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My goodness where the heck is the information I need?

In the past and even more in the present employees found it difficult to locate the information and documents they need. The situation has several causes. The most prevalent problem is our lack of document organization and categorization. Employees experience pain when attempting to share documents with one another, save their documents in a common space, or discover an existing document

Currently, documents are saved in a wide variety of locations. In some cases, a SharePoint sites are used to share documents. Employees also save documents on their hard drives, or in numerous server areas. The most obvious problem with this diversity of locations is the inability to work on a current doc copy. Secondarily, an employee’s hard drive (or a server) might not be backed up. This lack of document organization and discoverability causes the organizations to lose valuable and sometimes irreplaceable resources, not only in the waste of employee’s time – there is also a serious loss of institutional knowledge when employees leave:

  • Employees get 50%-75% of their relevant information directly from other people.
  • More than 80% of enterprise’s digitized information resides in individual hard drives and personal files.
  • Individuals hold the key to the knowledge economy and most of it is lost when they leave the enterprise.

Why sit there reading this knowing it applies to you and your organization. Do something… fix it?

“Strategy without tactics is the slowest route to victory. Tactics without strategy is the noise before defeat.” Sun Tzu – The Art of War

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Sample Word – POC Imprivata Hardware – Software Resources

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Sample Word – Single Sign-on Application Wrapper Standard Specifications

Posted in Information Rights Management (100),Policies - Standards (600) by Guest on the August 16th, 2015
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Sample Word – Clinical Radiology Provisioning Architecture (PACs)

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HIPAA, HITech / HITrust

Clinical PACS System Detailed Information for provisioning

 

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IT Security Guideline – Emergency Access Controls and Password Use

This procedure is to ensure that access controls do not interfere with critical and timely access to patient information.

This is to be accomplished by the following:

Prepare 2 packets of sealed envelopes with full access information and store it in a secure area. The accesses included in each packet are Network, Meditech, ChartMaxx and Dictaphone.

Passwords are to require user to change them the first time they access the system(s).

Provide doctors and nurses with full access including username and password.

After this emergency access process is activated, IT management must be notified as soon as reasonably possible.

After these emergency access capabilities are used, a full audit must be conducted.

After emergency access is no longer needed, accounts will be deactivated and new emergency accounts are to be created for use in the next emergency situation.

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Sample Word – Identity Management-Vendor Discovery RFP

Posted in Compliances (1300),Information Rights Management (100) by Guest on the July 16th, 2015

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Identity Management-Vendor Discovery RFP

 

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HR Operating Policies and Procedures to Ensure Proper Access Removal

Reference:

Security Guideline Physical and Environmental Security of Information Technology Resources.

  • HR will ensure proper pre-employment screening of employee prior to employment. Reference HR Policy #.
  • Upon completion of the HR pre-employment screening, Department Directors or designee will complete access request via User Access Request Site for appropriate access to applications. Link is available on Intranet under Information Technology. Reference procedure Validate Entity Prior to Granting Access.

Procedure:

  1. TS Managers will ensure all combination locks are changed upon an employees’ termination.
  2. TS Managers will coordinate with Security to ensure employees are removed from all access lists upon employees’ termination.
  3. Upon receipt of a termination via email, notifiers from both applications and systems teams will deactivate Application and Network access.
  4. TS Managers will ensure all keys, tokens, cards, etc. that permit access are returned to them upon employees’ termination. Reference HR Policy.

Deactivation of Application accounts inactive for 90-days:

  1. Run application report USER>users.with.exp.password, Report shows users who have not been active in the last 4 months by default.
  2. Inactivate users listed. DO NOT inactivate non-users as indicated by an X in the user type column!
  3. Use discretion when inactivating Users. This link is used by PCI in lookups.
  4. Any time an account needs to be reactivated, even on the accounts deactivated per 90 day policy, please refer to procedure “Access Establishment and Modification”.
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IT Security Guideline Maintenance of Record of Access Authorizations (Access Controls and Password Use)

Procedure

User Access Requests will be tracked as follows:

ISM Management System for IT administered systems / applications

For Non-IT administered applications, emails are sent to the application administrators, who are then responsible for retaining the requests.

