What Is Ransomware? How to Detect It Early and Protect Your Organisation
Ransomware is one of the fastest-growing cyber threats facing UK charities and small businesses. Unlike traditional viruses, ransomware doesn’t just steal data it locks you out of it entirely, often demanding a payment to regain access. For many organisations, a single attack can result in major disruption, data loss, and reputational damage.
In this article, we’ll explain how ransomware works, how to spot early warning signs, and the practical steps you can take to protect your systems including tools, staff training, and backup strategies.
What Is Ransomware?
Ransomware is a type of malicious software (malware) designed to block access to your files or systems until a ransom is paid. It typically works by encrypting files across your network and then displaying a ransom note demanding payment often in cryptocurrency.
Ransomware attacks can be delivered through:
- Phishing emails with infected attachments or links
- Compromised websites.
- Exploiting unpatched vulnerabilities in outdated software or operating systems
Early Warning Signs of Ransomware
The earlier you detect ransomware activity, the better chance you have of stopping the attack before considerable damage is done. Look out for:
1. Unusual File Changes
Files suddenly become inaccessible, or their extensions change (e.g. locked, encrypted, crypto).
2. Mass File Activity
A rapid increase in file renaming, moving, or deletion especially across shared drives.
3. System Slowdown
Sudden drops in performance, especially on file servers or shared storage, may indicate encryption in progress.
4. Disabling of Security Tools
Some ransomware disables antivirus or firewall software before encrypting files.
5. Ransom Notes Appearing
Text or HTML files with instructions (e.g. READ_ME.txt, DECRYPT_INSTRUCTIONS.html) start appearing across directories.
How to Protect Your Organisation
No single tool can stop ransomware protection requires a layered approach across people, technology, and processes.
1. Use Anti-Ransomware and Endpoint Protection Tools
Invest in modern security solutions that do more than basic antivirus:
- Endpoint Detection and Response (EDR): Tools like Microsoft Defender for Endpoint or SentinelOne can detect suspicious behaviour in real time.
- Anti-exploit and application control: Prevent ransomware from executing common attack techniques.
- DNS and security system filtering: Block malicious websites and communication with attacker-controlled servers.
- Patch management: Regularly update software to fix vulnerabilities used by ransomware to spread.
2. Train Your Team to Spot Phishing
Most ransomware attacks begin with a staff member clicking on a malicious link or attachment.
Your staff are your first line of defence.
Offer regular training that covers:
- How to identify suspicious emails or fake login pages
- Why they should never download unexpected attachments.
- How to report a suspicious email before opening it
Best practice:
- Run phishing simulations every 3–6 months.
- Include cyber awareness training in inexperienced staff onboarding.
- Create a simple reporting process (e.g. a dedicated email like phishing@yourdomain)
3. Back Up Data — and Test Your Backups Regularly
Backups are critical. If ransomware encrypts your systems, a clean backup may be your only way to recover without paying.
Use the 3-2-1 rule:
- Keep three copies of your data.
- Store them on two distinct types of media.
- Ensure one is stored offsite or isolated (e.g. cloud, air-gapped device)
Make sure to:
- Automate daily backups.
- Encrypt your backup data.
- Test restoration monthly to verify it’s working.
- Back up files, databases, email, and configurations
Ransomware Prevention Checklist
| Area | Key Action |
| Security Tools | Use EDR, firewalls, DNS filters, patch management |
| Staff Training | Phishing awareness, regular simulated attacks |
| Backup Strategy | Daily backups, offsite storage, monthly testing |
| Software Updates | Patch all systems regularly |
| Access Controls | Limit admin access and enforce MFA |
| Incident Response | Have a plan in place for what to do if infected |
What to Do If You’re Hit by Ransomware
- Disconnect affected systems from the network immediately.
- Do not pay the ransom. There is no guarantee of recovery.
- Contact your IT provider or internal IT team immediately.
- Report the incident to the National Cyber Security Centre (NCSC) and Action Fraud.
- Begin recovery using clean backups and re-image affected devices if needed.
- Conduct a full investigation to identify how the attack occurred.
Need Help Reducing Your Ransomware Risk?
At LB Tech Solutions, we help UK charities and small businesses secure their systems, train their staff, and recover from threats like ransomware.
- Free Cyber Risk Consultation
- Backup and Disaster Recovery Planning
- Managed Endpoint and Security Monitoring
