In this age of increasing hacks and cybercrime, the Norman Rockwell Museum has a lot of digital assets, museum operations data, and private patron data that need to be protected. Find out why Frank Kennedy, IT manager at the Rockwell museum, chose Veritas Backup Exec to be a key part of the museum's security strategy.

About the Museum

Norman Rockwell is one of the great iconic painters and illustrators of American life in the 20th century. His hundreds of covers for the Saturday Evening Post magazine alone are a national treasure. The Norman Rockwell Museum is located in Stockbridge, Massachusetts, where Rockwell spent the last part of his celebrated life. The museum started two years before Rockwell's death in 1978 and houses over 100,000 of his works and also those of other illustrators.

The museum now has 140,000 annual visitors, and 220,000 people view its traveling exhibitions each year. It also has an active website with more than 600,000 worldwide unique visitors per year.

The Museum's IT System

IT Manager Frank Kennedy is an IT department of one (plus an occasional contractor). He supports 90 staff and volunteers and is responsible for critical information security and data protection for the museum.

The museum's IT network consists of several large physical servers and many single-purpose virtual machines. The single-purpose virtual machines allow for emergency service without disrupting other departments.

Frank says, "Most of our enterprise software is procured via TechSoup, which makes it affordable to license so many servers! We do not have to make do with weak, low-budget software."

Digital Assets: Preserving Art over the Long Term

Frank Kennedy explains that digital assets are of increasing importance in the work of museums. There are high-resolution images or copies of art works that must be carefully stored to preserve work in its best condition. He says that digital versions are often irreplaceable, as when the original object is disintegrating or would be damaged by further handling.

The digital versions keep a faithful record of the art in its best state. The most sensitive objects of this museum include a collection of Rockwell's cellulose nitrate film negatives, which deteriorate over time.

The museum also has analog audio and video tape and motion picture film that deteriorates, as well as works on paper that degrade with exposure to light. Other crucial data for the museum includes databases for collection management, point of sale records, donor management, and email.

Frank's backup system is designed to be redundant on purpose. He says, "Protecting this data means keeping many copies in many places. Doing so becomes a big challenge when the size of the data becomes several terabytes. I use many layers of redundancy."

The Backup Crisis

As the museum's data got bigger and bigger, and server patches piled on, the museum's previous backup solution eventually became unstable. Frank reports that his backups were failing constantly and causing him stress in his careful, risk-based management approach. When he first went to get a new backup solution from TechSoup, he discovered that what he needed was not available.

He says, "The cost for the options I use would have been over $4,000 per year, unbudgeted. TechSoup responded to users' desperate cry and worked with Veritas to bring Backup Exec back to TechSoup! I can't even describe my relief. Veritas Backup Exec is better than ever. It is so stable that I get suspicious and have to go look just to be sure it's really working!"

Why the Norman Rockwell Museum Chose Backup Exec over Other Options

Frank told me that the license he gets from TechSoup includes every option his museum needs. These options and features include

• Exchange Server backup
• Unlimited media server backups
• Unlimited agents for specific applications like VMware, Windows, Linux, and so on
• Simplified disaster recovery
• Protection against accidental deletion, damage, or overwriting
• Storing backups to disk, network share, tape (any type), or cloud — or all four at once
• Virtual machine snapshots that are viewable directly from the host's agent
• A deduplication engine so backed-up data is as clean as possible
• Backup retention periods that can be defined per job and per media server
• An excellent graphical user interface
• The status of every backed-up resource available at a glance
• Sending an email to the admin when anything goes wrong
• Running several jobs simultaneously (depending on server horsepower)

Advice for Museums and Other Organizations Considering Veritas Backup Exec

• Backup Exec is powerful software geared toward backing up an entire network. It requires some study to do the installation and learn the software.
• You don't get phone support with the charity licensing, so you need to be comfortable Googling for answers and working in the Veritas community support forum.
• Frank recommends dedicating a strong server for running the software. He likes eight cores and 32 GB of RAM; hot-swappable, hot-growable RAID-5; fast network connectivity; and a very large uninterruptible power supply (UPS).
• Avoid the temptation to install other services or applications on what seems to be a machine that is often idle.

In a Nutshell

Frank's experience is that "Veritas Backup Exec is the best, most reliable, most flexible, and versatile backup software you can get. Commit the needed resources to operate it, and you will be rewarded with peace of mind and business continuity. Your donors will be pleased that you are protecting their investment so carefully."