  1. HealthStream
  2. ChartMaxx
  3. Radiology PACS
  4. Cardiology PACS
  5. Medical Necessity
  6. Omnicell
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Sample Word – Sample Active Directory LDAP Redesign document

Posted in Information Rights Management (100),O S (375) by Guest on the April 18th, 2015

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Sample LDAP Redesign

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Sample Word – Test Active Directory GUI

Posted in Information Rights Management (100),O S (375) by Guest on the April 13th, 2015

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Test Active Directory GUI

 

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Sample Word – Sample Identity Management Request for Proposal

Posted in Compliances (1300),Information Rights Management (100) by Guest on the April 12th, 2015

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Sample Identity Management Request for Proposal

 

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Sample Word – Courion to Remedy Functional Interface Requirements

Posted in Information Rights Management (100),Security (1500) by Guest on the January 13th, 2015
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Sample Word – IdM Curion Professional Services Design Document

Posted in Compliances (1300),Information Rights Management (100),Security (1500) by Guest on the January 12th, 2015

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IdM Curion Professional Services Design Document

 

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Sample – User Roles Server Assessment Considerations – Part 1

Posted in Compliances (1300),Information Rights Management (100),Security (1500) by Guest on the November 25th, 2013

Partial list of questions to consider. 

Initial reason for purchase / business problem  
Most common Use Cases  with respect to Provisioning and Identity Management  
a)  Delegation of permissions  
b) Property generation / validation  
c) User provisioning / de-provisioning  
Review Authentication Management model (i.e. resource(s) allocated to manage Authentication  
Business Benefits realized from initial investment, Describe any ROI  
Are you using the product in ways you didn’t originally anticipate and if so, how?   
Did you originally look at any competitive solutions and if so, which ones?   
How are you utilizing Roles?  
How are you utilizing Policies?  
How are you utilizing Attestation?  
How are you utilizing SPML?  
How are you utilizing approval workflow?  
Are you using Authentication to administer AD?  
Are you using Authentication to administer DNS?  
Are you using Authentication to administer Unix enabled AD accounts?  
How are you utilizing Self Service?  
How are you utilizing Quick Connect?  
How are you utilizing De-provisioning?  
Describe the nature of any custom web extensions utilized in your deployment  
Describe the nature of any custom scripts utilized in your deployment  
How are you utilizing the web interface?  
What is the size of your configuration database?  
Is your management history co-located there?  
What group do you have defined as your Authentication Admin? (see registry)  
Did you use the built-in roles, or copy them?  
How is your SQL replication configured?  
Is the operational DC configured on the web interface?  

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Sample – User Roles Server Assessment Considerations – Part 2

Posted in Compliances (1300),Information Rights Management (100),Security (1500) by Guest on the April 30th, 2013

Partial list of questions to consider. 

Business issue

Recommendation

Comments

0 time spent with / Managing Authentication today Dedicate resource time on solution to leverage tool and reduce AD administration time Agreement; reduce workload & leverage automation
No Automation Create further policies  
Approval process needed for Groups and users (owner) Use built in approvals for critical groups, user changes, etc that are all built in today Documentation
Reporting data Update to full version of SQL Need process
Upgrade   Need to find time
Approvals Workflow of critical changes to the AD environment and who is responsible for each change. Ease audit requirements, best practices for AD administration / delegation and segregation of duties
Attestation Object lifecycle and ownership removal from IT to the business owner Removal of stale objects from the directory
Group Families (dynamic) Ease security delegation and administration of groups to the end user of the groups IT as a service; remove IT responsibility of ownership
Unmanaged account domains Read from other unmanaged / non migrated domains today and manage until migration project completed. Leverage infrastructure in place today and reduce overall admin time Allows group management across domains for security / delegation purposes
Manage Computer Services Ability to delegate computer management to OU / Site Admins. Reduce workload Another delegation reducing workload, Enforcement of policies
Publish Groups for self-subscription Reduce administration workload Self service requests
Notifications Quicker administration / reduce workload Speed process  / automation for change requests on activities

