Picture this: you open your laptop one morning and suddenly can’t access your files. A pop-up demands thousands of dollars in cryptocurrency, threatening to permanently encrypt or expose your data if you don’t pay.
Unfortunately, this is a growing reality for many small- and medium-sized businesses (SMBs) in Canada, as they increasingly become targets of such attacks.
The good news? There are ways to protect your SMB from this fate.
What should you do if your organization faces a ransomware attack?
A ransomware attack can feel like a disaster you can’t recover from, but how you respond can make a huge difference. If your organization falls victim, follow this step-by-step guide to help you act fast, protect your systems, and resume operations confidently.
Step 1: Stay calm, and don’t pay the ransom
The most crucial thing to keep in mind is not to panic. Cybercriminals leverage fear to compel you to give in quickly to their demands. But according to the Canadian Centre for Cyber Security, paying the ransom doesn’t guarantee your files will be restored; it could even make your business a repeat target. Even worse, you could unknowingly be supporting organized crime, all without recovering your data.
Instead of paying, you should focus on limiting the damage, investigating the attack, and working toward recovery.
Step 2: Swiftly isolate infected devices to stop the spread
Once you’ve recognized the signs of a ransomware attack, such as strange file extensions, locked access, or a digital ransom note, your next step is to contain the threat. This means physically and digitally disconnecting infected devices from your network.
Unplug Ethernet cables, turn off Wi-Fi, and avoid inserting USB drives or syncing cloud storage. The goal is to prevent the ransomware from spreading to other computers, servers, or backup systems. The faster you isolate the affected systems, the more data and resources you can save.
Step 3: Bring in cybersecurity experts to handle the situation
Trying to handle ransomware on your own without the right support can lead to mistakes, reinfections, or permanent data loss. Unless you have an experienced internal IT team, it’s crucial to bring in outside help — ideally, a trusted local managed IT services provider (MSP) such as XBASE Technologies.
Cybersecurity professionals have the tools and expertise to identify the type of ransomware, determine how it entered your network, and assess how far it has spread. They can also begin the forensic process to preserve evidence for law enforcement, clean your systems without further damage, and start the secure recovery process.
Step 4: Report the incident to the right authorities and affected parties
Ransomware is a serious crime that must be reported to the appropriate Canadian authorities. First, notify your local police department. Then, submit a report to the Canadian Centre for Cyber Security and the Canadian Anti-Fraud Centre.
If customer or client data was compromised, you may also have a legal obligation to inform the Office of the Privacy Commissioner of Canada per the Personal Information Protection and Electronic Documents Act (PIPEDA) regulations.
Reporting a cyberattack helps safeguard your stakeholders and strengthens national efforts to fight cybercrime.
Step 5: Start recovery using clean backups and proven processes
If you’ve invested in regular backups and stored them off site or in the cloud, now is the time to use them. But don’t rush. It’s critical to make sure the ransomware is completely removed from your systems before restoring anything. Otherwise, you risk reinfecting your systems.
Recovery involves wiping affected systems, validating the integrity of your backups, and restoring one step at a time under controlled conditions. Your IT team or MSP should monitor everything closely to ensure that no trace of ransomware remains. Speeding through the recovery process or taking shortcuts can result in far more expensive issues down the road.
Step 6: Learn from the attack and strengthen your cybersecurity
Once your systems are restored, take the opportunity to analyze the root cause of the attack, whether it was a phishing email, an unpatched application, or weak password security. Then, identify measures to prevent similar incidents in the future.
The Get Cyber Safe campaign offers a number of simple, effective strategies to protect your business. These include:
- Keeping your operating systems and software updated
- Using strong, unique passwords together with multifactor authentication
- Training employees to spot suspicious emails or links
- Backing up data regularly and storing it safely
- Installing endpoint protection tools and monitoring your network for unusual activity
Remember: cybersecurity isn’t a one-time fix but an ongoing process. With the right habits and technology in place, you can dramatically reduce your risk of becoming a victim.
Read also: Ransomware in 2025: How to stay one step ahead of evolving threats
Be ready before a ransomware attack happens: XBASE Technologies has your back
Ransomware can strike at any time, and when it does, the impact on your SMB can be devastating. But having a partner such as XBASE Technologies means you don’t have to face it alone.
As one of Canada’s most experienced MSPs, we help businesses prevent ransomware attacks through proactive monitoring, backup strategies, and employee education. And if disaster strikes, we’re there to respond quickly and recover your data securely.
Protect your business from ransomware now! Contact XBASE Technologies for a no-obligation security assessment to build a defense that protects your business from all angles.