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CMMC Compliance for Small Businesses: Challenges and Recommendations

by Danielle Barbour updated November 21, 2024 CMMC Compliance

Reading Time: 11 minutes

CMMC certification is a critical requirement for defense contractors. It not only validates their ability to protect sensitive data but also enhances their competitive edge in the marketplace.

The journey to CMMC compliance, however, is particularly daunting for smaller defense contractors. There are, for example, significant financial implications – both direct and indirect costs – linked to implementing security controls, preparing for audits, and the certification process itself. These costs can be weighty, particularly for businesses operating on limited budgets. Other hurdles include limited resources, like the absence of dedicated IT security personnel, a lack of understanding of intricate security standards, and the time and energy required to establish and manage mandatory security practices and processes.

The CMMC certification process is arduous but our CMMC 2.0 compliance roadmap can help.

In this blog post, we’ll explore these and other challenges small businesses face in their quest for CMMC compliance. We’ll aim to provide a comprehensive understanding of these hurdles and how to navigate them effectively.

Table of Contents

CMMC Compliance Challenges for Small Businesses

While the Cybersecurity Maturity Model Certification (CMMC) is a commendable initiative for enhancing cybersecurity, CMMC compliance presents several challenges for small businesses. Let’s take a closer look at some of these challenge.

CMMC Compliance is Complex

First, understanding the complexities of the CMMC regulations can be quite burdensome for small businesses. These standards are technical and intricate and therefore require a certain level of expertise to comprehend them. Many small businesses lack these skills in–house, which can lead to confusion and non-compliance. Furthermore, the CMMC compliance standards are not static; they are continually evolving and becoming more complex. Keeping up with these changes can be quite challenging for small businesses.

CMMC Compliance is Resource Intensive

One of the hurdles that smaller companies encounter when striving for CMMC compliance is limited resources. The process of implementing necessary controls can be costly, potentially requiring the acquisition of new systems, software, or the recruitment of cybersecurity experts. For numerous small enterprises, these expenses can be overwhelming, posing a significant challenge to achieving CMMC compliance.

CMMC Compliance Costs

CMMC compliance is costly. Costs will vary based on factors like the size of the company, level of certification required, and any necessary consultations.

CMMC compliance is especially challenging for many small defense contractors. Smaller companies mean smaller budgets. Expenses include hiring consultants, implementing necessary technologies, and training staff to meet the small business CMMC requirements.Proper budgeting for these costs can ensure a smoother CMMC compliance process.

Government Funding Could Allay CMMC Costs for Small Businesses

Congress, in partnership with the Department of Defense, are considering a tax credit to help smaller defense contractors demonstrate CMMC compliance. The draft “Small Business Cybersecurity Act of 2024” would allow companies with 50 or fewer employees to claim up to $50,000 in tax credits for CMMC-related costs.

The bill aims to address concerns that CMMC compliance costs could force smaller companies out of business. The defense industrial base (DIB) in fact has seen a 40% decline in small businesses in the last decade, highlighting the importance of supporting these contractors in maintaining a diverse and innovative defense supply chain.

The tax credit would cover expenses for CMMC assessments and resolving cybersecurity gaps identified during these assessments.

While the bill is unlikely to be included in the fiscal 2025 defense authorization bill, it may be part of tax cut discussions expected next year.

CMMC Compliance Takes Time

The time required to achieve CMMC compliance also poses a significant challenge. CMMC compliance involves conducting assessments, implementing controls, and documenting procedures. All of these tasks are time–consuming and can divert the focus from the core business operations. For small businesses with limited staff, handling these additional responsibilities can be a high hurdle.

CMMC Compliance is Difficult

Lastly, small businesses face the exacting challenge of demonstrating their compliance to auditors. The CMMC model requires a certified third-party assessment organization (C3PAOs) to audit a company’s cybersecurity controls. Presenting the necessary documentation and evidence of compliance can be a formidable task for small businesses. If they fail to demonstrate compliance, they risk losing their DoD contracts, which can be drastically detrimental to their business.

Despite these challenges, there are a few solutions that small businesses can adopt to achieve CMMC compliance. First and foremost, they can invest in cybersecurity training for their staff. This could help them understand and implement the necessary controls, leading to compliance. They can also seek the help of managed security service providers (MSSPs) who can provide them with the necessary expertise and support. Lastly, small businesses can leverage cost-effective cloud solutions. A select group of cloud service providers are CMMC compliant, and utilizing their services can help small businesses meet the set standards at a lower cost.