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Facial Recognition Device Vendor Considerations

Overview

The Facial Recognition Reader standard considerations:

  • Identify presence detection,
  • Integrate with the standard Enterprise Authentication solutions that:
    • Allow for fast access
    • Allow for automatic logoff upon lack of presence detection.
    • Take advantage of a centralized architecture, 

The recommended vendor standard facial recognition readers is: 

  • Sensible Vision; Sensible Vision works stand alone. Readers will be purchased via Sensible Vision.
  • Facial recognition software can be integrated with the Sig-Tec solution, and work with several cameras on the market. 

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Passive Proximity Badge Reader and Sonar Device Vendor Considerations

Overview

The Passive Proximity Badge Reader and Sonar Device vendor consideration will:

  • Integrate with the standard existing / future Enterprise SSO solutions,
    • Allow for fast access,
    • Allow for password save (configurable time),
    • Allow for tap out to lock or logoff the system,
  • Work with several of the building access cards already being used in the market,
  • Take advantage of a centralized architecture, 

Objective

The vendor considerations for passive proximity badge readers and sonar devices are detailed below. 

The following types of cards, card readers and sonar devices are recommended:

  • BDG-1326 HID ProxCard II
  • BDG-1386 HID ISOProx II
  • BDG-1336 HID DuoProx II
  • BDG-1346 HID ProxKey II
  • BDG-1391 HID MicroProx II 

Readers:

  • RDR-6082AKU pcProx HID USB
  • RDR-6282AKU pcProx CASI USB
  • RDR-6382AKU pcProx Indala 26 bit USB
  • RDR-6372AKU-xxxxx pcProx Indala other formats USB
  • RDR-6472AKU pcProx Pyramid USB
  • RDR-6782AKU pcProx Kantech ioProx USB
  • RDR-6982AKU pcProx AWID USB
  • RDR-6E82AKU pcProx EM USB
  • RDR-6K82AKU pcProx Keri 26 bit USB
  • RDR-6T82AKU pcProx Tiris USB
  • RDR-7082AKU AIR ID Enroll iClass ID# USB
  • RDR-7582AKU AIR ID Enroll Mifare/15693 CSN USB 

Sonar Devices:

  • BSE-PCPRX-SNR pcProx-Sonar presence detector 

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User ID Provisioning Challenges

Posted in Application (380),Information Rights Management (100) by Guest on the April 8th, 2013

Managing Heterogeneous Systems

Today’s businesses have had to integrate their information systems and often combine disparate technologies. This becomes even more challenging as a result of business mergers and acquisitions.  To accommodate these changes, the IT department must administer a large number of heterogeneous systems and applications. It must also manage a huge influx of new users and adjust their privileges accordingly. To add to this complexity, many organizations have implemented point security solutions in the enterprise, which has been time-consuming and costly for the IT department to integrate and customize for the business environment. 

The sheer number of issues associated with managing individual systems, legacy applications and a host of methods for users to authenticate is a monumental task for the IT department. This task becomes even more difficult when organizations are looking for IT department to “do more with less” in the economic downturn. 

Password Resets

Web-based business helps users to exploit networking growth by using an array of systems, applications, operating system platforms and legacy applications to perform a range of tasks. The disadvantage, however, is that each platform or application may require separate authentication. 

This has given rise to a common complaint— remembering multiple passwords. In today’s business environment, it is estimated that a user needs to maintain approximately 16 user IDs and passwords to perform his or her role. To reduce confusion, a user often selects a weak password or writes a password on a piece of paper and leaves it close to his or her workstation. 

When a user forgets a password for a given system, he or she will usually raise a help desk issue to reset it. In this instance, the onus of managing multiple passwords is placed on the IT department and user productivity is compromised, as he or she waits to get back online. For any organization, unproductive time is business lost. It is vital that users are given password resets in a timely manner. A simplified method of reducing these types of issues is to empower users to manage their own identity. 

