corporate security Archive | OTRS Mon, 03 Nov 2025 13:35:24 +0000 en-GB hourly 1 https://otrs.com/wp-content/uploads/2018/03/cropped-OTRS-LOGO-without-tagline-32x32.png corporate security Archive | OTRS 32 32 Best practices for incident response management https://otrs.com/blog/best-practices/incident-response-management/ Mon, 02 Jun 2025 09:15:16 +0000 https://otrs.com/?p=214039

Best practices for incident response management

Best practices for incident response management

Sophisticated incident response management makes it possible to respond well to incidents, contain their consequences and routinely increase security. As the stakes are high, this is a critical area that requires a highly organized, orchestrated approach. These best practices help you manage incidents successfully.

What is Incident Response Management?

Incident response management is a structured process for identifying, analyzing, containing, resolving and following up on IT security incidents. The aim is to reduce potential damage and restore normal operations as quickly as possible.

Incident response is an important part of information security and risk management. You can use it during malware infections, phishing attacks, security events, data breaches, or physical security issues.

Who is responsible for incident response management?

The incident handler is generally the responsible person. They contain and mitigate security incidents.

An incident handler coordinates the work of cyber security experts. They define and document roles. They are also responsible for communication channels. Follow best practices, standards, and legal requirements when you do this.

There are other important roles when managing an incident including:

● the Incident Response Team (IRT) or Computer Security Incident Response Team (CSIRT) has operational responsibility
● the Chief Information Security Officer (CISO) with strategic responsibility
● the ITSM team members support with handling of non-security-related incidents (e.g. system failures); typically under the leadership of the Incident Manager
● SOCs (Security Operations Centers), if applicable
● If necessary, specialized companies for forensic analysis and incident response


What phases are there in security incident response management?

Incident response should not be a spontaneous, unstructured crisis response. It should follow a clear and standard process. This process covers all necessary steps and reduces risks effectively.

Phases of the incident response process cover:

1. Preparation: The necessary tools and processes must be in place. Incident scenario training should prepare the employees.

2. Detection and Analysis: The extent to which an event is an incident is assessed, communicated and documented.

3. Containment: Those responsible isolate the malware and prevent it from spreading. They also analyze the causes of the incident.

4. Eradication: The incident response team removes the threat, cleans up the affected systems and eliminates the cause.

5. Recovery: Patched and trustworthy again, the systems return to regular operation.

6. Lessons learned (follow-up): The team analyzes the entire process, documents it and initiates improvement measures.

Best practices

To respond to incidents effectively and reduce damage, we must use the right practices in an organized way.
Here is an overview of the most important best practices. Experience shows that these can significantly improve security incident management.

#1 Create an Incident Response Plan (IRP)

A good incident response plan helps teams respond to problems effectively. It also prevents serious negative outcomes. People who have one already have a big advantage. Many companies do not have set procedures for incidents.
Such a plan should be mandatory, especially for critical infrastructures or when handling sensitive data.

An incident response plan should clearly define how to handle different types of incidents. You should base this on guidelines and processes. This includes roles and responsibilities, including escalation paths that regulate who takes on which tasks in an emergency.


#2 Use tools in an orchestrated way

In fact, many security teams feel overwhelmed by the lack of communication between an increasing variety of cybersecurity tools. This results in network traffic disruptions, friction and delayed response times. A lack of integration and interoperability are proving to be particularly critical.

One possible solution is SOAR (Security Orchestration, Automation and Response) software, like STORM. This software connects different tools through interfaces. It enables you to collect data in near real time. It also helps establish process automation.

Using SOAR software is an extremely professional and effective way to gain a well-rounded overview and act efficiently. In addition to SOAR software, the following systems are also used for incident response management:

● Ticketing and incident response management systems
● SIEM (Security Information and Event Management) systems
● EDR (Endpoint Detection and Response) systems
● Colloboration tools
● Network Detection and Response (NDR) systems
● Forensic tools
● Threat Intelligence Platforms (TIPs)
● Backup and recovery solutions


#3: Thoughtful use of AI

AI-powered security systems can detect anomalies faster, proactively achieve promising responses and predict potential security incidents.

Unfortunately, cyber criminals also use AI to find new ways to attack. Attacks using AI technologies lead to considerable costs for affected organizations. They must constantly combat the risks and rectify incidents. When organizations fail to use AI, they risk being left behind and becoming an easy target.