Recommendations for Streamlining the CMMC Certification Process

The process of obtaining CMMC certification poses significant challenges for small defense contractors, particularly due to the complexity of the standards and requirements involved. It is, however, a non-negotiable requirement for those doing business with the Department of Defense. Here is a brief list of recommendations small businesses can utilize to simplify their journey towards achieving CMMC compliance.

Perform an In-depth Gap Analysis

A gap analysis allows defense contractors, both big and small, to identify areas where current cybersecurity controls are insufficient or lacking, and measure their infrastructure’s adherence to the CMMC framework’s requirements.

The process begins by acquiring a comprehensive understanding of the company’s current cybersecurity procedures and measures. Once these are documented, they are compared against the standards set by the CMMC. This comparison reveals the areas where improvements need to be undertaken to attain compliance.

An in-depth gap analysis offers numerous benefits. It not only detects vulnerabilities and shortcomings in the existing systems but also aids in devising a clear and accurate roadmap for compliance. Moreover, it provides a clear understanding of the resources needed to bridge these gaps, helping businesses plan and budget effectively.

Hire a CMMC Consultant

Engaging a CMMC consultant can greatly aid small businesses in overcoming the hurdles associated with CMMC compliance. These consultants are seasoned experts with an in-depth understanding of the certification process, the various security standards that need to be met, and the controls to be implemented. Their support can help a small business manage the CMMC compliance process in an organized and efficient manner, reducing the stress associated with it.

A CMMC consultant’s role is not confined to just guiding through the process. They also offer practical assistance in conducting a thorough gap analysis, a critical step that helps identify any areas of non-compliance within your company’s current cybersecurity practices. They can also help document these practices effectively and in a compliant manner. Consultants can also provide invaluable assistance when it comes to making informed technology decisions that suit your business’s unique needs.

In preparation for the inevitable CMMC audit, a consultant’s expertise can be harnessed to ensure the small business is fully prepared and can meet any challenges head-on. In addition, their ongoing support can be helpful in maintaining compliance in the long term, reducing any potential future risks or complications.

It is important to note, however, that not all consultants are created equal. To avoid any potential issues or complications in the future, it’s crucial to select a consultant who has been certified by the CMMC Accreditation Body (AB). This accreditation is proof that they are recognized by the industry as knowledgeable and compliant, giving you the confidence that they can properly guide your business through the process.

Consider a Certified Third–Party Assessor Organization

To ensure compliance, a certified third–party assessor organization (C3PAOs) is recommended, especially for small to medium-sized businesses.

A C3PAO is not just another CMMC consultant, but an organization accredited by the CMMC Accreditation Body to conduct CMMC assessments. These organizations are specialized and well–versed with the ins and outs of the CMMC model. They possess the skills, knowledge, and expertise to perform comprehensive assessments of a contractor’s network to verify CMMC compliance.

A C3PAO provides essential support for defense contractor efforts to achieve and maintain CMMC compliance. They conduct an in–depth evaluation, identifying the strengths, weaknesses, and potential risks associated with the company’s cybersecurity practices. This assessment allows the organization to develop a strategic plan tailored to ensure maximum cybersecurity efficiency.

Furthermore, employing a C3PAO’s service creates credibility for defense contractors. Their certification assures the DoD that the contractor has met all the necessary security controls, thus fostering trust and opening more opportunities to engage in DoD contracts.

Incorporate a Culture of Cyber Awareness

Incorporating a cyber awareness culture into your business operations goes beyond merely adhering to the regulation, installing the best antivirus software, or using the most secure servers. Instead, it involves creating an atmosphere where every member of your team understands the importance of cybersecurity and contributes to maintaining it. This cultural shift cannot happen overnight. It requires ongoing efforts, education, and reinforcement.

Training your staff about cybersecurity principles, safe online practices, how to identify and respond to potential cyber threats can help foster this culture. Security awareness training represents a proactive approach to cybersecurity and can significantly reduce the risk of data breaches and cyberattacks and will, almost certainly, be viewed favorably during your CMMC assessment.

