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5 Mistakes Companies Make When Retiring IT Equipment (and How to Avoid Them)

May 22, 2025 at 7:14 pm by Amanda Canale

As technology evolves at a relentless pace, organizations are continually refreshing their IT infrastructure to stay competitive, secure, and efficient. But with the excitement of onboarding new systems comes a less glamorous yet equally critical task—retiring outdated IT equipment. This phase is often overlooked or rushed, leading to significant security, compliance, and environmental risks. Retiring IT assets isn’t just about unplugging and discarding them; it requires a thoughtful, documented, and secure process.

Here are five common mistakes companies make when retiring IT equipment, and how to avoid them.

Assuming Data Is Gone After Deletion

Perhaps the most pervasive and dangerous misconception is that data is permanently erased simply by deleting files or formatting hard drives. In reality, deletion simply removes the pointers to data, not the actual data itself. Without proper data sanitization protocols, sensitive corporate or customer information can still be recovered using forensic tools—even from devices that appear “clean.”

To prevent this, organizations must implement certified data destruction processes that meet or exceed standards such as NIST 800-88 or NSA, depending on the industry and classification of the data being destroyed. This can involve physical destruction, such as shredding, crushing, or disintegrating, and degaussing. However, if the drive contains classified information, it should be degaussed then physically destroyed, per the NSA. This two-way destruction method ensures complete and total obliteration.

Proper documentation should include both the data’s chain of custody and the destruction process. It’s also important to retain certificates of destruction for auditing purposes. Relying on basic deletion is a gamble no organization should take, especially with data privacy regulations tightening worldwide.

Overlooking Nontraditional Data Sources

When thinking about data-bearing equipment, organizations typically focus on obvious items like servers, desktops, or laptops. However, nontraditional data sources often fall through the cracks. Devices such as printers, copiers, VoIP phones, network switches, external hard drives, and even smart devices can store sensitive configuration data, credentials, or internal communications.

The root cause of this oversight is often a lack of a comprehensive IT asset inventory. Without knowing exactly what equipment exists and what data it might contain, companies risk leaving information behind during decommissioning. Creating and maintaining a detailed asset inventory—updated continuously throughout the hardware lifecycle—is essential. It allows for thorough tracking and ensures every device is accounted for, assessed for data sensitivity, and handled properly during retirement.

Not Verifying E-Waste Recyclers

Environmental responsibility is an increasingly important part of corporate social governance, and most businesses strive to dispose of retired IT assets through recycling partners. However, not all e-waste recyclers operate ethically or securely. Some may claim to responsibly dispose of electronics but instead export hazardous waste to developing countries or improperly dispose of data-bearing devices, creating significant brand and legal risks.

Due diligence is critical when selecting a recycling partner. Look for certifications such as R2 (Responsible Recycling) or e-Stewards, which ensure adherence to high environmental and data security standards. Auditing the recycler’s practices, requesting references, and visiting their facilities when possible can also help verify their legitimacy. Partnering with a reputable recycler protects both your company’s reputation and the planet.

Delaying Decommissioning

Outdated or unused IT assets often sit idle in storage closets, server rooms, or even employee homes for extended periods. This delay in decommissioning can create a host of problems. Unsecured, unused devices are prime targets for data breaches, theft, or accidental loss. Additionally, without a timely and consistent retirement process, organizations lose visibility into asset status, which can create confusion, non-compliance, or unnecessary costs (like continued software licensing or maintenance).

The best way to address this is by implementing in-house destruction solutions as an integrated part of the IT lifecycle. Rather than relying on external vendors or waiting until large volumes of devices pile up, organizations can equip themselves with high security data destruction machinery—such as hard drive shredders, degaussers, crushers, or disintegrators—designed to render data irretrievable on demand. This allows for immediate, on-site sanitization and physical destruction as soon as devices are decommissioned. Not only does this improve data control and reduce risk exposure, but it also simplifies chain-of-custody tracking by eliminating unnecessary handoffs. With in-house destruction capabilities, organizations can securely retire equipment at the pace their operations demand—no waiting, no outsourcing, and no compromise.

Failing to Establish a Chain of Custody and Involve Compliance Teams

Retiring IT equipment isn’t just a logistical or technical task—it’s also a matter of governance and accountability. Many organizations fail to establish a documented chain of custody when IT assets are moved, stored, or handed off to third-party vendors. This lack of visibility and traceability increases the risk of data loss, theft, or mishandling.

