Data breaches are an almost daily event and the problem is getting worse over time (although 2018 may end up being not quite as bad as 2017). If your job as an IT or security professional was dependent on preventing data breaches for your organization (and it very well could be), what steps would you take to prevent them? Here are a few ideas:
- Understand where your data lives
Our research has found that many decision makers really don’t know where all of their data is located. This is partly due to poor management of data, but also by the explosion of “Shadow IT” that enables employees to store data on personal devices, their own cloud accounts and in a variety of other places beyond the control of IT. To correct this problem, IT should conduct a thorough audit of every potential source of corporate data and bring it under the control of IT. That’s much easier said than done, but it’s essential if an organization is to regain control of its valuable data.
- Analyze your data
After the location of all corporate data is known and brought back under IT control, it should be analyzed as part of a good information governance protocol to determine what can safely be discarded, what data is subject to various compliance obligations, the duplicate data that is being stored, and so forth. This will reduce the volume of data that must be managed and identify what needs to be better protected, leaving less data available to breach.
- Implement the appropriate access controls
Implement robust identity access management to ensure that users have access to data only on a need-to-know basis. Implement risk-based authentication to ensure that more valuable assets require a greater degree of authentication than just username and password, but use multi-factor authentication at a minimum…everywhere. Implement user behavior analytics to ensure that anomalous behavior (e.g., unusually large file downloads or accessing sensitive data resources at odd times) is recognized and access to data is restricted, approved or blocked, as appropriate.
- Train users
It’s essential to educate users about how to protect corporate data. That means common sense things like not sending sensitive or confidential data without encryption, not using personal webmail or file-sharing services to send corporate data, not clicking on email links or attachments unless the identity of the sender is known and trusted, not visiting inappropriate web sites, not using personal webmail at work, being skeptical of requests delivered through email, not clicking on links in social media posts without first verifying their validity, not logging into unsecured Wi-Fi networks (e.g., at airports or coffee shops) without using a VPN or appropriate controls, not oversharing on social media, and maintaining robust security software on personal devices and networks if they are going to be used to access corporate networks or data resources.
- Use air gaps wherever you can
Not everything should be online. Old databases, older archived data and other data sources that are valuable, but rarely accessed, should be air-gapped to prevent breaches of this data.
- Encrypt devices
One of the most common sources of data leaks is the loss of laptops and mobile devices that contain unencrypted data. Every device must be encrypted to ensure that even if a device is lost, the data on it will remain inaccessible. Plus, the loss of encrypted data will, in most cases, not trigger requirements under data breach notification laws.
- Encrypt data
All data should be encrypted – at-rest, in-transit and in-use.
- Evaluate your providers
The typical large enterprise employee more than 1,000 cloud providers in addition to many non-cloud providers. It’s your responsibility to ensure that each of these providers maintains appropriate security controls for your data under their control. Regulations like the General Data Protection Regulation codify these types of requirements, but it’s good to implement this best practice even in the absence of a specific external requirement to do so.
- Establish multiple and disconnected communications channels
One of the most financially damaging types of data breach is CEO Fraud or Business Email Compromise, in which a cybercriminal impersonates a CEO or other high ranking official to someone in the organization like a CFO or HR staffer. The recipient will often trust the message and execute the requested action, which might include initiating a wire transfer or sending W-2 data on employees. By establishing a communications backchannel, such as text messaging on mobile phones, the validity of the request can be confirmed.
- Implement DLP
To prevent malicious and inadvertent data breaches, implement a data loss prevention (DLP) capability that will inspect outbound emails, file transfers and other outbound content for sensitive data that is being sent without encryption, information being sent to competitors, emails sent to the wrong party, and so forth.
These are just a few ideas that will help to mitigate, if not prevent, data breaches. Of course, every organization should implement a robust information governance program, but these are some good steps that will help to move an organization in that direction.
There has been so much talk about “Shadow IT” — employees using their own smartphones, tablets, cloud applications and mobile apps — and its impact on corporate IT that many don’t worry about it anymore. Many IT decision makers have simply acquiesced to the idea that employees will use their own devices, mobile apps and cloud applications, and so are finding ways to work within this new reality as opposed to fighting it. To be sure, Shadow IT has major implications for security, the ability to find and manage corporate data, the ability to satisfy compliance obligations and the like, but Shadow IT is here and it’s here to stay.