Training your employees on the principles of cybersecurity, safe online practices, and how to identify and respond to potential cyber threats is an essential part of establishing this culture. These steps are not mere precautionary measures but an essential part of your business strategy. The scenario where every member can detect suspicious emails or phishing attempts, update their systems promptly, and understands the importance of secure passwords, is the first step towards a safer environment.

While the benefits of establishing a cybersecurity culture and conforming with CMMC are evident, it’s not without challenges, especially for small businesses. Small businesses often lack the in-house expertise or resources to implement comprehensive cybersecurity programs. They may also find it challenging to offer regular training sessions for employees about new types of cyber threats or the latest best practices in cybersecurity.

These challenges, however, are not insurmountable. Various solutions can help small businesses overcome these hurdles. For instance, outsourcing cybersecurity to a managed security service provider can provide the necessary expertise at a much lower cost than hiring a dedicated in-house team. Similarly, several online platforms offer training courses on cybersecurity that employees can take at their convenience.

Ultimately, the key to overcoming these challenges lies in recognizing the value of cybersecurity and investing in it not as an afterthought but as an integral part of business operations.

Consider Cybersecurity Insurance

Consider purchasing cybersecurity insurance as a risk management strategy. This type of insurance is designed to significantly lessen the financial blow of a cyber incident by covering costs associated with recovery. These may include expenses for restoring lost or compromised data, legal fees associated with the breach, notification costs to alert affected parties, as well as any fines or penalties that may have been levied. It is crucial for small businesses to ensure that their cybersecurity insurance policy is robust enough to cover the potential risks associated with handling Controlled Unclassified Information (CUI) and Federal Contract Information (FCI).

While cybersecurity insurance is a valuable tool, it is important to stress that it is not a substitute for rigorous cybersecurity controls and practices. Cybersecurity insurance does not prevent such incidents from occurring in the first place. Instead, it is merely a means to help manage the financial repercussions of a cyber incident. Therefore, small businesses should not solely rely on insurance as their primary defense against cyber threats. It is therefore essential for businesses to strike a balance between investing in preventative cybersecurity measures, such as strong firewall systems, regular system audits and employee education, and insurance to efficiently manage the outcome of any potential cyber incidents.

Prepare for the CMMC Audit

Last, but certainly not least, ensure that your business is prepared for a CMMC audit and that you continue to maintain your cybersecurity standards after certification.

Regular internal audits can also be beneficial for keeping your cybersecurity program in check and preparing for your official CMMC audit. Remember, CMMC is not a “one and done” certification but requires ongoing compliance.

Audit preparation involves making sure all cybersecurity protocols are in place and up-to-date prior to the scheduled audit. Shoring up cybersecurity measures may involve regular system updates, prompt threat responses, and having an overall robust cybersecurity strategy.

Commit to Continuous Monitoring

Continuous monitoring of cybersecurity practices is a must for small businesses. This includes frequently checking network systems, software applications, and data transactions for any signs of unusual or suspicious activities. Regular reviews of cybersecurity policies, procedures, and systems can also help identify potential vulnerabilities or areas requiring improvements. Continuous monitoring and maintenance not only deters potential cyber threats, but also ensures the business remains compliant with CMMC requirements. Small businesses should consider using advanced cybersecurity tools and software for monitoring and reviewing their practices. After all, staying ahead of the threats is crucial in today’s cyber landscape.

Keep Documentation Up to Date

Keeping documentation up to date is another important aspect of CMMC compliance. This involves recording all modifications in the cybersecurity system, any improvements made, and any incidents that occurred. Accurate, timely reports of these changes can serve as a useful reference during audits. Additionally, such tracking allows for transparency and fosters a culture of security within the organization, as every change or incident serves as a lesson for improving future practices.

Conduct Regular Internal Audits

Small businesses should consider conducting internal audits regularly to oversee the effectiveness of their cybersecurity program. These audits provide an opportunity to uncover any weaknesses in the system, providing a chance for rectification before the official CMMC audit. It also helps businesses understand the expectations of the CMMC audit, making the actual process less onerous and more manageable.

