at SMBs where cybersecurity may already be considered a low priority. When employees are away from on-site IT support or peer verification, malicious messages are more likely to be acted upon. Compounding this is the fact that home routers and Wi-Fi networks often lack firewall protections, giving attackers a fast lane into corporate systems once credentials are stolen.
Even the smallest misstep — a missed patch, a misplaced file, or a clicked email — can cascade into major consequences. Beyond financial penalties, an incident can stall active projects, jeopardize key contracts, or permanently damage customer trust.
Remote work isn’t inherently risky — but remote work without compliance is. Organizations that take a proactive approach to securing offsite operations will not only protect themselves from liability, but also gain a competitive advantage as trusted and resilient partners.
Secure Remote Work Compliance Best Practices for SMBs
Local managed service providers (MSPs) offer remote IT support, which is highly beneficial and convenient for SMBs with remote employees. MSPs can provide not only ongoing device monitoring and maintenance, but also ensure IT is a strategic business enabler for growth, as well as a supportive factor in creating financial certainty when the economy feels uncertain.
However, there are also immediate steps SMBs can implement on their own to make remote work safer, faster:
Secure Devices and Endpoints
- Ensure all laptops, desktops, and mobile devices have updated antivirus and endpoint protection.
- Enable disk encryption to protect sensitive data if devices are lost or stolen.
- Create clear policies for personal devices used for work purposes.
Implement Strong Authentication
- Require multi-factor authentication (MFA)for email, cloud applications, and VPN access.
- Encourage unique, complex passwords and consider using a password manager for your team.
- Limit administrative access to only those who need it.
VPN and Zero Trust Remote Access
- All remote connections should go through a secure VPN or a Zero Trust access model.
- Regularly review and revoke access for employees who no longer need remote permissions.
Employee Security Training
- Conduct short training sessions on spotting phishing emails, social engineering, and safe file sharing.
- Encourage employees to separate personal and work accounts and devices.
Data Backup and Business Continuity
- Maintain regular, automated backups of important files.
- Test restoration processes periodically to ensure business continuity during a security incident.
Why SMBs Need MSPs for Remote Work Security & Compliance
While SMBs can take many steps on their own, a Managed Service Provider (MSP) can help implement, enforce, and monitor these policies across the organization, while also finding ways to conserve and consolidate resources, and save SMBs money.
Secure remote work compliance for SMBs requires devices, systems, and environments to be protected, with the support an MSP.
Continuous Monitoring: MSPs can detect suspicious remote access attempts before they escalate.
Policy Enforcement: Ensure all devices meet security requirements and updates are applied consistently.
Compliance Support: MSPs help maintain HIPAA, CCPA, and other regulatory standards for remote operations.
Incident Response: In the event of a breach, an MSP can quickly isolate affected systems and minimize downtime.
Scalable Solutions: MSPs can adapt security tools and practices as your remote workforce grows.
In short, an MSP doesn’t replace your team—it strengthens your security posture and ensures remote work is both productive and compliant.
Case Study: How an Accounting SMB Achieved Secure Remote Work Compliance
A 15-person accounting firm in Seattle shifted to fully remote work during the pandemic. Initially, employees used personal laptops without company-managed security.
Personal, Unsecured Devices Are a Risk
- An attempted phishing attack that targeted client financial data
- 3 days of operational disruption while credentials were reset and systems scanned
- Potential regulatory exposure with sensitive client information
MSP Partnership Leads to Secure Remote Work
Implemented MFA and endpoint protection on all devices
Enforced a secure VPN for remote access
Conducted staff training on email threats and safe file sharing
Result: No further security incidents, full regulatory compliance maintained, and employees could work remotely without putting client data at risk.
| Category | Before MSP (Unsecured Remote Setup) | After MSP (Secured Remote Environment) |
|---|---|---|
| Security Incident | Phishing attempt targeting client financial data | None reported |
| Operational Downtime | 3 days of disruption (staff locked out / systems scanned) | 0 days |
| Estimated Cost of Downtime | ~$2,500 per employee per day × 15 employees × 3 days = $112,500 lost productivity & billable hours | $0 |
| Regulatory Exposure | Potential client notification fines under GLBA / state privacy laws: $50–$200 per record (risk estimated at $20K–$100K depending on exposures) | $0 |
| IT Remediation Costs | Emergency cleanup from external contractor: ~$300/hr × 20 hrs = $6,000 | Included in MSP agreement |
| Ongoing Security Spend | ~ $0 (but reactive & unpredictable) | ~$125 per user/month × 15 users = $22,500/year total |
| Compliance Standing | At risk — no documented security controls | Fully compliant with industry standards |
| Employee Efficiency | Interruptions & uncertainty | Secure remote access with no friction |
Case Study: How a Construction Company Transformed Remote Access and Data Protection
A 60-person construction company managing multiple job sites across the Pacific Northwest faced new challenges as more of their operations went digital. Project managers, engineers, and site supervisors often needed remote access to blueprints, compliance documents, and client data from laptops, tablets, and mobile devices.