But what about “Shadow IoT”? There are a large number of personally owned IoT devices already accessing corporate networks, such as Apple Watches, Fitbits, Alexa/Google Home devices and the like. For example, an Apple Watch can be used to access corporate email and text messages, Fitbits send emails to wearers with their weekly status reports, and IBM has integrated Watson with Alexa/Google Home, to name just a few examples on the tip of this iceberg. Fueling this trend is growing corporate acceptance of the idea of integrating IoT with business processes — companies like Salesforce, Capital One, AETNA, SAP and SITA, among others, are embracing use of the Apple Watch and developing applications for it. Moreover, the use of wearable IoT devices can increase employee productivity — a Rackspace study found that productivity and job satisfaction both benefited from their use.
While personally managed IoT devices represent an enormous boon to their owners, they also can create a number of security risks. For example, researchers at the University of Edinburgh were able to circumvent the encryption that Fitbit uses to send data, leaving users vulnerable to theft of their personal information. In 2015, a Fortinet researcher discussed a proof-of-concept that could infect a Fitbit device with malicious code that could then send malware to a PC connected to the device (a claim that Fitbit denied). Researchers at Binghamton University found that sensors in wearable devices could be used to determine passwords and PINs with up to 90 percent accuracy. Apple Watches have been banned from cabinet meetings of UK government ministers over fears that the devices could be hacked and used to listen in on these meetings.
Does your organization have a policy to protect against Shadow IoT? What security measures have you implemented specifically to address this threat? I’d like to get your feedback on what your organization is doing for a future blog post.
We have recently completed a survey of IT decision makers that are knowledgeable about security issues in their organizations, and we found something surprising: the concern about “shadow IT” — employee use of unauthorized cloud apps or services — is significantly lower in this year’s survey than it was just over a year ago. While there can be variability between surveys because of sampling and other issues, the difference we found is not explained by sampling variability, but instead represents a significant shift of concern away from the problem of shadow IT and BYOD/C/A (Bring Your Own Devices/Cloud/Applications).
- First, we have not seen big, headline-grabbing data breaches result from the use of personally owned smartphones, tablets, laptops and other employee-owned and managed devices, cloud applications and mobile applications. While these breaches occur and clearly are a problem, the horror stories that were anticipated from the use of these devices have been few and far between.
- Second, senior management — both in IT and in lines of business — have seemingly acquiesced to the notion of employees using their own devices. They realize that stopping employees from using their own devices to access work-related resources is a bit like controlling ocean surf with a broom.
- Third, there are some advantages that businesses can realize from employees using their own devices. While lower business costs are an important advantage because IT doesn’t have to purchase devices for some employees, another important benefit is that IT doesn’t have to manage them either. For example, when an employee leaves a company and company-supplied devices need to be deactivated, some organizations aren’t exactly sure who’s responsible for doing so — IT, the employee’s manager, HR or someone else. A survey we conducted some time back asked, “when an employee who had a company-supplied mobile phone leaves your employment, how confident are you that you are not still paying for their mobile service?” We found that only 43 percent of respondents were “completely confident” that the mobile service was deactivated, and 11 percent either were “not really sure” or just didn’t know. Employees using their own devices and plans gets around this problem nicely.
To be sure, unfettered and unmanaged use of employee devices in the workplace is not a good idea. It can lead to a number of problems, such as the inability for IT to know where all of a company’s data is stored, the inability to properly archive that data, the inability to produce all of it during an eDiscovery effort or a regulatory audit, lots of duplicate data, a failure to establish an authoritative record for corporate data, a greater likelihood of data breaches if a device is lost, and the potential for not being able to satisfy regulatory obligations.
That last point is particularly important, especially in the context of the European Union’s General Data Protection Regulation (GDPR). A key element of the GDPR is a data subject’s “right to be forgotten”, which translates to a data holder’s obligation to find and expunge all data it has on a data subject. If an organization cannot first determine all of the data it holds on a data subject and then cannot find all of that data, it runs the risk of violating the GDPR and can pay an enormous penalty as a result.
In short, BYOD/C/A offers a number of important advantages, but it carries with it some serious risks and should be addressed as a high priority issue in any organization.