Image: Norman Rockwell Museum / All rights reserved / Used with permission

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Many nonprofits handle sensitive personal information belonging to community members — whether it's names or email addresses or payment information. But are you handling this data properly to prevent a data breach?

This post is by no means exhaustive — after all, every nonprofit handles different sorts of data, and each organization has different security needs. That said, these are some practical things to think about when you review your handling of sensitive personal information.

#1 Risk: Malware and Software Vulnerabilities

The Problem

This one may seem obvious, but with so many other security risks out there, it's easy to forget that malware still poses a major threat to your organization's data.

How You Can Mitigate It

To start, make sure you have antivirus software installed, and that it's up to date. In addition, you'll want to make sure your operating system and any software installed are also up to date, with all security patches installed.

Beyond that, be careful what you click on. Don't download and install software from sites you don't trust. Be careful of the email attachments and links you click on — even from people you know. If you aren't expecting a file or link, click with caution.

#2 Risk: Ransomware

The Problem

Ransomware is an especially insidious form of malware that holds your computer or data hostage unless you pay a sum of money to a criminal actor. Oftentimes, ransomware will encrypt your data, preventing you from accessing it. And according to Symantec's Director of Security Response Kevin Haley, some forms of ransomware will threaten to publicly release your data.

How You Can Mitigate It

Aside from up-to-date antivirus software and taking steps to avoid infection in the first place, there isn't a ton you can do to deal with a ransomware attack once your data's been encrypted.

In that case, according to Haley, keeping up-to-date backups of your data is your best bet. That way, you'll be able to get back up and running quickly with minimal data loss. (TechSoup offers backup and recovery solutions from Veritas.)

#3 Risk: Public Wi-Fi

The Problem

Public Wi-Fi is generally fine for some things, such as browsing cat videos on YouTube, or catching up on the headlines. However, for anything involving sensitive personal information, it's a security disaster waiting to happen. Bad actors could potentially eavesdrop on what you're doing while using public Wi-Fi, leaving your data and work open to prying eyes.

How You Can Mitigate It

First off, avoid using public, unsecured Wi-Fi when handling sensitive information — whether it's internal organizational data or your own personal banking information. Using a wireless hotspot, like those from Mobile Beacon (offered through TechSoup), instead of public Wi-Fi is an easy way to keep your data more secure.

If you can't avoid public Wi-Fi, a virtual private network (VPN) is a good option — VPNs secure data between your computer and the website you're visiting. Not all VPNs provide the same level of security, though, and you'll need to make sure your VPN of choice conforms to any data security regulations that your organization may be subject to. See our previous overview of VPNs for more.

#4 Risk: Inappropriate Sharing of Sensitive Information

The Problem

Sharing sensitive information via email, messaging apps, or similar means is a risky proposition.

Email is a notoriously insecure method of communication. Email accounts are often the target of data breaches and phishing attacks. (A phishing attack is where an attacker tries to steal your account information by tricking you to enter your account information on a phony login page.)

And whether it's through email or messaging app, it's all too easy to accidentally leak data by sharing it with the wrong person.

How You Can Mitigate It

Avoid sending sensitive information to colleagues via email. It's easier said than done, we know. Maybe you need to share a list of donor contact information with your marketing department, for example. Consider uploading it to a secure file server on your network that can only be accessed by others in the office.

If your organization uses a cloud storage service like Box, consider using that instead — so long as it meets your organization's security needs. These cloud storage services usually encrypt data you upload to prevent it from getting stolen. You may also want to consider using constituent relationship management (CRM) software, a tool designed specifically to store and manage your organization's contacts.

In addition, pay attention to access permissions. If you can, restrict access to sensitive information to only those who need it. Revisit your permissions settings regularly and update them as needed.

To prevent your user accounts from being compromised in the first place, practice good account security hygiene. Use strong passwords and require your staff to use two-factor authentication.

#5 Risk: Handling Credit Card Data

The Problem

A breach involving credit card data can be embarrassing for your organization, but it could wreak financial havoc on your members and supporters. All it takes is for hackers to grab a few pieces of information to rack up credit card debt in your supporters' names.

How You Can Mitigate It

Securing credit card information is important, but you don't have to make it up as you go. Make sure your organization conforms to payment card security standards. The Payment Card Industry Security Standards Council, as well as banks and credit card issuers, provide guidelines on how to best handle credit card information to prevent breaches.

Has your nonprofit recently encountered any other notable risks? Tell us about it in the comments!

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