AI should not replace basic automation, good tool integration, or teamwork within the organization. After all, even these seemingly simple means can achieve significant time savings.

One point is certain: Before using AI across the board, companies should first automate time-consuming routine tasks, as this can already significantly reduce the workload of their security teams.

#4 Putting teams/employees at the center

The best IT solutions and tools – on their own – do not lead to a successful incident response. In addition to orchestrating their use and establishing clear, targeted processes, organizations must also build competent teams.

Organizations are therefore well advised to set up their teams strongly and prepare them for emergencies. This includes regular training, like simulation exercises or awareness training. Training helps people quickly and accurately spot and report suspicious activity.

Organizations should also develop effective strategies to deal with blackmail from attackers. Legal factors and clear rules of conduct are very important in this situation.

#5 Combining cybersecurity with ITSM

Incident management is an ITSM discipline. There are often cybersecurity teams that work independently of ITSM teams.

If both teams work closely together, like when securing IT services, they can improve security awareness. This leads to better threat prevention. Both of these are important for effective incident response management.

In practice, however, cybersecurity experts rarely work together with ITSM teams. This is where companies need to establish a more active exchange and joint projects to create real competence within teams.

#6 Engage in clear crisis communication

Communication creates transparency and trust, avoids rumors and is also extremely important due to legal and regulatory requirements. On the one hand, it must enable functional incident response. On the other, it provides information to those directly and indirectly affected.

Predefined and standardized processes for reporting are recommended to speed up communication. The processes outline which groups of people to inform, when to inform them, and to what extent. There is also a plan for follow up status reports and subsequent resolved incident logs.

#7 Documentation / protocol

After completing the hard and sometimes stressful work on a security incident, one important task remains: documenting it. All steps and decisions taken in connection with an incident must be recorded in full.

Documenting the incident makes it possible to apply what has been learned to future incidents, optimize procedures, and install better protection. Legal factors can also play a role, especially in the event of serious damage.

In general, a post-incident review proves to be extremely important in order to improve the corresponding processes.

 

#8 Continuous improvement

Continuous improvement not only plays an important role in ITIL® processes, but also makes sense in many respects. Those in charge should review the incident response plan at least once a year. They should also update it after a major incident if needed.

Feedback, reviews and logs generated during incident management prove to be particularly valuable. By integrating findings into the right processes and systems, response becomes increasingly faster and more effective.

Conclusion: Incident response management requires continuity

The right incident response activities protect companies from serious damage in an emergency. Successful security management involves defining and practicing the right activities, steps, and practices in advance.

Incident response should be an ongoing process. It should not only happen in a chaotic way during a crisis. A good plan is essential for effective response.

Since important assets and reputations are often at risk, those in charge should focus on incident response. They should also use the best practices that fit their needs. For example, software solutions for orchestration, employee awareness and mature processes offer long term value.

Learn how OTRS can help you with incident response management.

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IT Security Trends 2025: 5 Priorities for Decision-Makers and Security Teams https://otrs.com/blog/security-compliance/it-security-trends-2025/ Thu, 15 May 2025 06:08:15 +0000 https://otrs.com/?p=212985

IT Security Trends 2025: 5 Priorities for Decision-Makers and Security Teams

IT Security Trends 2025: 5 Priorities for Decision-Makers and Security Teams
The findings from the “OTRS Spotlight: Corporate Security 2024” survey* reveal a significant shift in how organizations approach IT and cybersecurity. IT security is slowly but surely reaching a strategic level. Companies re cognize the growing threat landscape. They are re-evaluating their strategies, adapting their internal structures, assessing priorities, and considering investments to better address threats and to enhance their cybersecurity measures. In 2025, IT security is no longer just a technical concern. It’s a critical element of business resilience and leadership responsibility. Below are the most relevant insights from the survey results – and what they mean for your organization.

Cybersecurity Is Becoming a Leadership Priority

The survey results show that IT security has gained more visibility at the highest levels of organizations. The share of respondents who are satisfied with the funding that IT and cybersecurity receive at their organization has increased by 20% compared to 2023. This is an important signal that companies are beginning to treat security as a strategic priority rather than just an operational task. This shift is significant. Involving leadership brings several advantages: 
  • faster decision-making,
  • better budget allocation, and closer
  • alignment between security measures and business goals.
It also ensures that security risks are considered when entering new markets, launching digital services, or managing third-party relationships. As cyber threats become more complex and costly, leadership involvement is no longer optional – it’s a competitive necessity.

