Protecting Facility Management Data: Cybersecurity Best Practices

Facility management is no longer just about buildings, work orders, and maintenance schedules. Today’s facility teams depend on digital tools to manage assets, track compliance, and coordinate daily operations. This shift toward centralized data and cloud-based platforms has made life easier for facility managers, but it has also introduced a new challenge: cybersecurity.

Every login, connected device, and stored record is a potential entry point for a cyberattack. Facility data may not seem as sensitive as patient records or financial accounts, but in reality, it holds information that is critical to operations. Floor plans, access logs, equipment records, and compliance documents all represent valuable data that must be protected. A breach could compromise safety, delay operations, and create costly recovery expenses.

To keep systems secure, facility managers must adopt a proactive approach to cybersecurity. Here are best practices that every FM team should implement in 2025.

Understand the Risks Unique to Facility Management

Before improving cybersecurity, it is important to recognize the risks specific to facility management. Common threats include:

• Unauthorized access: Weak or shared passwords can expose sensitive building data.

• Phishing emails: Staff may unknowingly click on fraudulent links that allow attackers into the system.

• Unpatched systems: Outdated software or neglected updates can leave vulnerabilities wide open.

• Third-party vendors: Contractors and service providers may connect to facility systems, creating additional points of risk.

By identifying where risks are most likely to occur, facility teams can take the right steps to secure their environment.

Establish Strong Access Controls

One of the simplest and most effective cybersecurity strategies is to control who has access to facility data. Facility managers should:

• Require unique logins for every staff member rather than shared accounts.

• Set role-based permissions so employees only see the data necessary for their jobs.

• Remove inactive users promptly to prevent old logins from being exploited.

Access control policies ensure that only authorized personnel can view or change sensitive information, reducing the chances of accidental or intentional misuse.

Keep Software and Systems Updated

Cybercriminals often target outdated software that no longer receives regular patches. For facility managers, this risk applies to everything from building automation systems to work order platforms.

Develop a routine process to:

• Install system and software updates as soon as they become available.

• Audit all devices and applications quarterly to ensure compliance.

• Work closely with IT or vendors to confirm security patches are being applied consistently.

Regular updates close vulnerabilities and keep facility platforms protected against known threats.

Train Staff to Recognize Cyber Threats

Even the best security tools cannot stop human error. Facility management staff should be trained to spot phishing attempts, suspicious emails, or unexpected login requests. Training should be simple, frequent, and practical.

Examples include:

• Teaching employees to verify sender addresses before clicking links.

• Encouraging staff to report suspicious messages immediately.

• Providing reminders about creating strong, unique passwords.

By creating a culture of awareness, schools, hospitals, and organizations reduce the likelihood of cyber incidents caused by simple mistakes.

Secure Data with Backups and Encryption

Losing access to facility data can bring operations to a standstill. Whether from a ransomware attack or accidental deletion, downtime is costly. To protect against data loss, facility teams should:

• Back up data regularly: Store copies securely in a cloud environment or offsite server.

• Encrypt sensitive data: Ensure records such as access logs, maps, or compliance files are encrypted both during transfer and at rest.

• Test recovery plans: Verify that backup systems can be restored quickly when needed.

These safeguards ensure that even if an incident occurs, facility operations can recover without long delays.

Monitor Vendors and Third-Party Access

Facility managers often rely on outside contractors for maintenance, inspections, or specialized services. These vendors may connect to digital platforms or request access to building data. Without proper controls, they can unintentionally expose vulnerabilities.

To reduce this risk:

• Require vendors to follow district or organizational cybersecurity protocols.

• Limit the amount of system access granted to external contractors.

• Audit vendor activity regularly to ensure compliance.

Managing third-party access is a critical step in closing hidden security gaps.

Develop a Cybersecurity Response Plan

Even the most careful organizations can face a cyber incident. Having a documented response plan helps facility managers act quickly and minimize damage. A strong plan should outline:

• Who to contact immediately (IT, vendors, leadership).

• How to isolate affected systems to contain the breach.

• Communication steps for staff, stakeholders, and regulators.

• Recovery processes, including restoring from backups.

Practicing the plan ensures staff know their roles and reduces panic if a real incident occurs.

How FacilityONE Helps Protect Facility Data

Facility managers should not have to navigate cybersecurity challenges alone.  FacilityONE provides a secure platform that centralizes facility data while prioritizing protection. Our solutions support:

• Centralized access control: Role-based logins that reduce the risk of unauthorized entry.

• Secure cloud storage: Encrypted storage of work orders, maps, and compliance records.

• Data transparency: Clear tracking of activity to maintain accountability and audit readiness.

• Reliable backups: Protection against data loss to ensure continuity of operations.

By combining operational efficiency with secure data management, FacilityONE helps organizations safeguard information while focusing on what matters most: keeping facilities safe, compliant, and fully functional.