Furthermore, failure to involve compliance, legal, and security teams in the decommissioning process can lead to overlooked regulatory obligations or missteps. In industries governed by HIPAA, GDPR, PCI-DSS, or similar regulations, improper data disposal can result in hefty fines and reputational damage. In the government sector, improper disposal can result in far worse scenarios, such as the leak of classified national secrets.

To avoid this pitfall, organizations must formalize their decommissioning policies and workflows. This includes tagging each asset, tracking its movement through every stage of decommissioning, and involving all relevant stakeholders. A documented chain of custody ensures accountability and supports audits or investigations, should they arise. Including compliance and security teams in the planning stages helps identify applicable regulations and ensures proper adherence from start to finish.

Why In-House, High-Security Data Destruction Matters More Than Ever

All of the above mistakes share a common theme: a lack of control. The more hands data passes through, the higher the risk of exposure. That’s why in-house high-security data destruction is not only a best practice—it’s becoming a necessity.

By investing in high security data destruction solutions that are designed specifically for in-house data destruction, companies maintain full custody of their data from start to finish. Physical destruction solutions such as NSA/CSS-listed disintegrators, degaussers, and hard drive shredders allow businesses to render data unrecoverable before any asset leaves the premises. This eliminates the reliance on third-party vendors, reduces the risk of chain-of-custody failure, and reinforces compliance with the most stringent data protection regulations.

Moreover, in-house solutions offer operational flexibility and peace of mind. Assets can be destroyed immediately, in a controlled environment, by trained staff—ensuring sensitive data never leaves corporate oversight. For sectors like defense, healthcare, finance, and critical infrastructure, this level of control isn’t just helpful—it’s essential.

Organizations that take data destruction seriously are recognizing that outsourced convenience doesn’t always equal security. As threats to information security become more sophisticated, the safeguards must follow suit. Security Engineered Machinery’s (SEM) data destruction equipment is a proactive investment in compliance, reputation, and operational integrity.

In the end, how an organization disposes of its IT assets says just as much about its values as how it deploys them. When the goal is to protect data at every stage of its lifecycle, the most secure option is the one that never lets it out of your sight.

ISO 27001: Achieving Data Security Standards for Data Centers

March 19, 2025 at 4:50 pm by Amanda Canale

In today’s digital world, data is more than just an asset—it’s the lifeblood of every business and organization. From customer information to proprietary research, organizations rely on data to drive operations, inform decision-making, and maintain competitive advantages. But as the volume of sensitive data grows, so do the risks. Data breaches, cyberattacks, and unauthorized access can have catastrophic consequences for organizations, both on a financial and reputation level. To address these increasing concerns, ISO 27001 provides a comprehensive framework for managing information security within businesses and organizations, and it is especially crucial for data centers. This internationally recognized standard helps organizations safeguard sensitive data by outlining systematic processes for implementing, monitoring, reviewing, and improving information security management practices.

Understanding ISO 27001 and Its Importance for Data Centers

The International Organization for Standardization (ISO), a global non-governmental organization, developed an international standard known as ISO 27001. This standard helps organizations establish, implement, and maintain an Information Security Management System (ISMS) and provides a structured approach to managing sensitive company information, ensuring its confidentiality, integrity, and availability. Data centers, which handle vast amounts of sensitive data, are particularly vulnerable to security breaches and threats. As the so-called custodians of this valuable asset, data centers must ensure their security practices are robust, adaptable, and up to the standards required by clients, regulatory bodies (such as the NSA), and industry best practices. ISO 27001 serves as a vital standard in meeting these objectives.

The beauty of ISO 27001 lies in its comprehensive scope. It ensures data centers implement policies, procedures, and controls across various areas, from risk assessment and access control to physical security and monitoring for potential threats. What’s more, this isn’t a one-time setup. The standard requires ongoing reviews and updates to ensure security measures evolve with emerging risks, regulatory changes, and technological advancements.

For data centers, ISO 27001 isn’t just a certification—it’s a proactive, ongoing effort to identify, address, and mitigate risks that could threaten the integrity of their operations and the security of their clients’ data.

The Certification Process: Steps Toward ISO 27001 Compliance

Achieving ISO 27001 certification is not an overnight process. It’s a journey that requires commitment, resources, and a structured approach in order to align the organization’s information security practices with the standard’s requirements.

The first step in the process is conducting a comprehensive risk assessment. This assessment involves identifying potential security risks and vulnerabilities in the data center’s infrastructure and understanding the impact these risks might have on business operations. This forms the foundation for the ISMS and determines which security controls are necessary.

