The Importance of Information Security in Laboratories: A Real-World Lesson Learned

All laboratories, whether industrial quality control labs or service providers, handle sensitive and confidential data on a daily basis, which makes information security in these environments a matter of extreme importance, requiring constant attention and representing an ongoing challenge to be addressed.

Any unauthorized access, data breach, or cyberattack can result in serious consequences, impacting not only day-to-day operations, but also leaving laboratories vulnerable to financial penalties and disastrous legal implications.

For laboratories using a Laboratory Information Management System (LIMS), this technology strengthens several aspects of cybersecurity — such as access control, audit trails, backup, and data recovery. Regarding server infrastructure, LIMS can be deployed in two models: On-Premise or SaaS (Software as a Service), depending on each laboratory’s needs and strategy.

Differences Between On-Premise and SaaS

In the On-Premise model, the LIMS is installed on the client’s own servers, and the physical and/or virtual infrastructure remains under the client’s direct control.

In this environment, IT resource controls follow the security practices adopted by the client, which in some cases can make it easier for security gaps to emerge if there is no centralized, up-to-date management.

Each company implements measures based on its own understanding, which can lead to inconsistencies and, in some cases, critical vulnerabilities. This diversity of strategies was one of the main factors that contributed to the incident we experienced with a client recently.

On the other hand, in the SaaS (Software as a Service) model, the LIMS is hosted in the cloud and managed by an external vendor, who is responsible for the system’s infrastructure, maintenance, and security.

Furthermore, SaaS vendors generally adopt robust security practices, such as data encryption and multi-factor authentication, which can significantly reduce the risk of vulnerabilities.

At Actiz, we are able to deploy Actiz LIMS in both the On-Premise and SaaS models. At the same time, we let clients decide on the best strategy based on whichever security and data protection requirements are most convenient for them. We define, guide, and support this decision so that the client always acts with all the relevant information in hand.

In Actiz’s earliest Laboratory Information Management System (LIMS) deployment projects, our approach was exclusively On-Premise.

However, from the very beginning, we identified that this format brought significant challenges, especially with regard to security. Each company developed and maintained its own protection mechanisms, which could create varying levels of vulnerability.

Although we provided guidelines for a secure deployment, the diversity of security practices among our clients was always an obstacle. The lack of standardization made it difficult to consistently guarantee a protected environment.

See also: How a LIMS Ensures Full Traceability

The Incident: A Breach with Severe Consequences

In a laboratory that operates under the On-Premise model and has four servers – two physical and four virtual – the incident began with the exploitation of an open port on one of the virtual servers. That port, which should have been configured to the highest security standards, ended up being the attackers’ point of entry.

From that point on, the attackers were able to spread across several critical areas of the infrastructure. One of the main targets was the backup drive, which stored the security copies, amplifying the impact of the attack.

The attack had serious consequences: several of the company’s systems were affected, which compromised the laboratory’s operation, since it relied heavily on these resources to maintain its routine and the quality of its services.

Even in On-Premise environments, where maintenance and security responsibility lies with the client, we are able to monitor and track the system’s operation so that, in the event of critical incidents, we can act promptly and inform the client of any anomaly.

It was in exactly this kind of situation that, on a Saturday afternoon, we notified a client who wasn’t even aware of what had happened. At that moment, our security team acted quickly and precisely, providing the support needed to minimize losses in their environment.

The Recovery

Fortunately, thanks to Actiz LIMS’s distributed architecture, we were able to recover the client’s data and resume laboratory operations in under 8 hours.

This episode took place on a Saturday, and by Monday the laboratory’s operation was already back to normal; our team’s rapid response was essential to minimizing the damage. This experience showed us, in practice, how a distributed solution can be decisive for resilience against cyberattacks.

However, it’s important to note that not all of the client’s systems were integrated into our framework. Some parts of the quality management system were outside our environment, which meant that, despite having successfully restored the main operation, there was still a set of recovery activities and adjustments that had to be carried out afterward.