Real-World Security Incidents Are Driving Action

Concrete events often trigger concrete action – and the CrowdStrike case is a prime example. According to the survey, 93% of organizations took additional precautions to strengthen their IT security in response to this event. Notably, this includes organizations that were directly affected by the incident and those that were not.  This high level of responsiveness illustrates how external events can act as accelerators for internal change. It reflects a growing awareness that threat scenarios affecting other companies can serve as valuable early warning signals. The most common measures companies implemented include:
  • Diversifying the IT and software landscape to reduce dependency on single providers
  • Implementing advanced real-time monitoring and alerting systems
  • Introducing additional testing for new patches and updates
  • Reviewing or updating existing incident response plans
These actions show that companies are learning from real-world incidents and adjusting their security posture accordingly. Instead of simply implementing reactive fixes, they are becoming more proactive in how they prepare for and respond to future security incidents. Rather than waiting for an incident to occur within their own environment, security teams are increasingly learning from industry-wide events and making forward-looking changes. At the same time, the response to this high-profile incident highlights a continued shift in mindset: IT and cybersecurity are no longer isolated technical disciplines. They are central to risk management and business continuity. Being prepared to respond quickly is just as important as prevention.  Organizations that can react swiftly to breaches minimize damage and downtime – a capability that increasingly defines resilience in the digital age.

Resource Gaps Are Slowing Down Progress

Despite the increased focus on IT and cybersecurity, many organizations remain under-resourced in key areas. For most of those who are not satisfied with their organization’s IT and cybersecurity funding, the top issues are insufficient investments in software and security awareness training (27% each). Nearly as many (26%) cite a need for more investment in infrastructure, while 21% see a need for more staff. Just under half of respondents consider their organization to be optimally prepared for security incidents. Also, 82% confirm that they have seen an increase in security incidents over the past twelve months. Knowing this, organizations are well advised to heed the call for greater investment from their IT and cybersecurity teams. This rapidly evolving threat landscape is also cited by just over a third of security teams as the top challenge they face in incident response

Device Management Is a Major IT Security Concern

Remote work and a growing number of IT devices have added another layer of complexity. These require broader and more flexible security measures that many organizations are still struggling to implement.  The main pain points for security teams in enforcing security policies across devices are:
  1. A lack of IT staff and resources (39%)
  2. Scalability issues due to the growing number of devices and the diversity of devices and operating systems (33% each)
  3. Managing devices in remote or hybrid work environments (32%)
On top of this, another layer of complexity is rapidly growing and compounding the challenge for security teams: Almost all organizations surveyed are already using AI-enabled devices (92%). Managing these devices requires additional expertise and technical infrastructure to protect sensitive information, mitigate risk and ensure compliance with privacy regulations. IT security teams are already taking action to accomplish this by training employees in the secure handling of data (46%), using secure servers for data processing (43%) and implementing strict usage policies (40%), among other measures.

Software Tools Reduce the Workload of IT Security Teams

Organizations need to address:
  • the increasing number of cyber threats 
  • the additional attack surface created by the increasing number of devices and 
  • AI-enabled devices
To do this, they must provide resources to their IT security teams. This includes hiring or training additional staff and investing in software tools that can ease the burden on their teams. 

1. Mobile Device Management (MDM)

Mobile device management(MDM) or unified endpoint management (UEM) tools can help IT security teams:
  • track and manage devices,
  • ensure the timely rollout of updates and patches, and 
  • disable or restrict AI capabilities.
Almost two thirds of the organizations surveyed are currently using MDM (64%), and 56% are using UEM. However, only 21% currently use such tools specifically to disable or restrict AI features on corporate devices. This could either be because the specific tools they are using do not support this functionality, or IT security teams are not yet making full use of their tools.

2. Vulnerability management

Vulnerability management is an essential part of IT security and risk management. At 38% each, respondents report that vulnerabilities or corrupted files in corporate systems and devices as well as vulnerabilities, data breaches, or misuse of AI tools or services have caused extreme or significant damage or risk to their organization in the past. Vulnerability management tools help IT security teams prevent this. Just above two thirds are already using such tools, a 12% increase compared to 2023. Another 23% are planning to introduce it. When choosing a solution for vulnerability management, security teams need to make sure that it enables them to scan for, detect, track and respond to vulnerabilities in the organization’s entire IT supply chain. It should also  automate and orchestrate critical tasks. With staff stretched thin and the number of incidents and vulnerabilities on the rise, being able to act fast and effectively is crucial. Therefore, the software solution also needs to integrate well with other tools in the teams’ stacks to empower seamless workflows and communication.