Once the risks have been identified, data centers must develop policies, procedures, and protocols that address each of the identified risks. These policies cover a wide range of security aspects, including access control, data encryption, incident response, and employee training. It is crucial that these policies be tailored to the unique needs of the data center and its operations.

After developing the necessary documentation, the data center must implement the ISMS and ensure it is functioning as intended. This involves securing the infrastructure, enforcing security protocols, and ensuring that employees and contractors follow the established security practices. Following the implementation of the ISMS, an independent external auditor will typically assess the data center’s adherence to the ISO 27001 standard. If the data center meets the requirements, certification will be awarded.

It is important to note that obtaining ISO 27001 certification is not a one-time achievement. Maintaining compliance requires ongoing efforts, including regular internal audits and continual monitoring to ensure that security controls are effective and up to date. Changes to the data center’s operations or the emergence of new risks may necessitate adjustments to the ISMS to keep it relevant and effective.

ISO 27001 and Risk Mitigation: Enhancing Security Posture

One of the key benefits of ISO 27001 is its focus on risk management. Rather than simply reacting to security incidents, ISO 27001 promotes a proactive approach that helps data centers identify, assess, and address security risks before they lead to both external threats (cyberattacks or natural disasters) and internal risks (employee negligence or system failures). By addressing these risks early, they can reduce the likelihood of incidents and minimize the damage if one does occur.

The standard also emphasizes the importance of continual improvement. ISO 27001 requires data centers to regularly review and update their ISMS to ensure it remains effective in the face of new threats and challenges. This iterative cycle of monitoring, reviewing, and refining security practices ensures that data centers can stay ahead of emerging risks and respond effectively to changes in the threat landscape. As a result, ISO 27001 helps organizations build a more resilient security posture that can adapt to changing conditions.

The Role of Data Destruction in ISO 27001 Compliance

A crucial, yet often overlooked, aspect of ISO 27001 compliance is the proper destruction of data. Data centers are responsible for managing vast amounts of sensitive information and ensuring that data is securely sanitized when it is no longer needed is a critical component of maintaining information security. Improper data disposal can lead to serious security risks, including unauthorized access to confidential information and data breaches.

At Security Engineered Machinery, we understand that the secure destruction of data is not just a best practice—it’s a critical responsibility. Whether it’s personal information, financial records, intellectual property, or any other type of sensitive data, the potential risks of improper disposal are too great to ignore. Data breaches and unauthorized access can result in significant financial loss, legal liabilities, and reputational damage. That’s why we emphasize the importance of high-security data destruction, ensuring that no trace of sensitive information remains accessible, regardless of the format or storage medium.

ISO 27001 addresses this same concern by establishing strict guidelines for data destruction. According to the standard, data must be securely destroyed when it is no longer required for business purposes, and it must be done in a way that prevents unauthorized recovery. This is particularly important for data centers, which handle large volumes of information, much of which may be confidential, personally identifiable, or subject to regulatory controls.

The process of data destruction can take several forms, depending on the nature of the data and the storage medium. Physical destruction (such as shredding or crushing hard drives) and degaussing are common methods used to ensure data is irretrievably decommissioned. ISO 27001 requires that data destruction be handled in a manner that meets the highest security standards, reducing the risk of data leaks or exposure. At SEM, we believe that physical destruction, when met with the degaussing for rotational hard drives storing sensitive or classified information, is the best method.

In addition to mitigating security risks, proper data destruction also helps data centers comply with legal and regulatory requirements. Many jurisdictions have strict data retention and privacy laws that mandate secure data disposal practices, particularly when it comes to personally identifiable information (PII) or financial data. By following ISO 27001’s data destruction guidelines, data centers can reduce their liability and avoid potential legal consequences.

Conclusion: The Value of ISO 27001 for Data Centers

ISO 27001 is a comprehensive and effective framework for managing information security risks within data centers. It offers a structured approach to identifying, mitigating, and monitoring security threats, helping organizations maintain a secure environment for the vast amounts of sensitive data they handle. Certification demonstrates a data center’s commitment to protecting the confidentiality, integrity, and availability of client data, enhancing its reputation and instilling trust among customers and partners.

Achieving and maintaining ISO 27001 certification requires ongoing effort and attention, but the benefits far outweigh the costs. Not only does it help mitigate risks and improve overall security posture, but it also establishes clear protocols for secure data destruction, reducing the risk of data breaches and legal liabilities. Ultimately, ISO 27001 provides data centers with the tools they need to enhance their security practices, stay ahead of emerging threats, and continue operating in an increasingly complex and risk-laden digital world.