An Ad Hoc Approach to Remote Access
- Employees used personal devices on job sites without company-managed security.
- Project data was shared through unsecured cloud tools like personal Dropbox accounts.
- Field staff relied on weak single-factor logins, often reusing passwords across multiple platforms.
Exposure and Risk Without Secure Access
- A lost tablet containing sensitive contract documents created potential compliance and liability concerns.
- Unauthorized access attempts to their project management system were detected but went unaddressed for days.
- Inefficient access controls made it difficult to onboard and offboard contractors quickly.
Secure Remote Access, with Support from an MSP
Implemented Endpoint Protection: All company-issued and personal devices used for work were enrolled with antivirus, encryption, and mobile device management (MDM).
Adopted MFA and Zero Trust Access: Secure authentication was required for project management platforms, email, and remote file access.
Standardized Cloud Tools: Unapproved file sharing was replaced with an MSP-managed, compliant cloud collaboration system.
Trained Site Workers: Quick, scenario-based training helped field teams spot phishing attempts and safely access project data from anywhere.
Improved Onboarding/Offboarding: MSP-managed access controls allowed IT staff to instantly add or remove contractors from systems, protecting project data.
| Category | Before MSP (Unsecured Digital Operations) | After MSP (Standardized & Secured Remote Access) |
|---|---|---|
| Security Incidents | Lost tablet with contract data + ignored unauthorized access attempts | No further lost/stolen data or intrusions |
| Operational Disruptions | Slow onboarding/offboarding of contractors (avg. 1–3 days of access gaps or delays) | Instant access provisioning via MSP controls |
| Estimated Cost of Lost Device / Data Exposure | Contract exposure penalties or notification costs: $50K–$250K+ depending on contract value | $0 |
| Downtime / Productivity Loss (per access delay) | ~2 hours/week per field supervisor lost to authentication / tool sprawl → 20 supervisors × 2 hrs × $65/hr = ~$135K annually in wasted time | Near 0 lost hours — unified login & approved tools |
| IT/Compliance Burden | Manual tracking of who had access to what systems — high audit risk | Fully documented access logs for compliance |
| Annual Cyber Risk Insurance Premium Impact | Higher premiums (~15–30% surcharge for lack of MFA/MDM) | Premium discounts of 8–15% under verified security controls |
| MSP Investment | $0 predictable costs + growing reactive costs of up to $10K/month | ~$85 per user/month × 60 users = ~$61K/year |
| ROI on Security Investment | Reactive and unpredictable | 7–10× avoided loss potential, plus operational efficiency |
Make Remote Work Secure and Sustainable
When small and mid-sized organizations provide secure remote access to systems and data for their distributed teams, the impact is immediate:
Elimination of security incidents — lost devices or unauthorized logins no longer result in data exposure.
Accelerated compliance reporting, thanks to centralized, auditable file management.
Faster workflows and higher productivity, as field staff and managers access plans, schedules, and documentation securely—without bottlenecks.
Stronger client confidence, with data protection becoming a clear differentiator in winning new contracts.
Remote work is not going away, and SMBs in regulated industries must embrace it safely. By securing devices, using strong authentication, educating employees, and maintaining backups, SMBs can mitigate the most common risks. Partnering with an MSP for IT support designed for work anywhere, from the office to the jobsite to the coffeehouse while on vacation, provides an extra layer of protection, ensuring that your business remains productive, compliant, and secure as technology and workforce trends evolve.
Wondering if your remote workforce is supporting your goals or putting them at risk? Schedule a Cybersecurity & Remote Work Assessment with a trusted MSP. Take action now to protect your business, your employees, and your clients before a security incident disrupts operations or threatens compliance. Reach out to the team at OLS today.
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On Line Support helps Pacific Northwest SMBs grow with managed IT and cybersecurity built for the real world. We focus on what matters most to your teams and your bottom line: predictable pricing, reliable tech and uptime, smarter workflows, and secure data and communication.
