Types of Controls to Manage Your Business Data in an EFSS
In 2015, there were 38% more security incidents than 2014, and an average cost per stolen record – containing sensitive and confidential data – of $154 (the healthcare industry payed the most, at $363 per record). Worse still, even when 52% of IT professionals felt that a successful cyber-attack against their network would take place in the year, only 29% of SMBs (fewer than 2014), used standard tools like patching and configuration to prevent these attacks.
The consequences of poor data security and data breaches in the cloud cannot be overstated. A look at these statistics shows the effect of data insecurity and data breaches in the cloud are a road that no business wants to take. All the aforementioned statistics show the lack of control of data in the cloud, so we will first look at who controls data in the cloud, followed by how to manage business data in an EFSS.
Who controls data in the Cloud?
It is clear that your IT department does not know who controls data in the cloud, as revealed by participants of a Perspecsys survey on data control in the cloud. According to the results, 48% of IT professionals don’t trust that cloud providers will protect their data, and 57% are not certain of where sensitive data is stored in the cloud.
This issue is also closely tied to data ownership. Once data ownership changes, then we expect a change in the level of control users have on their data . To quote Dan Gray on the concept of data ownership: “Ownership is dependent on the nature of data, and where it was created”. Data created by a user before uploading to the cloud may be subjected to copyright laws, while data created in the cloud changes the whole concept of data ownership. It is no wonder that there is confusion on this matter.
Despite challenges such as half or no control of data stored in the cloud, there exist techniques that we can use to control business data in an EFSS, consequently preventing unauthorized access and security breaches.
Types of data control for business data in an EFSS
Input validation controls
Validation control is important because it ensures that all data fed into a system or application is accurate, complete and reasonable. One essential area of validation control is supplier assessment. For example, is a supplier well equipped to meet a client’s expectations? With regards to controls to ascertain data integrity, security and compliance with industry regulations as well as client policies. This activity is best carried out using an offsite audit in the form of questionnaires. By determining the supplier system life-cycle processes, your team can decide if the EFSS vendor is worthy of further consideration or not. Additionally, the questionnaire serves as a basis to decide whether an on-site assessment will be carried out, based on the risk assessment. If carried out, the scope of an onsite audit will be dependent on the type of service an EFSS vendor provides.
Service level agreements should also be assessed and analyzed to define expectations of both an EFSS vendor and user. Usually, this is also done to ensure that the service rendered is in line with industry regulations. Additionally, we must ensure that an EFSS provider includes the following in the service level agreement.
- Backup and recovery
- Incident management
- Incident reporting
- Quality of service rendered
- Qualified personnel
- Alert and escalation procedures
- Clear documentation on data ownership as well as vendor and client responsibilities
- Expectations with regards to performance monitoring
Processing control ensures that data is completely and accurately processed in an application, via regular monitoring of models and looking at system results when processing. If this is not done, small changes in equipment caused by age or damage will result in a bad model, which will be reflected as wrong control moves for the process.
Include backup and recovery controls
Processing control ensures that data is completely and accurately processed in an application, via regular monitoring of models as well as looking at system results when processing. If this is not done, small changes in equipment caused by age or damage will result in a bad model, which will be reflected as wrong control moves for the process.
Identity and access management
Usually, Identity and Access Management (IAM) allows cloud administrators to authorize personnel who can take action on specific resources, giving cloud users control and visibility required to manage cloud resources. Although this seems simple, advancement in technology has complicated the process of authentication, authorization and access control in the cloud.
In previous years, IAM was easier to handle because employees had to log into one desktop computer in the office to access any information in the internet. Currently, Microsoft’s Active Directory and Lightweight Directory Access Protocol (LDAP) are insufficient IAM tools. User access and control has to be extended from desktop computers to personal mobile devices, posing a challenge to IT. For example, as stated in a Forrester Research report, personal tablets and mobile devices are being used in 65% of organizations, as 30% of employees provision their own software on these devices for use at work, without IT’s approval. It is no wonder that Gartner predicted in 2013 that Identity and Access Management in the cloud would be one of the sought-after services in cloud-based models, in just 2 years.
With this understanding, it is important to create effective IAM without losing control of internally provisioned resources and applications. By using threat-aware identity and access management capabilities, it should be clear who is doing what, what their role is and what they are trying to access. Additionally, user identities, including external identities, must be tied to back-end directories, and sign-on capabilities must be single because multiple passwords tend to lead to insecure password management practices.
Simple assurance by an EFSS vendor that you have control of business data in the cloud is not enough. There are certain techniques that should be employed to make sure that you have a significant level of data control. As discussed, ensure that you have an effective identity and access management system, have processing and validation controls as well as business data backup and recovery options in place. Other important controls that we have not discussed include file controls, data destruction controls and change management controls.
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