The Evolution of Data Storage and the Need for Robust Data Decommissioning Solutions

November 7, 2024 at 8:00 am by Amanda Canale

In an age defined by the rapid evolution of technology and an ever-growing reliance on data, the storage and management of our data has undergone quite the transformation. From early forms of data storage, such as floppy disks and hard drives, to cloud technologies, the methods of data storage are unrecognizable compared to just a couple of decades ago. As our reliance on digital information grows, so too does the necessity for effective data management strategies, particularly when it comes to maintaining a chain of custody and decommissioning outdated or obsolete data storage devices. The increasing volume of sensitive data and the sophistication of cyber threats now require a more robust approach to data decommissioning and documentation, an approach that is quickly aligning with the stringent standards set by federal regulations.

Dynamic Duo: Data Decommissioning & Chain of Custody

Historically, data storage was a straight-forward process, with physical devices directly linked to the management and protection of information. As businesses have transitioned to modern digital systems, the amount of data generated and stored has surged dramatically. This explosion of data, so to speak, has led to a shift toward cloud-based systems and the maximization of data center square footage, offering scalable and flexible storage solutions. While there is no denying that cloud services allow organizations to access vast amounts of data from virtually anywhere, and that they foster collaboration and innovation, this convenience also comes with its own set of challenges, especially concerning data security and privacy.

As organizations increasingly adopt cloud storage, what’s often neglected is the criticality of both data decommissioning and a chain of custody. The process of decommissioning data involves more than just deleting files or formatting drives; it requires a comprehensive approach to ensure that sensitive information is irretrievable. Central to this process is the concept of a chain of custody. A chain of custody refers to the meticulous tracking and documentation of data all the way from its creation to its destruction. A well-maintained chain of custody provides an unbroken record of when, where, and by whom the data has been handled, stored, and ultimately if it was decommissioned in a secure and compliant manner.

With the growing number of data breaches and cyberattacks, the stakes have never been higher. Commercial companies are now realizing that failing to properly document the data’s lifecycle and securely decommission the data can lead to catastrophic consequences, including financial loss, legal ramifications, and damage to reputation. An effective chain of custody, combined with a high security decommissioning plan, mitigate these risks by ensuring accountability at every stage of data management; most importantly, once it reaches end-of-life. It serves as a safeguard against unauthorized access and provides evidence of compliance during audits or investigations.

Federal Standards Entering the Commercial Sphere

In response to these evolving threats, many organizations are looking to the practices established by federal regulations as a benchmark for their data decommissioning processes and stringent chain of custody documentation. The federal government has long understood the importance of safeguarding sensitive information, especially in sectors like defense, intelligence, and healthcare. Guidelines from agencies such as the National Institute of Standards and Technology (NIST) have outlined protocols for data destruction that emphasize not only the need for thoroughness but also for full compliance of industry best practices.

Ultimately, due to the sensitivity and classification of the data collected and stored by the federal government, it is them that set the gold standard for these guidelines, further affirming their reliability and effectiveness when it comes to data security.

As commercial markets begin to adopt the federal government’s stringent standards, data decommissioning methods have also begun to shift. Now, physical destruction of data storage devices is becoming an industry norm. Rather than relying solely on software solutions to wipe data, organizations are investing in hardware destruction solutions that ensure data is obliterated beyond recovery. Techniques such as shredding, crushing, and degaussing magnetic media, are gaining traction, as they provide a reliable safeguard that sensitive data cannot be accessed or reconstructed.

Key Factors

This commercial shift towards high security physical destruction is driven by several factors. First, the complexity of data retrieval technology means that even the most sophisticated software solutions can sometimes fail to completely erase data, especially when dealing with advanced recovery techniques. Physical destruction mitigates this risk, providing an indisputable end to data accessibility. Second, the increasing regulatory scrutiny surrounding data privacy and protection has made compliance a significant concern for many businesses. Adopting methods that align with federal standards not only safeguards data but also builds trust with clients and stakeholders.

As organizations adopt their data decommissioning strategies to mirror those of the federal government, they are in turn discovering additional benefits beyond security and compliance.

Operational Efficiency and Long-Term Benefits

The practice of physically destroying data storage devices can also lead to improved operational efficiency. By ensuring that obsolete hardware is no longer in circulation, commercial entities can reduce clutter, streamline their data management processes, and free up resources for more productive uses. In many cases, organizations are realizing that investing in comprehensive data decommissioning solutions can lead to long-term savings and enhanced organizational integrity.

