As organisations face increasingly complex risks, the importance of having a reliable out-of-band communications platform cannot be overstated. These systems offer continuity and security when primary communication channels fail or need to be bypassed during a crisis - such as ransomware and cyber attacks.
If you're looking into adopting an out-of-band communications platform, we've compiled the essential features to consider in an effective out-of-band communications platform:
1. Independent of Primary Systems
A key feature of any out-of-band communications platform is its independence from primary systems. This is crucial in situations like ransomware or cyberattacks, where traditional communication channels may be compromised. An out-of-band platform ensures that response teams can still communicate securely and react quickly without interference or surveillance from attackers.
By operating on a separate infrastructure, these platforms provide a vital lifeline, enabling organisations to coordinate responses, share critical information, and protect sensitive data even during the most severe disruptions.
2. Redundant Infrastructure for High Availability
To ensure continuous operation, the platform must be built on redundant cloud infrastructure that supports an array failover mechanisms. This should ideally include geographically dispersed data centres, diverse network paths, and backup power solutions. Redundancy will mitigate the risk of complete downtime, keeping communication lines open during major system outages or network failures.
3. Robust Security Elements
Security is paramount in handling critical communication. Key features to look for include:
- Data Encryption: Encryption of data both at rest and in transit safeguards sensitive information.
- Two-Factor Authentication (2FA): Adds a second layer of security, ensuring that only authorised users can access critical tools.
- Role-Based Access Controls: Restricts user permissions based on roles to prevent unauthorised access to sensitive data.
4. Mobile and App-Based Access
A mobile-accessible platform provides flexibility, enabling authorised users to send alerts, access information, and monitor responses from anywhere. This is particularly valuable when incident managers are off-site, ensuring they can still manage and respond to events as needed.
5. Offline Access to Key Information
When connectivity is lost, offline access to essential documents, response plans, action cards, and contact directories becomes critical. This feature allows teams to refer to crisis protocols and reach vital contacts, even in situations where network access is compromised.
6. Mass Alerting Capabilities
Effective mass alerting allows for rapid communication across various channels and ensures maximum reach. Consider platforms that offer:
- Multi-Channel Alerts: Support for SMS, email, instant messaging and push notifications ensures that messages are received regardless of device.
- Two-Way Communication: Enables recipients to confirm receipt or provide feedback, giving incident managers real-time insight into message engagement.
- Real-Time Dashboard: Tracks alert delivery, responses, and engagement in real time for improved incident management.
- Templates and Contact Groups: Predefined message templates and organised contact groups allow quick, targeted communication during an incident.
- Rapid Activation: The ability to send alerts with minimal steps ensures time-sensitive notifications are deployed swiftly.
7. Collaboration Tools
During a crisis, teams need to collaborate and make decisions quickly. A comprehensive platform should include tools to facilitate:
- Instant Messaging, Teleconferencing: These channels allow team members to discuss, share screenshots, images, and updates in real-time.
- Document Sharing: Collaboration tools that support file sharing enhance coordination, as response teams can share essential documents and updates.
- Channel Flexibility: Support for multiple communication methods accommodates various communication preferences and access requirements.
8. Detailed Audit Trail
A tamper-proof audit trail is essential for both legal compliance and post-incident analysis. This feature records who accessed the system, what actions they took, and timestamps for all communications. In sectors like finance and healthcare, an audit trail is vital to ensure regulatory compliance. After the incident, this data helps teams understand the timeline of decisions and evaluate the effectiveness of the response.
9. GDPR Compliance
In the wake of GDPR and other privacy regulations, data compliance is crucial. Platforms should guarantee that all data storage and processing comply with GDPR standards, including handling requests for data access and deletion. Ensuring compliance minimises the risk of penalties and helps build trust with stakeholders.
10. Reporting Capabilities
Robust reporting tools are invaluable for post-incident analysis, providing insights into the effectiveness of communication and response. Look for platforms that offer:
- Detailed Incident Reports: Reports should include metrics on response times, message delivery rates, and communication effectiveness.
- Data for Future Improvement: Incident reports allow organisations to assess what went well and identify areas for improvement, enabling better preparedness for future events.
- Usage Metrics: Data on how often and when the platform was accessed, response rates, and engagement insights offer a clear view of the platform's role in incident management.
Additional Considerations
Beyond these core features, consider additional capabilities that enhance usability and adaptability:
- User-Friendly Interface: A simple, intuitive interface can save critical time during an incident, especially for users under pressure.
- Scalability: The platform should be able to handle increased loads during an incident, with the ability to support a growing number of users and messages.
- Integration with Existing Systems: To streamline operations, the platform should integrate smoothly with other systems and tools your organisation uses, such as HR systems or IT support tools.
Conclusion
A well-rounded out-of-band communications platform equips organisations with the tools needed to communicate, collaborate, and coordinate during crises, strengthening resilience and response.
By investing in a platform like Sentinel Spaces - which offers all these out-of-band features - organisations can ensure that they’re ready to handle incidents with speed, security, and efficiency.
