[Webinar Slides] Workflow and Process Security Checking the Locks
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How do you ‘check the locks’ of your data security? It all starts with shoring up your processes and workflows. In these webinar slides we outline tips and tricks for managing your documents as they enter into and within your workflows – with security in mind. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/workflow-and-process-security
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[Webinar Slides] Workflow and Process Security Checking the Locks
- 4. Underwri(en by: Presented by: Three Factors to Consider with Workflow § Who needs access to this document? § What do they need to do the document? § When do they need to do it?
- 5. Underwri(en by: Presented by: Three Factors to Consider with Workflow § Who needs access to this document? § What do they need to do the document? § When do they need to do it? § What is the value of this document? § What if someone else sees this document?
- 8. Underwri(en by: Presented by: One Million Records Are Worth … § HIPAA ViolaQon § $100 to $50,000 per record § Missing I-9 § $110 to $1,100 per record § GDPR ViolaQon § 3% of WW revenue or 10m €
- 10. Underwri(en by: Presented by: Employees Cause More Data Breaches § In a survey reported in Entrepreneur Magazine § 85% admit taking company documents that they created § 30% admit taking documents that they did not create § 35% admit to taking customer contact data § 90% said there was no policy against taking data
- 11. Underwri(en by: Presented by: Defining High-Value Documents § Is the informaQon publically available? § Is there a regulatory requirement? § Is the informaQon Qed to the bo(om line? § Is the informaQon a compeQQve advantage?
- 12. Underwri(en by: Presented by: Working with High-Value Documents § Are the right people involved? § Are the right processes being followed? § Are we using the right technology?
- 13. Underwri(en by: Presented by: People § Know your employees § Have backups for key employee § Separate the administrator role from the individual account § Have criQcal employees bonded
- 14. Underwri(en by: Presented by: Process § Conduct regular training on compliance § Have employees sign off § Use surveys to ensure comprehension § Conduct regular audits of criQcal processes § Review audit logs § Use of AI to catch irregulariQes
- 15. Underwri(en by: Presented by: Technology § Know LimitaQons of the Pla`orm § Know the PossibiliQes § Both PosiQve and NegaQve
- 16. Underwri(en by: Presented by: Technology § Designing for the “The Bad Actor” § ProtecQng Documents at Source § ProtecQng Document DistribuQon – Electronic § ProtecQng Document DistribuQon – Paper § ProtecQng Document Storage § Extreme Cases
- 17. Underwri(en by: Presented by: “The Bad Actor” § Default security consideraQons beyond just “world read” § Consider a “bad actor” in workflow design. § AcQons do not need to be malicious. Can be accidental as well. § Searches can reveal everything.
- 18. Underwri(en by: Presented by: Protec(ng Documents at their Source § Separate Digital Mailrooms § One digital mailroom for high value documents § Direct Scanning to Repository § Avoid open network shares and FTP site
- 19. Underwri(en by: Presented by: Protec(ng Document Distribu(on – Electronic § Digital Rights Management § ExpiraQon dates and Audit trails § Avoid “World/ Read” permissions § Review what is returned from search results
- 20. Underwri(en by: Presented by: Protec(ng Document Distribu(on – Print § Print watermarks § Validity period of printed documents § Print queues and shared printers § Document retrieval
- 21. Underwri(en by: Presented by: Protec(ng Document Storage § Avoid network file shares § EncrypQng storage devices
- 22. Underwri(en by: Presented by: Protec(ng Most Valuable Documents § Separate repositories § Separate disconnected Networks § WORM (Write Once Read Many) Storage § Blockchain Protected Storage
- 23. Underwri(en by: Presented by: Protec(ng from the Rogue Administrator § Need to know may trump admin role § Daily audit of administrator acQvity § Administrator Password § Two-Factor AuthenQcaQon § Split Password Rule
- 24. Underwri(en by: Presented by: In Summary § What is the real value of our documents? § Are the right controls in place in relaQon to the document’s value?
- 28. Underwri(en by: Presented by: Security Categories Device Access Security Who has Access and to What? Developing a security plan! Document Security Network Security
- 29. Underwri(en by: Presented by: 1. Inventory of Authorized and Unauthorized Devices 11. Secure ConfiguraQon for Network Devices such as Firewalls, Routers and Switches 2. Inventory of Authorized and Unauthorized Sooware 12. Boundary Defense 3. Secure ConfiguraQons – Hardware and Sooware on Mobile Devices, Laptops, WorkstaQons and Servers 13. Data ProtecQon 4. ConQnuous Vulnerability Assessment and RemediaQon 14. Controlled Access Based on the Need to Know 5. Controlled Use of Administrator Privileges 15. Wireless Access Control 6. Maintenance, Monitoring, and Analysis of Audit Logs 16. Account Monitoring and Control 7. Email and Web Browser ProtecQons 17. Security Skills Assessment and Training 8. Malware Defenses 18. ApplicaQon Sooware Security 9. LimitaQon and Control of Network Ports, Protocols, and Services 19. Incident Response and Management 10. Data Recovery Capability 20. PenetraQon Tests and Red Team Exercises CIS Top 20 Cri(cal Security Controls SANS Institute CIS (Center for Internet Security)
- 30. Underwri(en by: Presented by: • Scan to / Print from Desktop & Mobile: • Email, folder, file, FTP, SFTP, image, OCR • Editable / Searchable Office Apps, PDF • Secure / Encrypted PDF • Windows, iOS, Android, Blackberry, Kindle Fire, WiFi Direct, Google Cloud Print 2.0 • Integrate with 3rd Party Applica(ons • Scan to / Print from Cloud Apps • Google Drive, OneDrive, DropBox, Evernote, Box, & more The Challenge of “App”lifica(on in the Workplace
- 32. Underwri(en by: Presented by: Workflow Demo Workgroup Prin(ng & Security Solu(ons Informa(on Capture & Document Solu(ons Color Prin(ng & Mobile Solu(ons Labeling Solu(ons • Scan to email • Customized user interface • Print mailing labels • Secure Func(on Lock • Brother WebConnect Scan to Searchable PDF • Stored in a Cloud Service • Search for the PDF • Mobile Print iPrint&Scan • Job release using NFC badge Authen(ca(on • Output bin defined by the user
- 33. Underwri(en by: Presented by: • Focus on digital content • End-users are consuming technology differently • Devices used as “on-ramps” to digital workflows • Secure scan & capture increasingly important KEY Takeaways for the Changing Environment