SEM: High Security Data Decommissioning Experts

In this evolving digital world, partnerships with specialized data destruction manufacturers (like SEM) are becoming increasingly essential.

We at SEM bring the necessary expertise and experience, ensuring that commercial entities and data centers adhere to the best practices for data decommissioning— having serviced the federal government for over 55 years, we understand what it takes to meet the highest standards. Additionally, we provide verification and certification of destruction, which can serve as proof of compliance in the event of an audit or investigation.

As we move forward in this data-driven world, the narrative surrounding data decommissioning must evolve alongside our storage technologies. The growth of cloud solutions and the increasing complexities of data management necessitate a proactive approach to data security, emphasizing the importance of thorough and effective data decommissioning processes. Organizations that prioritize these practices will not only protect themselves against data breaches and legal repercussions but will also foster a culture of responsibility and trust within their operational frameworks.

Conclusion

There is no denying that the evolution of data storage and the rise of cloud technologies have brought about unprecedented opportunities and challenges. As the volume of data continues to soar, the importance of robust data decommissioning solutions and documentation cannot be overstated. By adopting practices that mirror the stringent standards set by the federal government, organizations can ensure that their sensitive information is safeguarded against the ever-present threats of our digital age. In doing so, they can position themselves as responsible stewards of data, ready to meet the challenges of tomorrow with confidence and integrity.

Virtual Reality, Real Threats: Understanding Cyber Risks in AR/VR Applications

October 24, 2024 at 8:00 am by Amanda Canale

As virtual reality (VR) and augmented reality (AR) technologies have become integral to gaming, education, social interaction, and even work environments, the need for robust security measures has become critical to protect the digital assets and personal information stored in these immersive spaces. Like any other virtual environment, VR and AR platforms house vast amounts of sensitive data—from user profiles to behavioral logs and communication histories. While security measures like encryption and data retention policies play crucial roles in safeguarding this information, data destruction is often overlooked but is of equal importance (if not more so).

The Rise of Virtual and Augmented Reality

In recent years, VR and AR have evolved from niche technologies to mainstream tools used for entertainment, business collaboration, healthcare, and more. With this rise comes the generation of vast amounts of personal data, creating a unique set of security challenges. Whether it’s a VR gaming platform where users engage in interactive worlds or an AR app overlaying digital data onto real-world environments, the volume of information collected—such as location, preferences, behavioral patterns, and even biometric data—requires careful protection.

What’s more is that the highly immersive nature of these platforms only intensifies the stakes. Users’ virtual identities, actions, and interactions are deeply personal and, in many cases, may reveal more personally identifiable information (PII) than traditional social media platforms. It is because of this that a comprehensive approach to data security, which includes not just the protection but also the complete and proper destruction of data when it’s no longer needed, is necessary.

The Data at Stake: Digital Assets and Personal Information

The data stored in virtual worlds extends far beyond simple usernames and passwords. Some of the key digital assets and personal information at stake include:

User profiles: Detailed records of a person’s preferences, behavior, and interactions within the virtual or augmented world.
Behavioral data: Tracking a user’s movements, choices, and actions can create a profile that companies can use for targeted advertising or product development.
Communication logs: Chats, voice conversations, and shared media may be recorded and stored, raising privacy concerns.
Virtual goods and avatars: Items bought or created in virtual environments, such as skins, virtual real estate, or personalized avatars, carry significant monetary and sentimental value.

In these virtual immersive worlds, data breaches or misuse can have real-world implications. Imagine losing control of a virtual property you purchased or having your communication logs exposed. The need to securely manage and eventually destroy this data is just as critical as its initial protection.

Methods of Security: Data Protection from Creation to Destruction

To address these risks, virtual and augmented reality platforms implement several security methods, from encryption to data retention policies. But without the final step of data destruction, these measures can fall short.

Encryption

Encryption is a foundational security method, ensuring that any data stored in or transmitted through VR/AR platforms is protected from unauthorized access. End-to-end encryption can secure personal messages, while encryption of data at rest safeguards stored digital assets. However, encryption alone does not erase data—ensuring that sensitive information is entirely eliminated requires proper data destruction processes.

User Consent and Transparency

User consent and transparency are vital in managing personal data within virtual spaces. Users should be fully aware of what data is being collected and how it will be used. In AR applications, where the lines between physical and virtual worlds blur, obtaining user consent for location tracking and environmental scanning becomes even more critical. Yet, it’s essential to inform users not just about data collection, but also about how and when their data will be destroyed when it’s no longer needed.