Requirements for a Complete Identity Management Solution

With the new challenges faced by organizations today, new concepts and practices are required to effectively regain control of security. 

Role-Based User Provisioning

User provisioning is the process for managing user identity enterprise-wide and beyond. User provisioning encompasses the identification of:

  • The types of users an organization will manage
  • The systems, applications and other business resources those users will need access to
  • The levels of access to those resources users will need
  • How the organization will create, update and delete user accounts
  • What the strain will be on the IT department to administer the quantity and different types of users
  • How the business will guarantee secure access to its resources 

These processes need to remain open and adaptable to accommodate future changes in technology and in the business environment. Corporate recognizes user provisioning as a critical enterprise function, where providing users with the proper resources at minimal cost is essential. User provisioning involves managing a user’s life cycle, from creating various user accounts on different systems and extending user access to external services, to temporarily suspending user access or permanently revoking user accounts. Strong user provisioning reduces security risks, including weak passwords, and minimizes obstacles to user productivity by increasing access time. User provisioning also provides centralized management capabilities.

Using role-based account creation and workflow access rights to business resources, centralized management enables an automated approach across the entire security infrastructure. 

Managing User Identity

Organizations can identify different types of users according to their business function: employees, customers, suppliers, partners and more. Each user within each of these groups owns a separate online “user identity” that can be managed as part of the organization’s process management strategy. In this way, organizations can effectively manage secure user identity and lower business costs. 

Internal user accounts can be organized according to an employee’s role in the organization.  An organization must also guarantee that the user’s access to business resources is straightforward, smooth and secure. 

An organization can build an identity management strategy using the common set of requirements that each group of users shares as the foundation. For example, internal user accounts can be organized according to an employee’s role in the organization. As an employee develops his or her career, the user account is changed to reflect his or her new responsibilities. It is convenient for users to own their online user identity and for their user identity to move with them, so it is dynamically updated according to their specific role. This also increases an employee’s productivity, as he or she can change roles within the organization and can automatically access the systems appropriate to his or her role. 

Once an organization has attracted a customer, supplier or partner, it is vital to ensure that the process of registering his or her identity and submitting a transaction is straightforward, smooth and secure. A trusted environment also ensures customer, partner and supplier trust and loyalty. If users find it too complex to register or too difficult to maneuver around a website, they will quickly take their business elsewhere. Delivering effective customer service personalizes the user experience. To feel valued, users need to know that the information they provide is kept confidential and secure. 

It is far easier for the organization to manage one single user identity rather than multiple identities for one user. The same can be applied to customers, suppliers and partners. Their identity can be managed according to users’ needs, enabling the organization to deliver quality and customer service and most likely retain the customer. 

Traditionally, the employee would have to get approval from his or her manager, and send that approval to Paris to gain access to the server. Today, it is more convenient and cost-effective for the user’s identity to be automatically updated according to his or her new role.  

This can be managed through a delegation of administrative responsibilities, which takes the burden off the IT department to be the sole conduit for managing users. For example, a human resources (HR) manager can change the employee’s role in an HR application. User provisioning tools, which are implemented by the IT department and integrated with the HR application, would have predefined access rights for that particular type of role. As soon as the employee joins that role, their access permissions to business resources are dynamically updated according to the permissions preset by the IT department. This is an enormous aid to the organization, as it shares the task of managing users among non-IT departments. This ultimately reduces business costs and effectively automates business processes. 

A Directory Infrastructure

A directory allows businesses to group system files, such as employee information, into a hierarchical structure so that they can be more easily accessed.  An identity management solution is only complete with a strong foundational backbone based on a directory architecture. The strength of this architecture allows directories to synchronize, replicate and link information between information stores in a noncomplex, distributed environment—without the need for a centralized repository of information. In today’s electronic age, users want to quickly perform their online transactions. Directories provide extremely fast lookup capabilities across geographically distributed locations, which is key to business success. 