Watch now: LIMS: What It Is and How It Works

Recommendations for a More Secure Environment

This incident was a clear warning about the growing frequency of cyberattacks and the need for continuous investment in information security.

Below, I share some fundamental tips for ensuring data protection in any environment:

• Implement Strict Security Policies: Develop and maintain well-defined security policies, ensuring that all access points are monitored and updated regularly.

• Network Segmentation: Implement network segmentation to limit the spread of attacks. Even if one segment is compromised, the damage can be contained.

• Continuous Monitoring and Security Alerts: Invest in monitoring solutions that quickly identify suspicious activity. Automation can reduce response time in critical situations.

• Regular, Tested Backups: Perform frequent backups and ensure that restoration procedures are always updated and tested. Storing backups in segregated environments can prevent them from being compromised in an attack.

• Updates and Security Patches: Keep all systems and software up to date, applying security patches as soon as they become available.

• Training and Awareness: Invest in the ongoing training of your team, promoting training sessions and incident-response drills to strengthen the information security culture.

• Use of Distributed Solutions: Consider IT architectures that enable fast, resilient recovery, minimizing the impact of a potential attack.

Actiz LIMS SaaS Security

Actiz LIMS SaaS implements data encryption both in transit and at rest, ensuring that sensitive information remains protected both during transmission over the internet and when stored on servers. This protection is essential for laboratories handling confidential research data, test results, or research project information.

The system uses multi-factor authentication to strengthen user account security, requiring a combination of strong passwords and a second verification method, such as mobile tokens or SMS codes, when integrated with a Microsoft or Google domain. This additional layer of protection significantly reduces the risk of unauthorized access, even in the event of compromised credentials.

The system also supports role-based access control (RBAC), enabling administrators to assign specific permissions to each type of user according to their responsibilities, limiting access to features and sensitive data to only those who genuinely need it. This approach minimizes the risk of accidental or malicious exposure of confidential information.

The Actiz LIMS solution meets rigorous compliance standards such as ISO 27001, HIPAA, GxP, and 21 CFR Part 11, required for laboratories operating in regulated environments. These certifications ensure that the system follows information security best practices as well as specific requirements for the pharmaceutical, medical, and biotechnology sectors.

Detailed audits and logs are maintained for all system activity, creating an immutable record of who accessed which data and when, in addition to documenting any changes made. This capability is vital for security investigations and for demonstrating compliance during regulatory inspections.

Automatic backups and comprehensive disaster recovery plans ensure business continuity even in the event of serious failures. Critical data is regularly copied and stored across geographically dispersed locations, enabling rapid recovery and minimizing downtime.

Actiz LIMS rolls out regular security updates without service interruption, applying patches against newly discovered vulnerabilities while keeping the system operational. This continuous maintenance process protects against emerging threats without compromising laboratory productivity.

Finally, the system offers full validation with comprehensive documentation, allowing laboratories to demonstrate that their digitized processes meet regulatory requirements. This documentation details how the system was tested and validated, and how it maintains its integrity during normal operations.

Conclusion

In today’s digital landscape, protecting confidential data – especially in laboratories that handle valuable samples and highly sensitive information – is essential.

At a time when cyber threats are becoming increasingly sophisticated, integrating cybersecurity measures into the laboratory is not optional — it’s a necessity.

Awareness is the first step toward improving cybersecurity. Cyber threats can affect anyone with access to organizational systems, and the focus should be on promoting a culture of security awareness that empowers every team member to actively contribute to a safer laboratory environment.

The incident with our client highlighted the importance of a robust, proactive security strategy. We learned firsthand that system integration and the adoption of advanced protection measures are not just competitive differentiators, but essential requirements for ensuring business continuity, especially in an increasingly threatening digital landscape.

At Actiz, we continuously refine our solutions to provide maximum protection for our clients’ data. Our mission is to ensure that, even in the face of the most sophisticated attacks, we can restore operations quickly and efficiently. May this account serve as an incentive for companies of all sizes to invest in information security and prepare to face the challenges of today’s digital world.