Data Retention Policies

Setting clear data retention policies is crucial for ensuring that information isn’t stored indefinitely. For instance, VR gaming platforms may need to retain certain user behavior data for gameplay improvement, but this data should be deleted once it’s served its purpose. Regular audits and automated deletion systems can enforce retention limits, ensuring data is purged in a timely manner.

Chain of Custody and Decommissioning

Finally, proper chain-of-custody practices and decommissioning of outdated or unused hardware are critical for ensuring that data is not exposed during transitions. A chain of custody is a detailed, documented trail of who is handling the data, its movements, who has access, and any other activity. Ensuring compliance and security, this critical documentation should only be handled by authorized personnel, ensuring that sensitive data is not only handled properly throughout its lifecycle, but is also securely destroyed when it reaches end-of-life, meeting both auditing standards and data decommissioning best practices. Whether it’s a VR headset that’s no longer in use or a server that’s being retired, every device containing user data should follow a strict process for destruction.

High security data destruction ensures that no residual data can be recovered from physical devices. Our comprehensive solutions cover a range of data destruction methods to meet the unique needs of VR/AR environments. From our EMP1000-HS degausser that scrambles and breaks the hard disk drive’s binary code, to physical destruction techniques like disintegration and shredding, our solutions ensure that data is irretrievable at every stage. Whether you’re decommissioning a server or phasing out outdated VR hardware, our customizable solutions provide a layered approach that addresses all aspects of data security, guaranteeing full compliance and protection for both physical and digital assets.

Conclusion

As virtual and augmented reality continue to expand their reach into various aspects of our daily lives, the need for controlled destruction of collected and stored data is essential.

While encryption, user consent, and data retention policies provide essential layers of protection, they must be complemented by thorough data destruction processes to fully safeguard sensitive information. In these immersive worlds, where personal identities, digital assets, and behavioral data are deeply intertwined with real-life implications, neglecting the proper destruction of data can lead to serious privacy risks. Therefore, ensuring that both the digital and physical elements of VR and AR ecosystems follow stringent data destruction protocols is key to maintaining user trust and securing the future of these groundbreaking technologies.

Navigating FedRAMP’s 2024 Updates – What CSPs Need to Know

September 27, 2024 at 8:00 am by Amanda Canale

Since July 2024, the Federal Risk and Authorization Management Program, or FedRAMP, has undergone significant changes that will greatly impact the way cloud service providers (CSPs) are able to obtain authorization to work alongside the federal government and its agencies.

Prior to the recent revision, the authorization process was conducted via one of two methods: Authorize to Operate (ATO) by way of agency authorization, and Provisional Authority to Operate (P-ATO) via the Joint Authorization Board (JAB). Both methods included a three-step process: Preparation, Authorization, and Continuous Monitoring.

Now, there is a singular authorization process, ATO, making P-ATO no longer an option for CSPs.

Recent Changes to Authorization Process

As part of the revision, FedRAMP has introduced several measures that are aimed at speeding up the authorization process without sacrificing the necessary level of scrutiny.

Streamlined Authorization Process

One of the notable changes involves the modernization of the process for achieving ATO. Previously, obtaining FedRAMP authorization was a complex and time-consuming process, involving multiple steps and significant investment from CSPs. However, with these new changes, FedRAMP is moving towards streamlining the authorization process while maintaining the integrity of security standards, meaning there will be only one authorization method for CSPs — ATO.

With FedRAMP’s new streamlined process, comes the dismantling of the JAB and the P-ATO process, and the implementation of the new governing body, the FedRAMP Board. The board will, “approve and help guide FedRAMP policies, bring[ing] together the federal community to create a robust authorization ecosystem,” said Eric Mill, the executive director for cloud strategy at the U.S. General Services Administration (GSA).

Due to the single authorization method, communication will become more fluid, ensuring that CSPs can address agency concerns in real time, which is expected to expedite approvals. The program has also emphasized more transparent guidelines, clarifying the steps needed to achieve compliance. This reduces the guesswork for cloud service providers and enables them to better align their security practices with federal requirements from the onset, rather than having to backtrack and make corrections during the authorization process.

The goal of this new streamlined process is to get more CSPs through the authorization pipeline faster while still maintaining robust security standards, which is a stark difference from the P-ATO process that was only conducted during specific times of the year. This effort was created based on the feedback within the cloud service industry where companies voiced concerns about the length of time it takes to gain authorization, especially given the rapid pace at which technology changes.