Faced with mergers, acquisitions and global expansion, businesses are often challenged with integrating disparate technologies and consistently managing information. This results in information being duplicated, fragmented and dispersed throughout the enterprise. As the organization grows, business-critical applications increasingly require a directory solution that combines the highest levels of performance, reliability and industrial-strength security. 

User Authentication

Using strong authentication methods, including biometrics, smart cards and digital certificates to validate a user’s identity is comparable to making a transaction in person and validating the person’s identity using a credit card as a guarantee.  Organizations can validate this information while ensuring all information communicated between the business and the user remains confidential—establishing a level of trust between the two parties. 

Using strong authentication methods to validate a user’s identity is comparable to making a transaction in person and validating the person’s identity using a credit card as a guarantee. 

The trusted foundation for supporting user authentication is a Public Key Infrastructure (PKI).  PKI is the set of hardware, software, people, policies and procedures needed to create, manage, store, distribute and revoke Public Key Certificates based on public key cryptography. PKI helps ensure repeat business by protecting distributed user identity and allowing transactions to take place in a trusted environment. 

Single Sign-On and Secure Access

Similarly to the way user provisioning provides streamlined access for a user, simplified access to business applications is enabled through single sign-on (SSO) technology. From both an administrative and user perspective, single sign-on relieves the frustration of having to remember multiple passwords to access multiple systems. Implementing single sign-on functionality helps reduce the IT department’s administrative overhead by providing one interface to manage multiple systems. Security breaches have become common around password theft and unauthorized access to systems, which has created a need for a strong authentication method to be implemented.  

Web-based business has provided different access points to the business, allowing users to connect via the Internet, extranet and intranet.  Users want the assurance that they are conducting their transactions in a trusted, secure environment.  Therefore, enabling secure access to business resources has never been more critical. 

Self-Registration and Self-Administration

Corporate recognizes the value of user self-registration and self-administration, since staffing budgets are more restricted and user productivity is crucial to business growth. For example, a user can register with a business by submitting a web form. He or she is then assigned a user ID and password to perform a business transaction—with little or no human intervention— reducing manual errors and decreasing user downtime.  As password resets are common issues raised with help desks, the ability for a user to reset a forgotten password has far-reaching benefits for the business operations, the IT department’s workload and the user’s productivity. 

Account Mobility

A key requirement for the identity management strategy is for user accounts to remain mobile.  Employees are constantly moving around an organization and many users now travel as part of their business roles, connecting to business resources from different access points. It is essential that a user’s identity moves as he or she moves. Users must also be given the same level of access however and wherever they connect to the business network.  The identity management infrastructure must be flexible to accommodate this type of mobility.

Web Services

The identity management infrastructure must also be open and extensible to support future Web services and integration with other business environments.  Although standards for the architecture are still emerging, Web services security will enable a user to securely access multiple websites using the same user identity, requiring business technology to be interoperable.

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Identity and Access Management Business Challenges

Web-Based Business Growth

The growth of web-based businesses over the last two years has been substantial. The electronic business boom has attracted users by the billions, and online transacting has become the most convenient way to conduct business. Customers are no longer restricted by currency, geographic location or hours of operation, as web-based businesses accept universal currency, are accessible from around the world and are available around-the-clock. 

As organizations surged to embrace the global consumer-base, they did not fully conceive the sheer number of users the Web would attract or how it would impact business operations, particularly for managing external and internal users. As a result, organizations have unwittingly left themselves open to threats and vulnerabilities, such as website vandalism, stolen user information and breaches of customer confidentiality. 

Business Security Fears

The Web has changed the way organizations conduct business, and has challenged traditional paper-based business strategies. Today’s organizations must replace the customary methods with a business approach that includes new concepts and new technology.  Additionally, they need to accommodate new risks, including viruses and website attacks, as well as the lack of awareness surrounding where, when or how the next attack will occur. 

A new business environment has evolved where organizations are faced with numerous challenges, including how to manage users, how to validate each user’s identity, and how to store confidential user information.