3. Security Orchestration, Automation and Response (SOAR)

Effective incident response is crucial in mitigating the impact of cyber threats. IT security teams need to be able to rapidly identify, assess, prioritize and resolve security incidents to minimize downtime. A robust and comprehensive security orchestration, automation and response (SOAR) software solution enables just that. It provides seamless integration with existing security tools for a unified defense strategy and facilitates clear organized communication. Both are essential for rapid response as well as for meeting compliance and regulatory requirements. Teams that already use SOAR software say its biggest benefits are that it
  • makes it easier to work with IT, 
  • increases the automation of their incident response processes, and 
  • improves incident tracking and reporting. 
Despite these advantages, only 58% are currently using SOAR software.

Keeping Your IT Security Tool Stack Under Control 

The number of tools that IT security teams have in their stack has increased since last year. According to their plans, it will increase only further. On the one hand, this is a positive development because these tools enable them to better protect their organization from cyber threats. On the other hand, managing and maintaining multiple security tools brings new challenges.

Tool complexity (46%) and integration difficulties (45%) are the main difficulties that IT security teams encounter in doing so. Software solution providers appear to be aware of these challenges. Even though integration difficulties persist, slightly more than three quarters are either satisfied or very satisfied with the integration and interoperability of their current security tools. New tools also often require additional training to leverage them, which is another major challenge for more than a third. When it comes to selecting new software solutions for their IT and cybersecurity organizations, these challenges are only partially reflected in the most important criteria that security teams look for.  While integration capabilities rank in the top five criteria at 38%, post-sale support and training rank a distant ninth at 26%. Teams are also looking for compliance and security features as well as integrated AI functionalities – an indication that trends such as artificial intelligence and regulations such as NIS-2 or DORA substantially influence IT and cybersecurity teams’ agenda and way of working. Timely security updates and patches as well as functionality follow in second place.
To keep their IT security stack under control , security teams need to carefully evaluate what is really important to them, both in the short and long term. For example: If a software solution offers all the latest AI functionalities but is difficult to integrate, it may be wise to reassess whether these features are must-haves or nice-to-haves.How much value do they actually add? In the long run, better integration capabilities or ongoing support and training may outweigh the benefits of potentially immature AI capabilities that only marginally help the team work more effectively and efficiently.

Key Takeaways: Top IT Security Trends 2025

The results of the survey outline a clear picture of what’s ahead. IT and cybersecurity are undergoing a fundamental transformation from back-office functions to boardroom priorities. In today’s dynamic cybersecurity landscape shaped by shifting priorities, external pressures, and internal challenges, the top five trends organizations should act on in 2025 and beyond can be summarized as follows:

1. Make incident preparedness a top priority

Real-world events like the CrowdStrike incident show that fast, well-coordinated responses matter. Keep incident response plans updated and tested.Ensure they’re integrated into your broader security strategy.

2. Secure leadership commitment and strategic funding

As cybersecurity becomes a board-level issue, IT and cybersecurity leaders must engage decision-makers with clear risk and ROI narratives to secure long-term investment.

3. Close critical resource and skills gaps

Budget alone isn’t enough. Address staffing shortages and invest in ongoing training to maintain operational readiness amid rising incident volumes.

4. Treat AI and device management as core risk areas

The rapid spread of AI-enabled and mobile devices is expanding the attack surface. Implement scalable controls, usage policies, and focused employee training to stay ahead.

5. Streamline and integrate your security tool stack

More tools don’t always mean better protection. Prioritize solutions that reduce complexity, integrate easily, and support automation to relieve pressure on your teams.   Organizations that understand and act on these trends will be better positioned to navigate the evolving threat landscape. Now is the time to connect leadership, invest in the right capabilities, and treat security as a core business function – not just a technical one. 

