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By Jeff Relkin

Security is not an area newly arisen in the wake of the 9/11
tragedy. There have always been reasons to be concerned: conflicting
priorities, business environmental factors, information sensitivity, lack of
controls on the Internet, ethical lapses, criminal activity, carelessness, and
higher levels of connectivity and vulnerability. It’s a tradeoff between
limiting danger versus affecting productivity: 100 percent security equals 0
percent productivity, but 0 percent security doesn’t equal 100 percent

No one wants to be controlled. It’s demeaning and stifles
productivity, and we resent the implication that we can’t be trusted not to
break our own networks. On the other hand, organizations have to decide how
long they could operate without computers or networks and how reliant they are
on the availability and accuracy of data. Absolute security is unattainable and
undesirable, so proper security controls seek to reduce risk to acceptable

#1: System penetration threats

There are all kinds of ways
in which systems can be compromised. A popular expression during World War II
was “Loose lips sink ships,” which was meant in a possibly somewhat
paranoid way to heighten awareness that you never knew who was listening to
you, even over a beer at the local pub. Most of us routinely have contact with
other professionals whether at industry gatherings, social events, or any
number of other venues. It’s all too easy to accidentally disclose critical
information that can be used, however unethically or even illegally, to benefit
one organization at the expense of another.

Carelessly discarding access
codes and other kinds of personal identification information without shredding
them has made dumpster diving the number one method of obtaining this kind of
data. Systems that are poorly or inadequately secured (single-level security, easily
guessed passwords, unencrypted data, etc.) are an invitation to problems
ranging from low data quality to unauthorized infiltration.

Networks can be easily
breached due to poorly maintained firewalls and/or virus and spam filters. Security
budgets must be adequately funded; management literally puts organizational survival
at risk by viewing funding for security measures as a no-return or
discretionary expense. Taking responsibility for our own actions (or inactions)
coupled with a solid comprehensive security policy is the best defense to
prevent breaches from occuring in the first place.

#2: Internet security realities

Originally built for military
use, the Internet today incorporates little inherent protection for information.
Administrators at any Internet site can see packets flying by, and without
adequate encryption, messages are subject to compromise. The Internet doesn’t
automatically protect organizational information–companies must do so
independently. Without adequate control, and even with it, employees can access
just about anything and bring it in-house. External intruders can access
networks and PCs. External message sources typically can’t be found, and
message senders don’t know who else, in addition to or instead of the intended
recipient, is reading the message.

The hacking community is
increasingly organized, and by cooperating with each other, networks can be
even more easily, and profoundly, compromised. The Internet is an open,
uncontrolled network that doesn’t change to suit organizational needs. Identified
exposures are not automatically fixed, and most security problems on the
Internet are not really Internet problems. Organizations must assume a
potentially hostile environment and protect themselves through full message
encryption for sensitive information, digital signature for message
authentication, high quality maintained firewalls and other filters, employee
communication and awareness programs, and any inbound controls that are at
least adequate without being excessive.

#3: Portability of hardware

Corporate road warriors
traveling with laptops represent a variety of security challenges. Larger,
faster hard drives and more powerful processors provide the ability to download
and use local copies of sensitive or confidential databases. Ubiquitous
Internet access allow us to stay connected with the same networks and systems
we use in the office. Web-based services such as Groove can be used to circumvent
corporate document policies.

Laptops need to be secured
with at least two-phase security controls consisting of a combination of encryption,
local userid/password combinations, biometric devices, etc., and organizations
need to implement and enforce strict policies on technology use while

#4: Proliferation of new communication methods

Does your organization
provide PDAs such as BlackBerrys or Treos with network connectivity? Are these
devices secured in any way? Many companies have little understanding of just
how big a security threat these handy little gizmos represent. Typically
connected to central corporate services, such as Outlook or Notes, and
providing continuous wireless automatic synchronization with e-mail, calendar,
and contact lists, a lost device that’s unsecured by a password can be used to
gain authorized entry into those systems. At the very least, they can be used
to run up a pretty impressive cell phone bill.

Corporations should require
that despite the inconvenience, all such devices must have local passwords,
subject to the same rules as those used to access the network, including format
and frequency of change. They should also require by policy that lost devices
be reported immediately so kill signals wiping all local data and rendering the
device useless can be issued.