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Sample Visio – Typical Digital Rights Management Flow

Posted in Information Rights Management (100),Visio Samples - Stencils (457) by Guest on the November 8th, 2012

A typical use case for a digital rights management (DRM) scenerio

Free Visio Sample Document Download

Sample Visio – FileNet DRM Management flow

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Sample Word – Application Delivery Framework SharePoint Security

Posted in Information Rights Management (100),Security (1500) by Guest on the November 2nd, 2012

Really, really really nice Microsoft Word Architecture document

Notes from the field

Application Delivery Framework SharePoint Security

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Role Based Provisioning and Access Control Discussion Part 1

Posted in Information Rights Management (100),Security (1500) by Guest on the November 1st, 2012

The key business drivers that make identity management important are financial discipline, operational risk and compliance with legal and regulatory requirements. 

Organisations survive in the face of many risks, including market risk and operational risk.  Market risk includes for example, investing in products that do not meet the needs of the customers or where competitors provide better or cheaper products.  Operational risk covers aspects such as processes being vulnerable to theft, fraud, disruption or mismanagement.  

Better management of the way in which employees, partners and customers are identified and their access is controlled and audited can mitigate some of these operational risks. 

Although hacker and virus attacks are well publicised, the insider remains the greatest threat to an organisation in terms of potential to cause financial loss.  One of the main reasons for this is that the insider understands the organisation’s systems and is hence able to spot and exploit any weaknesses.  Another is that they have physical access to systems and this is often poorly managed.  

In order to reduce the risk of identity credentials being stolen and used by people other than their rightful owner, many organisations have security policies that mandate the use of passwords which are changed frequently, for example every 30 days, and which follow complex rules.  These passwords are difficult to memorise and, since users may need to access several applications, this in turn leads to users writing them down – which negates the whole point.  

Strong authentication technologies can potentially overcome this difficulty but many organisations cannot afford the changes that would be needed to their applications necessary to achieve this. 

Access rights are normally set by security policy according to the role of the individual.  However as individuals move through the organisation it is often the case that new rights are added. Unfortunately, existing rights that are no longer needed are not always promptly withdrawn.  

This is usually because it is difficult to see what rights an individual actually has and how these relate to the security policy.  Administration staff is therefore reluctant to remove rights to avoid taking action that could make an individual unable to do their job.  This access rights creep increases operational risk. 

Promptly disabling all the access rights of users who have left the organisation is another critical issue.  Often organisations are unable to reconcile access rights with people.  This makes it difficult to ensure that when a person leaves the organisation their access rights are removed.  These residual rights pose a clear risk. 

Managing who is able to access what information is critical to complying with these regulations as well as reducing risk.  Improving the identity management process, including the provisioning, authentication and access control processes, can reduce costs and improve efficiency.

Opening up the organisation to allow partners and customers to access information and to securely purchase products can provide competitive advantages and worthwhile improvements in efficiency.

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Data – Security Event Management Considerations

Security considerations for data within your organization.

 

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PowerPoint – Enterprise Data Strategy

Free PowerPoint document download

Really really nice file.

Sample Enterprise Data Strategy

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Backup, Failover and Redundancy Considerations

Posted in Compliances (1300),Information Rights Management (100),Security (1500) by Guest on the September 15th, 2012

Sample considerations 

Backup, failover and redundancy services are usually designed to offer cost effective solutions to help increase data availability and protect information from accidental loss or destruction.

  • Backup encryption – all data is stored on disk using AES-256 encryption. 
  • Backup – Full and incremental data backups, weekly and full archive logs backups daily. 

Disk backup and replication – Stores backup data on disk. This data service is typically available for rapid re-implementation and high speed restores if the original data becomes compromised. 

Geographic failover

Complete redundancy, processes for flow and storage

FTP with PGP encryption – Data files can be transmitted by secure FTP or Secure PGP encrypted files.

Secure messaging (pgp – tls) 

Decru Datafort Encryption – SAN storage provides a reliable safe, secure data storage environment. Uses AES 256 bit encryption to secure data at the block level of storage systems. Uses key management based on FIPs 140-2 level 3 certification testing.

 

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