Without central control and policy oversight, large, distributed organizations may lack consistent controls over their databases. How do you know what to encrypt, how to restrict access or what to monitor? Each business unit is on its own. Mergers and acquisitions exacerbate the problem.
While those are the common pitfalls when it comes to protecting data, there are also best practices that can be implemented to build an effective data security program.
Inventory, track and classify data. If the worst thing a company can do is not know where all its data is, it stands to reason that knowing where it lives and is duplicated, and which applications access and change it, is vital. This applies to databases, logs, and all sorts of unstructured data. This makes classification feasible, enabling companies to establish appropriate controls for mission-critical information, and, on the flip side, not waste a lot of time and money protecting benign data, whose loss or exposure will have little or no impact on business.
"Mature organizations find out they have data risk," says Paul Proctor, vice president of research at Gartner, "because they have good classification, know where data is, and can make good decisions about controls."
Consolidation or destruction of data is generally an important byproduct of this process: Ask why you are collecting and storing this. Data may be unnecessarily duplicated or scattered among disparate databases and file shares.
Maintain separation of duties. This is absolutely critical for privileged users, particularly DBAs. DBAs historically have had full privileges to manage and make authorized changes to the databases, and unbridled access to application data. Modern databases have the control mechanisms to prevent this. It's also critical to ensure the people who validate critical changes to databases, and monitor usage and controls, are different from the people who manage and alter them.
Don't use production data for development. It's easy for developers to simply copy real production data for developing, modifying and testing applications.
"Ideally, you want to separate development from the production environment so it's almost a separate entity--different polices, different infrastructures," says Barak Engel, CSO at Loyalty Lab, which provides outsourced CRM solutions to businesses.
It may be a little more work to produce scrubbed data, but it gives developers what they need and doesn't expose potentially sensitive data in an uncontrolled environment.
Establish and enforce change controls. Secure organizations rigidly enforce not only what database changes are made and by whom, but who authorized it and how the authorization was made. Change-control committees call the shots. Security participates because it's their job to make sure database changes go by the book.
"If someone makes a change in the database, they have to create a change control record to show what they are doing. If not, there's an investigation," says an information security specialist for a Fortune 500 financial corporation. "We take a snapshot and monitor for changes to crucial components."
It's not just about the data, but schema and database structure. If someone deleting a table would affect financial reporting because they didn't go through process, you want to be able to show the SOX auditor you detected and addressed the problem.
Always monitor. Assuming you know where your critical data is and have policies controlling who can access it and change it (and under what conditions--e.g., only Monday through Friday from 9 a.m. to 5 p.m.), you can monitor for anomalous behavior.
"We're always monitoring what's out there," says David Giambruno, director of engineering and security at Pitney Bowes, where he's responsible for the security of some 30,000 servers and 37,000 employees. "Our job is to know everything that's going on in the enterprise. How else do you know if you're secure now and tomorrow?"
"Watch the watchers," advises Gartner's Proctor. "Monitor the keys to the kingdom: the DBAs, the Windows domain admins, anyone who has any type of privilege."
Encrypt. As with monitoring, the key is understanding where your critical data lives and encrypting what's important. But don't underestimate the magnitude of the job. Key management is crucial and difficult: rotating and revoking keys without disruption, making sure the right people have the right keys, and ensuring they aren't lost--and access to your data with them.
"Realize how hard crypto is--the time frame should be years," says Loyalty Lab's Engel. "There are performance considerations, key management, and recovery. The architecture alone--rollouts take a long time."
Separation of duties is an important consideration. It's not that you don't trust DBAs, but best practice means that you have two systems--one providing access to data and one providing keys--managed by different people. Finally, encryption is just part of a layered solution. Many organizations leapt at encryption as a quick fix to satisfy regulatory pressures, but it is neither easy nor a complete fix. Encryption ensures that the external hacker or someone who finds or steals a laptop or backup tape can't read your data. However, the insider threat remains, and encryption won't stop a malicious user who has legitimate access.
Grab low-hanging fruit. Attention to the little things, eliminating the simplest, most obvious risk factors, pays big dividends. You'd find a surprising number of databases still using default admin passwords and IDs.
"Understand and manage easy targets--like blank passwords. If you scan for that, you'd be stunned," says Giambruno. "You've got to fix the basics; that's where protecting data really starts. Follow the top 10 basic security rules, and you'll be fundamentally secure."w