#5: Complexity of software

The fact that systems and
applications have many integrated components that are difficult to individually
secure is a poor excuse for not requiring multiple levels of security. Users
who have been authenticated for general network access do not necessarily
deserve authorization for specific functional components of that network or
even within a single integrated environment, such as an ERP. Studies and
surveys tell us that employees consider too many different passwords a valid
reason for leaving an organization; some large corporations require users to
memorize in excess of 15 userid/password combinations. Single sign-on
techniques provide the ability to secure systems one component at a time on the
basis of one individual access, so there’s no reason to make security onerous to
the user community.

#6: Degree of interconnection

This is just another form of
complexity and requires a recognition of the realities of the public access
Internet. Supply chain processes connect raw material providers, manufacturers,
assemblers, and retailers. As the saying goes, a chain is only as strong as the
weakest link. Even if individual organizations within the supply chain have
proper security controls in place, one lapse by one of the partners can bring
the entire operation to a halt.

Consider a situation in which
a parts supplier’s network is infiltrated and/or compromised. All the
downstream component processes can be negatively affected, either by the delay
or loss of a critical ingredient or by a contaminated input, in the same manner
that a glitch at the start of an assembly line brings the entire operation to a
screetching halt. Organizations need to conduct a comprehensive risk assessment
and try to require their partners and suppliers to adhere to adequate security
controls, or at the very least, develop contingencies around the possibility of
losing access to critical partnerships.

#7: Density and accessibility of media

Information is currency, and knowledge is power. Knowing
this, we’re all responsible for maintaining the integrity and security of the
corporate data to which we have authorized access. New forms of higher density
portable media make it even more necessary to take this responsibility
seriously. CDs, DVDs, flash drives, and other dense portable media are capable
of storing multi-gigabytes of data in a form that all too often grows legs and
walks away.

Corporate users should be circumspect about how they use
these media. IT security policy should require that any data moved through USB
ports or any other method of creating media do so on an encrypted basis. Policy,
and common sense, should also dictate that these same media types never be used
for single copies of any data, especially mission critical or business
confidential, and limit their use to temporary movement of data from one
location to another.

#8: Centralization

points of failure can be security nightmares. As important as it is to secure
corporate networks, systems, and data, it’s especially critical to do so when
those assets are centrally located. Smaller organizations with limited
technology resources are particularly vulnerable because they typically have
one LAN room or one server rack, which is the entire network for the whole

Unauthorized access, power
problems, communications glitches, protocol incompatibilities, and questionable
system philosophies can all contribute to catastrophic consequences. When
technology assets are centralized either as a result of limited resources or
simply due to a valid design consideration, attention must be given to special
security requirements to ensure continuous operation.

#9: Decentralization

The opposite situation comes
with security considerations of its own. Multiple copies of individual systems
or databases all must be equally well secured; one compromised copy renders the
entire application suspect. One of the more difficult situations to deal with
in global organizations with presences in various countries occurs where
Internet access is neither robust, consistent, nor reliable. In this case, the
best solution is often to install a distributed DNS server for offline synch
with the main corporate network, providing a local facility that while not real
time, is at least a comprehensive copy no more than one half day old of
necessary data. Since this requires putting sensitive or confidential
information out into the field, policies and procedures must be enforced that
provide the same level of security for the decentralized facility as that for
the main corporate network to avoid the same risks of infiltation and

#10: Turnover

changing jobs represent a particularly difficult security challenge. A
generation ago, you’d simply turn in your keys and go on with your life, but it’s
not so easy to do that when the keys are virtual entries into secure systems.

Every access granted to
individual employees has to be tracked so that at departure time, those
accesses can be turned off. In some cases, security systems will have to be
cycled for everyone remaining with an organization when a key employee having a
deep level of access goes elsewhere.

Jeff Relkin has 30+ years of
technology-based experience at several Fortune 500 corporations as a developer,
consultant, and manager. He has also been an adjunct professor in the master’s
program at Manhattanville College. At present, he’s the CIO of the Millennium
Challenge Corporation (MCC), a federal government agency located in Washington,
DC. The views expressed in this article do not necessarily represent the views
of MCC or the United States of America.