How a Cybersecurity Company Centralized Their Data To Empower Aviation Clients

Problem

A Disjointed Tech Stack That Created Barriers to Sharing Key Aviation Insights

Data is the lifeblood of this specialized aviation security organization. It’s the cornerstone of their strategy to bolster client defenses against the perennial siege of cyber attacks. Their fragmented digital infrastructure made it challenging to monitor and manage member data, which in turn, also created obstacles in dispersing accurate information to its corresponding members. 

Fragmented Tools and Siloed Data

The company’s operations relied on a collection of disconnected tools to manage, update, and communicate with members. These included:

• HubSpot for sending emails to members, such as event reminders or updates on cybersecurity developments.
• Microsoft for generating invitations and notifications related to COIs.
• Cyware for managing access to their proprietary threat intelligence platform.

However, these tools operated in isolation, with no integration to synchronize member data or streamline workflows. Each platform functioned independently, resulting in data silos—isolated pools of information that could not be easily accessed or shared across systems.

Reliance on a Manual Centralized Spreadsheet

Without an automated system to consolidate data, staff had to endure the travails of manually maintaining a centralized spreadsheet to manage:

• Approvers (CISOs): Tracking who was responsible for granting access to resources.
• Permissions: Recording member access to COIs and Cyware.
• Email Recipients: Listing members for communications sent via HubSpot and Microsoft.

This was an incredibly time-consuming and laborious process. Staff had to manually update the spreadsheet and replicate changes across multiple platforms. Moreover, these manual processes inevitably led to inconsistencies and mistakes.

Example

When a COI member’s role or permissions changed, staff had to:

1. Update the centralized spreadsheet.
2. Modify permissions in Cyware to reflect new access requirements.
3. Adjust COI invitations and notifications in Microsoft.
4. Update email communication settings in HubSpot.

What was the Cost of this Disjointed Tech Stack?

• Operational Bottlenecks: Disconnected systems slowed workflows and complicated daily operations.
• Inconsistent and Error-Prone Data: Manual updates led to frequent mismatches and outdated information.
• Delayed Communication: Critical updates were often delayed due to manual synchronization.
• Increased Security Risks: Outdated permissions exposed sensitive data to unauthorized access.
• Strained Resources: Repetitive tasks diverted staff from higher-priority initiatives.
• Compromised Member Experience: Delays and errors undermined member trust and satisfaction.
• Lack of Scalability: The tech stack couldn’t support the organization’s growth effectively.

The Goal

Creating a Unified System for Smarter Information Sharing

The primary objective of the project was to unify the aviation cybersecurity company’s tech stack and implement a centralized, integrated system that would streamline operations, eliminate data silos, and ensure accurate, timely sharing of critical information with members to help defend them against the threat of cybersecurity attacks. 

Solution

An Integrated Tech Stack That Centralizes Data

Mole Street proposed a comprehensive solution centered on establishing HubSpot as the single source of truth. This would unify the firm's fragmented tools, centralize its data into one database, and ensure consistent, accurate data management across all platforms.

• Building a custom membership portal to enable members to manage their own information, permissions, and access to resources without relying on manual updates from  staff.
• Automating workflows to eliminate repetitive manual processes, streamline updates across systems, and reduce the risk of errors.
• Implementing Single Sign-Ons (SSOs) alongside Multi-Factor Authentication (MFA) to enhance security and simplify the user experience. This combination ensures that members can securely access multiple tools and platforms with a unified login, providing both convenience and robust protection.