As a manager, you know that your ERP system is the digital heart of your company. It contains the most important data about finances, customers, logistics, and production. But are you sure that this heart is fully protected? With the increasing number of cyberattacks, the question of ERP security is no longer “if” but “when” it will be put to the test. The responsibility for protecting this data also lies with you, and the consequences of breaches—from financial losses to reputational damage—can be devastating. Don’t worry, you don’t need to be a cybersecurity expert to stay in control. This article is your map and practical checklist. We’ll show you what to ask your ERP provider and your IT department to ensure that your business is truly secure.

Table of contents:

• What is an ERP security audit and why is it essential?
• Key audit areas – what to focus on?
• Checklist of questions for the ERP provider and your IT team
• When and how often should you conduct an IT systems audit?
• Benefits of the audit – security, compliance, efficiency
• How to prepare for the audit and implement recommendations

What is an ERP security audit and why is it essential?

Think of an ERP security audit as an advanced “technical inspection” for the most important system in your company. It’s not about finding someone to blame, but rather acting proactively to locate and fix potential security gaps before cybercriminals exploit them. The goal of the audit is to comprehensively assess the system’s resilience to threats—both external, such as hacking attacks, and internal, such as human error.

Neglecting regular audits is asking for trouble. The potential consequences include not only data loss or financial losses due to downtime but also the risk of violating regulations such as GDPR and losing customer trust—something extremely difficult and costly to rebuild. That’s why a security audit is not an expense but one of the best investments in your company’s stability and peace of mind.

Key audit areas – what to focus on?

An effective ERP security audit should be comprehensive and cover several strategic pillars. Make sure the evaluation includes each of the following areas, as a gap in just one can weaken the entire system.

• Access control and permissions management – who has access to which data? Do you apply the principle of least privilege? What does the process of granting and revoking access look like, especially when an employee leaves the company?
• Application security – is the ERP system and all its modules regularly updated? Are the latest security patches installed to protect against newly discovered vulnerabilities?
• Network security – how is the network hosting the system protected? Is the firewall configured correctly? Does the company use intrusion detection and prevention systems (IDS/IPS)?
• Physical security – where are the servers physically located? Who has access to the server room and how is that access controlled? This element is often overlooked but extremely important.
• Business continuity and backups – what happens in the event of a failure or ransomware attack? Are backup and recovery procedures regularly tested? How quickly can the system be restored?
• Employee awareness and training – are employees trained in cybersecurity principles? Do they know how to recognize phishing attempts and what to do if they suspect an incident?

Checklist of questions for the ERP provider and your IT team

Let’s get practical. The following checklist is your must-have during conversations with the key people responsible for system security. Use it to get a clear picture of the situation.

Questions for the ERP provider:

• Updates and patches – how often do you deliver security updates, and what is your standard response time for newly discovered threats?
• Security testing – do you regularly conduct penetration tests of your software? Can we receive insights or certificates?
• Built-in protection mechanisms – which security mechanisms are included by default (e.g., multi-factor authentication – MFA, data encryption)?
• Regulatory compliance – how does your system support us in maintaining compliance with regulations such as GDPR or the NIS2 directive?
• Incident response – what does your customer support process look like in case a security incident occurs on your side?

Questions for your IT department:

• Access management – how is the process of granting, modifying, and revoking access documented and controlled?
• Backups – how often are backups created? Where are they stored, and how frequently do we test restoring them?
• System monitoring – how do we monitor ERP activity for suspicious actions? Do we have a SIEM system in place?
• Password policy – what are our requirements regarding password strength and rotation?
• Incident response plan – do we have a written and practiced plan for handling attacks or major failures? Who is responsible for what?

When and how often should you conduct an IT systems audit?

An IT systems audit is not a one-time event. To be effective, it must be part of a continuous process. The general rule is to conduct a full audit at least once a year.

However, certain situations require immediate action, even if 12 months haven’t passed since the last review. These include:

• implementing significant changes in the system (e.g., a new module or integration),
• experiencing a security incident or learning about a major attack trend in the industry,
• changes in IT infrastructure (e.g., cloud migration),
• significant updates to data protection regulations.

Regular audits allow you to shift from reactive firefighting to proactive risk management.

Benefits of the audit – security, compliance, efficiency

Investing in an ERP security audit pays off on many levels. It’s not just an “insurance policy” against attacks. It’s genuine business value that translates into:

• protection of key assets – identifying and addressing vulnerabilities before they become costly problems,
• regulatory compliance – assurance that the company meets GDPR, NIS2, and other requirements, minimizing the risk of penalties,
• increased trust – a secure company is a reliable partner for customers, investors, and contractors,
• reduced downtime risk – a well-secured and monitored system ensures business continuity,
• greater team awareness – audits often reveal the need for additional training, which strengthens the organization long-term.

How to prepare for the audit and implement recommendations?

Preparation is key for a smooth audit process. Start by collecting existing documentation—security policies, access management procedures, and previous audit reports. Appoint a contact person responsible for coordinating cooperation with auditors (internal or external) and for providing access to the necessary information and resources. This ensures that ERP systems remain under constant control.

Remember, the most important work begins after receiving the audit report. Implementing the recommendations is what brings real security improvement. Treat the report as an action plan—analyze the recommendations, set priorities, assign responsibilities, and define deadlines. Only then will the audit deliver lasting value. As additional support, consider when to use Maconomy, as well as implementing a CRM for marketing agencies.

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