Top 5 Ways Condo Associations Can Strengthen Their Cybersecurity (Without Breaking the Budget)

Cybersecurity might not be the first thing that comes to mind when managing a condo association, but it’s more important than ever. From resident contact details and payment information to vendor contracts and internal communications, your association handles sensitive data that could be attractive to cybercriminals. The good news? You don’t need a massive budget to significantly improve your cybersecurity posture.

Here are five practical, budget-friendly ways your condo association can boost its cyber defenses:

1. Implement Strong Password Policies

One of the easiest and most cost-effective ways to reduce the risk of a data breach is by requiring strong, unique passwords for all logins related to association operations.

• Encourage (or require) the use of passphrases instead of single words.

• Use two-factor authentication (2FA) wherever possible — especially for email and financial accounts.

• Avoid sharing accounts. If multiple board members need access, use password managers like Bitwarden or LastPass to share credentials securely.

Cost: Free to low-cost

2. Train Board Members and Staff on Cybersecurity Basics

Your cybersecurity is only as strong as your least-informed user. A short training session or even a few simple guidelines can go a long way.

• Teach board members how to identify phishing emails.

• Emphasize the importance of updating software regularly.

• Remind users not to click on suspicious links or download unknown attachments.

There are many free resources available from reputable sources like the Federal Trade Commission (FTC) and Cybersecurity & Infrastructure Security Agency (CISA).

Cost: Free

3. Keep Software and Devices Updated

Cybercriminals often exploit vulnerabilities in outdated software. Ensuring that all devices, from laptops to routers, are running the latest versions of firmware and operating systems is a simple yet crucial step.

• Enable automatic updates when possible.

• Replace unsupported software and systems.

This is particularly important if your association uses property management software or cloud-based file storage.

Cost: Free (except for occasional hardware upgrades)

4. Use Cloud-Based Tools with Built-In Security

Rather than managing your own servers or outdated desktop software, consider migrating to reputable cloud-based tools. Many of these services come with enterprise-grade security features baked in.

• Use tools like Google Workspace or Microsoft 365 for document sharing and email.

• Store sensitive files in encrypted cloud storage instead of personal devices.

These platforms also offer access control and audit trails, which are useful for board transitions and accountability.

Cost: Low monthly subscriptions; often discounted for nonprofits

5. Back Up Important Data Regularly

Ransomware and accidental deletions can be devastating. Having a solid backup strategy ensures your association can recover quickly without paying a ransom or losing critical information.

• Set up automated backups of important files.

• Store backups in a secure, separate location (ideally cloud-based).

Even free cloud services like Google Drive or Dropbox offer basic backup capabilities.

Cost: Free to low-cost

Final Thoughts

You don’t need a six-figure IT budget to protect your condo association’s digital assets. By taking a few simple, low-cost steps, you can drastically reduce your risk of falling victim to a cyberattack. Start with what you can manage today — even small improvements make a big difference over time.