Be Ready When It Counts: Strengthen Your Incident Response Capabilities

As the complexity and frequency of cyber threats continue to rise, organizations must ensure that their security teams are equipped with the right tools — not just to detect issues, but to act quickly and effectively when incidents occur. A robust incident response solution is a critical component of any modern IT security strategy. Implementing comprehensive incident response software can help:
  • Facilitate structured, traceable communication across teams and stakeholders
  • Integrate seamlessly with your existing security software stack
  • Ensure fast and efficient response to limit damage and downtime
With staffing and integration challenges on the rise, the right solution doesn’t just add functionality — it reduces friction, enhances coordination, and strengthens your organization’s overall cyber resilience. Investing in incident response software that fits your environment and scales with your needs is a strategic step toward staying secure and responsive in 2025.

*About the Survey “OTRS Spotlight: Corporate Security 2024”

The data used is based on an online survey conducted by Pollfish Inc. on behalf of OTRS AG, in which 476 IT and cyber security professionals in the U.S., Germany, Brazil, Mexico, Australia and Malaysia participated between August 22 and September 17, 2024.

More results can be found in the infographics available for download here:

Jens Bothe
Jens Bothe is the Director Global Consulting for OTRS AG and is responsible for advising our customers. With his team, he ensures that customers in any industry can use OTRS optimally.
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Risk Management: Its importance and the role of OTRS https://otrs.com/blog/security-compliance/risk-management-otrs/ Wed, 14 May 2025 07:03:18 +0000 https://otrs.com/?p=212911

Risk Management: Its importance and the role of OTRS

Risk Management: Its importance and the role of OTRS

Risks are an integral part of business life. Every day, organizations face a variety of potential threats and challenges that can jeopardize their business objectives. In this regard, effective risk management is crucial to identify, assess and respond to risks appropriately. 

In this article, we highlight the importance of risk management for organizations and how OTRS is a solution for implementing risk management processes.

What is risk management? 

Risk management in ITSM is about systematically identifying, assessing and monitoring risks in order to provide high-quality IT services without disruption. 

The following steps prove to be useful in this context:

  • Identification: those responsible must recognize potential threats such as outages, vulnerabilities or dependence on third-party providers.
  • Assessment: This is about how likely a threat is to occur and what its potential impact is.
  • Take action: The focus is on how risks can be avoided, reduced, transferred or simply accepted.
  • Documentation/monitoring: Those responsible should continuously record, evaluate, document and keep an eye on risks.

Why is risk management important? 

Risk management is an essential process in the corporate context that is often underestimated. It is closely linked to other ITSM processes such as incident management, change management and problem management. Sound risk management is the prerequisite for the long-term stable operation of IT services and the business overall.

These are the most important reasons for an organization to implement dedicated risk management:

#1 Protection from financial loss

Well-established risk management enables companies to minimize potential financial losses by reacting to risks at an early stage and taking appropriate measures early. 

#2 Safeguarding reputation

By reducing the risk of scandals, crises or compliance breaches, effective risk management helps to protect a company’s reputation and credibility. 

#3 Support for strategic planning

Risk management enables companies to proactively identify risks and incorporate them into their strategic planning, which can give them a competitive advantage. 

#4 Compliance with regulations and standards

Many industries are subject to strict regulations and standards. Effective risk management helps companies comply with these and avoid legal problems. 

Why a structured process makes sense

By using a structured process, companies can systematically search for potential risks and document them. Additionally, a targeted assessment ensures that resources can be sensibly deployed to focus on the most important threats.

A clearly defined process also determines how to react to identified risks in order to deal with them appropriately and consistently.

The role of OTRS in risk management

OTRS provides a robust platform that helps organizations handle their risk management processes efficiently. 

Companies can do the following with OTRS

1. Record and track risks

The flexibility of OTRS allows companies to capture, categorize and track risks to gain a comprehensive overview of their risk landscape.

2. Structured workflows

OTRS gives companies the ability to define structured workflows for handling risks, ensuring consistent and effective processing. 

3. Reporting and analysis

Customized reports and dashboards allow organizations to identify trends in their risk landscape and make informed decisions. 

4. Integration with other ITSM processes

OTRS can be seamlessly integrated with other ITSM processes such as incident and change management to ensure a holistic approach to risk handling. 

 

Conclusion: Risk management – a key process

Effective risk management is essential for the long-term success and sustainability of an organization. By implementing a structured risk management process and using appropriate software solutions such as OTRS, organizations can proactively identify, assess and respond to their risks. 

With OTRS, companies have the opportunity to manage risks efficiently and become more competitive and resilient.

Andreas Bender
Andreas Bender has been working for the OTRS Group for more than nine years. He is the Vice President Consulting, having worked hand-in-hand with OTRS customers as a consultant for many years.
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