Photo of a table displaying binary code and cybersecurity lock symbol. On top of the table is an iPad being held by two hands and the iPad has an American flag on it.

Emphasis on Automations

Among the most impactful changes is the increased emphasis on continuous monitoring and automation. The use of automated tools that can assess security controls in real-time allows cloud service providers to detect vulnerabilities swiftly and efficiently throughout the entire FedRAMP process. This shift towards automation aims to minimize human error, improve response times to threats, and ensure that cloud environments remain secure as they continue to grow and change. Continuous monitoring will now play a more central role in FedRAMP, allowing agencies and cloud providers alike to be better equipped to respond to cybersecurity threats.

This emphasis on automation is supported by a new technical documentation hub that was specifically designed to support CSPs during the authorization process. The automate.fedramp.gov website offers CSPs with all the necessary documentation to support them during the authorization process. This documentation includes detailed technical specifications, best practices, and guidance on managing their authorization packages.

The intention of this new hub is to provide CSPs with quicker and more frequent documentation updates, improve the user experience for those implementing FedRAMP packages and tools, and to provide a collaborative workflow.

There are plans in place to expand the capabilities of the hub, with the intention to also integrate FedRAMP authorization submissions.

Implementation of Red Teaming

Previous authorization methods included a three-step process: preparation, authorization, and continuous monitoring. In previous iterations, part of the preparation process for both methods was an initial assessment of the CSOs done by an independent third-party assessment organization (3PAO).

The appointed 3PAOs would conduct a thorough evaluation of the CSP’s security package, which included both a documentation review and testing of the cloud service’s implementation of their security controls. Additionally, CSPs were required to provide monthly and annual security assessments, vulnerability scans, and other documentation to prove their ability to protect federal data as part of their continuous monitoring.

With this new revision, FedRAMP has also introduced a new mandate surrounding red teaming, adding an additional layer of scrutiny for cloud security. Red teaming is an advanced form of ethical hacking where security experts simulate real-world attacks on cloud environments to uncover vulnerabilities that traditional testing methods might miss. This new mandate requires CSPs to undergo periodic red teaming assessments, ensuring that their systems can withstand sophisticated threats that are constantly evolving in the cybersecurity landscape.

By simulating these real-world attacks, red teaming identifies weaknesses before they can be exploited, giving CSPs the chance to proactively address potential threats. It’s a vital step in recognizing the importance of not just meeting baseline security standards but continuously improving security postures to keep pace with emerging threats.

While this new requirement adds an additional layer to the authorization process, it also provides peace of mind for both the CSPs and government agencies, reinforcing the trust necessary for working with sensitive government data.

Digital illustration of a government building surrounded by glowing data streams, representing modern technology and cybersecurity.

Conclusion

At its core, FedRAMP allows federal agencies to leverage modern cloud technologies while maintaining the necessary security protocols. However, as technology evolves and cybersecurity threats become more sophisticated, FedRAMP has had to adapt to ensure CSPs can remain flexible while still adhering to the government’s stringent security requirements.

These significant changes reflect not only the evolving world of cybersecurity threats, but also the increasing complexity of cloud environments. This revision highlights the program’s adaptability and commitment to maintaining a high level of security across all federal cloud environments. The foundation laid by these updates will help streamline the authorization process, enhance monitoring capabilities, and ultimately provide greater assurance that government data remains protected in an ever-changing threat landscape.

As these recent changes continue to take effect, they are set to shape the future of cloud security for federal agencies, creating a more secure and efficient path forward for cloud adoption across the U.S. government. SEM will be closely following the ongoing evolution of the FedRAMP process and will continue to provide you with the latest updates and guidance to help you navigate the authorization process effectively.

Protecting Financial and Insurance Data: Key Compliance Mandates to Know

September 20, 2024 at 8:30 am by Amanda Canale

Every day, financial institutions face threats of data breaches, making cybersecurity a critical aspect of their operations. As technology evolves, so do the malicious tactics used by cybercriminals to exploit vulnerabilities in the financial sector. This is where compliance regulations come into play. These regulations are designed to protect sensitive financial information, mitigate cyber risks, and maintain the integrity of the financial system.

At the heart of financial compliance is the responsibility to safeguard consumer data and financial information. Financial institutions, from banks to insurance firms, collect and process vast amounts of personal and financial data, that if breached, can be a major liability to both organizations and individuals alike. This data can include everything from credit card numbers and social security details to transaction histories and insurance policies. Given the sensitivity of this information, these regulatory frameworks were developed to ensure its constant protection.

