ITS 833 – INFORMATION GOVERNANCE
Chapter 11 – Information Governance
Privacy and Security Functions
University of the Cumberlands
Dr Isaac T. Gbenle
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CHAPTER GOALS AND OBJECTIVES
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Things To Know:
Sources of Threats to protection of data
Solutions to threats to protection of data
Identify some privacy laws that apply to securing an organization’s data
What is meant by redaction
What are the limitations on perimeter security?
What is IAM?
What are the challenges of securing confidential e-documents?
What are the limitations on an repository-based approach to securing confidential e-documents?
Things to Know:
What are some solutions to securing confidential e-documents?
What is stream messaging?
How is a digital signature different from an electronic signature?
What is DLP Technology?
What are some basic DLP methods?
What are some of the limitations of DLP?
What is IRM?
What are some key characteristics or requirements for effective IRM?
What are some approaches to security data once it leaves the organization?
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Who are the victims ?
Government
Corporations
Banks
Schools
Defense Contractors
Private Individuals
Cyberattack Proliferation
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Who are the perpetrators?
Foreign Governments
Domestic and foreign businesses
Individual Hackers/Hacking societies
Insiders
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INSIDER THREATS
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Some malicious/some not malicious
Insider threats can be more costly than outside threats
Nearly 70% of employees have engaged in IP theft
Nearly 33% have taken customer contact information, databases and customer data
Most employees send e-documents to their personal email accounts
Nearly 60% of employees believe this is acceptable behavior
Thieves who are insiders feel they are somewhat entitled as partial ownership because they created the documents or data
58% say the would take data from their company if terminated and believe they could get away with it
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SOLUTION?
Security – including document life cycle security
Risk Education
Employee Use Policy
IG Training and Education
Enforcement and Prosecution – Make an example!
Monitoring
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PRIVACY LAW THAT MAY APPLY
Federal Wire Tapping Act
Prohibits the unauthorized interception and/or disclosure of wire, oral or electronic communications
Electronic Communications Privacy Act of 1986
Amended Federal Wire Tapping Act
Included specifics on email privacy
Stored Communications and Transactional Records Act
Part of ECPA
Sometimes can be used to protect email and other internal communications from discovery
Computer Fraud and Abuse Act
Crime to intentionally breach a “protected computer”
Used extensively in the banking industry for interstate commerce
Freedom of Information Act
Citizens ability to request government documents – sometimes redacted
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LIMITATIONS ON SECURITY
“Traditional Security Techniques”
Perimeter Security
Firewalls
Passwords
Two-factor authentication
Identity verification
Limitations to traditional techniques
Limited effectiveness
Haphazard protections
Complexity
No direct protections
Security requires a change in thinking about security
Secure the document itself, in addition to traditional techniques that secure “access” to the document
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DEFENSE IN DEPTH TECHNIQUES TO SECURITY
Use Multiple Layers of Security Mechanisms
Firewall
Antivirus/antispyware software
Identity and Access Management (IAM)
Hierarchical passwords
Intrusion Detection
Biometric Verification
Physical Security
What is IAM?
Goal is to prevent unauthorized people from accessing a system
Effective IAM included:
Auditing
Constant updating
Evolving roles
Risk reduction
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LIMITATIONS OF REPOSITORY-BASED APPROACHES TO SECURITY
Traditionally, we have applied “repository-based” solutions which have not been effective. We have document repositories that reside in databases and email servers behind a firewall.
Once Intruder breaches firewall and is inside the network, they can legitimately access data
Knowledge workers tend to keep a copy of the documents on their desktop, tablet, etc.
We operate in an Extended Enterprise of mobile and global computing comprising sensitive and confidential information
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SOLUTION?
Better technology for better enforcement in the extended enterprise
Basic security for the Microsoft Windows Office Desktop-protection of e-documents through password protection for Microsoft Office files
Good idea but passwords can’t be retrieved if lost
Consider that “deleted” files actually aren’t.
Wipe the drive clean and completely erased to ensure that confidential information is completely removed
Lock Down: Stop all external access to confidential documents.
Take computer off network and block use to ports
Secure Printing
Use software to delay printing to network printers until ready to retrieve print
Erase sensitive print files once they have been utilized
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SOLUTION (contd)
E-mail encryption
Encryption of desktop folders and e-docs
Use Stream messages when appropriate
Use of Digital Signatures ---not the same thing as an electronic signature
Use Data Loss Prevention (DLP) software to ensure that sensitive data does not exit through the firewall
(Three techniques for DLP-Scanning traffic for keywords or regular expressions, classifying documents and content based upon predefined set, and tainting) This method has weaknesses!