Implement Managed Services

In terms of technology, implementing managed IT services can be a powerful solution for small businesses aiming for CMMC compliance. By outsourcing your IT operations to a Managed Security Service Provider (MSSP), you can leverage their expertise while freeing up your internal resources. Many MSSPs offer services specifically tailored to CMMC compliance. This means they are familiar with the requirements and can provide the necessary support and guidance. This not only ensures that your business meets the CMMC standards but also helps you sustain compliance in the long term. Therefore, managed IT services can be a cost-effective and efficient solution for small businesses looking to achieve and maintain CMMC compliance.

Deploy Additional Security Solutions

Other technological solutions include multi-factor authentication (MFA) for account security, intrusion detection systems (IDS), and intrusion prevention systems (IPS) for real-time network protection, and data loss prevention (DLP) tools to secure sensitive data.

Multi-Factor Authentication (MFA) Controls Access to CUI and FCI

Another important technology solution for businesses striving for CMMC compliance is multi-factor authentication (MFA). This adds an extra layer of protection to your accounts by requiring users to provide at least two separate forms of identification. This significantly reduces the risk of unauthorized access, as it’s more difficult for hackers to get hold of multiple forms of identification. This is crucial for CMMC compliance, as it ensures the protection of your sensitive data and safeguards your business against potential cybersecurity threats.

Intrusion Detection and Prevention Systems Identify Potential Threats

Intrusion detection systems (IDS) and intrusion prevention systems (IPS) are pivotal technologies when maintaining network security. These systems monitor your network in real-time for suspicious activity, such as attempts to breach your security protocols. IDS identifies potential threats, while IPS takes it a step further by preventing detected intrusions. This proactive approach to network security is highly beneficial for small businesses seeking CMMC compliance, as it provides continuous monitoring and protection of their IT infrastructure.

Data Loss Prevention Tools Protect Sensitive CUI and FCI

Data loss prevention (DLP) tools are an essential part of the technological arsenal for any business aiming for CMMC compliance. These tools monitor, detect and block potential data breaches in real time, ensuring the security of your sensitive data. They can help to identify and plug potential loopholes in your system that might lead to data leakage. For small businesses, this can significantly enhance their data protection capabilities and strengthen their overall compliance readiness for CMMC.

Kiteworks Helps Small Defense Contractors Achieve and Maintain CMMC Compliance

Navigating the complexities of achieving CMMC compliance can indeed seem overwhelming for a small business. However, the task is not an insurmountable one and can certainly be achieved with a strategic roadmap and a well-structured approach.

Nevertheless, achieving and maintaining CMMC compliance is definitely not a one-time event. It requires continuous monitoring, regular updates, and ongoing effort. The effort and investment, however, are well worth it. Compliance can unlock a wealth of opportunities, including secure contracts with the Department of Defense and significant business growth. Therefore, CMMC compliance should not be viewed merely as an obligation but rather a strategic investment which pays off long-term.

The Kiteworks Private Content Network, a FIPS 140-2 Level validated secure file sharing and file transfer platform, consolidates email, file sharing, web forms, SFTP and managed file transfer, so organizations control, protect, and track every file as it enters and exits the organization.

Kiteworks supports nearly 90% of CMMC 2.0 Level 2 requirements out of the box. As a result, DoD contractors and subcontractors can accelerate their CMMC 2.0 Level 2 accreditation process by ensuring they have the right sensitive content communications platform in place.

With Kiteworks, DoD contractors and subcontractors unify their sensitive content communications into a dedicated Private Content Network, leveraging automated policy controls and tracking and cybersecurity protocols that align with CMMC 2.0 practices.

Kiteworks enables rapid CMMC 2.0 compliance with core capabilities and features including:

Certification with key U.S. government compliance standards and requirements, including SSAE-16/SOC 2, NIST SP 800-171, and NIST SP 800-172
FIPS 140-2 Level 1 validation
FedRAMP Authorized for Moderate Impact Level CUI
AES 256-bit encryption for data at rest, TLS 1.2 for data in transit, and sole encryption key ownership

Kiteworks deployment options include on-premises, hosted, private, hybrid, and FedRAMP virtual private cloud. With Kiteworks: control access to sensitive content; protect it when it’s shared externally using automated end-to-end encryption, multi-factor authentication, and security infrastructure integrations; see, track, and report all file activity, namely who sends what to whom, when, and how. Finally demonstrate compliance with regulations and standards like GDPR, HIPAA, CMMC, Cyber Essentials Plus, IRAP, and many more.

To learn more about Kiteworks, schedule a custom demo today.

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