IRM Software/ERM Software-provides security to e-documents in any state (persistent security)
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SOLUTION (Contd)
Device Control Methods –example blocking ports
Use of “thin clients”
Compliance requirements by different organizations
Hybrid Approach: Combining DLP and IRM technologies
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More on IRM
Transparently – no user intervention required
Remote control of e-documents
Provides for file-level protection that travels with file even if stolen
Includes cross-protection for different types of documents
Allows for creation and enforcement of policies governing access and use of sensitive/confidential e-documents
Decentralized administration
Good IRM software provides useful audit trail
Integration with other enterprise systems
Provides embedded protection that allows the files to protect themselves
Key Characteristics of IRM
Security
Transparency – can’t be more difficult to use than working with unprotected documents
Easy to deploy and manage
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SECURING DATA ONCE IT
LEAVES THE ORGANIZATION
REMEMBER – CONTROL DOES NOT REQUIRE OWNERSHIP!
Consider new architecture where security is built into the DNA of the network using 5 data security design patterns
Thin Client
Thin Device-remotely wipe them
Protected Process
Protected Data
Eye in the Sky
Document Labeling
Document Analytics
Confidential Stream Messaging
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Discussions
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ITS 833 – INFORMATION GOVERNANCE
Chapter 12 – Information Governance
For Email and Instant Messaging*
University of the Cumberlands
Dr Isaac T. Gbenle
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Organizations should assume that IM is being used, whether they have sanctioned it or not. And that may not be a bad thing—employees may have found a reasonable business use for which IM is expedient and effective. So management should not rush to ban its use in a knee-jerk reaction. Here are some tips for safer use of corporate IM:
Just as e-mail attachments and embedded links are suspect and can contain malicious executable files, beware of IM attachments too. The same rules governing e-mail use apply to IM, in that employees should never open attachments from people they do not know. Even if they do know them, with phishing and social engineering scams, these attachments should first be scanned for malware using antivirus tools.
Do not divulge any more personal information than is necessary. This comes into play even when creating screen names—so the naming convention for IM screen names must be standardized for the enterprise. Microsoft advises, "Your screen name should not provide or allude to personal information. For example, use a nickname such as SoccerFan instead of BaltimoreJenny."[19]
Keep IM screen names private; treat them as another information asset that needs to be protected to reduce unwanted IM requests, phishing, or spam (actually spim, in IM parlance).
Prohibit transmission of confidential corporate information. It is fine to set up a meeting with auditors, but do not attach and route the latest financial report through unsecured IM.
Tips for Safer IM
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Important things to know
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Restrict IM contacts to known business colleagues. If personal contacts are allowed for emergencies, limit personal use for everyday communication. In other words, do not get into a long personal IM conversation with a spouse or teenager while at work. Remember, these conversations are going to be monitored and archived.
Use caution when displaying default messages when you are unavailable or away. Details such as where an employee is going to have lunch or where their child is being picked up from school may expose the organization to liability if a hacker takes the information and uses it for criminal purposes. Employees may be unknowingly putting themselves in harm's way by giving out too much personal information.
Ensure that IM policies are being enforced by utilizing IM monitoring and filtering tools and by archiving messages in real time for a future verifiable record, should it be needed.
Conduct an IM usage policy review at least annually; more often in the early stages of policy development.
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Important things to know
E-mail is a critical area for IG implementation, as it is a ubiquitous business communication tool and the leading piece of evidence requested at civil trials.
Nearly 80 percent of all employees send work e-mail messages to and from their personal e-mail accounts, which exposes critical information assets to uncontrolled security risks.
Meeting e-mail retention and archival requirements becomes an impossible task when e-mail messages are routed in a haphazard manner via personal accounts.
In developing e-mail policies, an important step is consulting with stakeholders.
E-mail policies must not be too restrictive or tied to a specific technology. They should be flexible enough to accommodate changes in technology and should be reviewed and updated regularly.
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Important things to know
Not all e-mail messages constitute a business record.
Not all e-mail rises to the level of admissible legal evidence. Certain conditions must be met.
Automatic archiving protects the integrity of e-mail for legal purposes.
Instant messaging use in business and the public sector has become widespread, despite the fact that often few controls or security measures are in place.
Typically as much as 80 percent of all IM use in corporations today is over free public networks, which heightens security concerns.
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Important things to know COntd
IM monitoring and management technology provides the crucial components that enable the organization to fully implement best practices for business IM.
Enterprise IM systems provide a greater level of security than IM from free services.
Regular analysis and modification (if necessary) of business IM policies and practices will help organizations leverage the maximum benefit from the technology.
Records of IM use must be captured in real time and preserved to ensure they are reliable and accurate.
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Discussions
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Discussion Question
Chapter 12 – From the chapter reading, we learned that e-mail is a major area of focus for information governance (IG) efforts, and has become the most common business software application and the backbone of business communications today. In addition, the authors provided details to support their position by providing 2013 survey results from 2,400 corporate e-mail users from a global perspective. The results indicated that two-thirds of the respondents stated that e-mail was their favorite form of business communication which surpassed not only social media but also telephone and in-person contact.
Q : With this detail in mind, briefly state why the e-Mail has become a critical component for IG implementation?
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