Here’s an overview of some of the critical regulations shaping the world of finance compliance.

Sarbanes-Oxley Act (SOX)

The Sarbanes-Oxley Act (SOX), passed in 2002, was established to protect investors by improving the accuracy and reliability of corporate financial disclosures and reporting. Although the act focuses on financial transparency and corporate governance, SOX compliance is mandatory for all public companies.

A crucial part of SOX compliance is record retention. Financial and insurance companies must keep a wide range of documents, from financial statements and accounting records to emails and client information, for a specific timeframe. While SOX doesn’t dictate exactly how records should be destroyed, it stresses the importance of maintaining accurate, unaltered data, for specific lengths of time.

When it’s time to securely dispose of expired records, organizations should, at a minimum, implement a risk management and destruction plan that falls in compliance with NIST 800-88 data disposal standards to ensure sensitive information is destroyed responsibly and in line with SOX requirements.

Fair and Accurate Credit Transactions Act (FACTA)

The Fair and Accurate Credit Transactions Act (FACTA), enacted in 2003, is a crucial piece of legislation aimed at enhancing the accuracy, privacy, and security of consumer information. FACTA as it stands today, amended the Fair Credit Reporting Act (FCRA) and was introduced to address growing concerns about identity theft and consumer credit reporting practices.

At its core, FACTA provides consumers with greater access to their credit reports and includes measures to assist with fraud prevention. One of its most notable impacts is allowing consumers to request a free annual credit report from each of the major credit reporting agencies, ensuring individuals can monitor their credit history and identify potential discrepancies.

While FACTA doesn’t mandate just one specific method for disposing of consumer report information, it allows some flexibility, enabling organizations to choose their disposal method based on the sensitivity of the data and the associated costs. It is, however, recommended to follow NIST 800-88 data disposal standards for secure and compliant destruction of consumer reports.

General Data Protection Regulation (GDPR)

The European Union’s General Data Protection Regulation (GDPR) has had a profound impact on global financial institutions and their operations. GDPR focuses on data privacy within the European Union and was designed to protect the personal data of the region’s citizens from cyberattacks. Organizations that process data from EU citizens must comply with GDPR, meaning organizations with EU customers, visitors, branches, those offering goods or services in the region, and even cloud computing companies. Essentially, regardless of where the organization is located, if the data of EU residents is involved, compliance with GDPR standards and regulations is non-negotiable.

The mandate also grants individuals the freedom to have a say in what happens with their data, giving them the right to access, correct, and destroy their data. Organizations must also implement enforce stringent security measures to protect that information from unauthorized access or breaches and maintain transparency about how data is used.

The GDPR checklist for data controllers is a phenomenal tool designed to help keep organizations on the road towards data security compliance. More information on GDPR’s data destruction best practices can be found here.

Gramm-Leach-Bliley Act (GLBA)

The Gramm-Leach-Bliley Act (GLBA), passed in 1999, focuses on the protection of non-public personal information (NPI) in the financial services sector. The GLBA primarily governs how financial institutions handle the privacy of sensitive customer data and sets strict regulations on how that information can be collected, stored, and shared. By ensuring that businesses adopt responsible data management practices, the GLBA aims to protect consumers from financial and insurance fraud. Financial institutions, such as banks, credit unions, and insurance companies, are required to provide clear and transparent privacy policies, informing customers about the ways their information may be used or shared with third parties.

A key component of the GLBA is the Financial Privacy Rule, which outlines specific guidelines that financial institutions must follow when collecting personal data. This rule requires institutions to give customers the option to “opt-out” of having their information shared with non-affiliated third parties, thereby empowering consumers to have more control over their personal data.

In 2021, responding to the rise in data breaches, the Federal Trade Commission strengthened data security protocols under GLBA with an updated Safeguards Rule. This rule extends to all non-bank financial institutions, including mortgage companies, car dealers, and insurance companies, ensuring customer financial data is securely protected.

One of the key requirements of the Safeguards Rule is that these institutions must implement a secure disposal policy for customer information within two years of its last use—unless retention is legally or operationally necessary. Although the rule doesn’t list a specific disposal method, following NIST 800-88 data disposal standards is widely regarded as a best practice.

Payment Card Industry Data Security Standard (PCI DSS)

The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards established by major credit card companies to protect payment card information and ensure the secure handling of credit and debit card transactions. Established in 2004 by major credit card companies, including Visa, MasterCard, and American Express, PCI DSS applies to any organization that processes, stores, or transmits payment card information. The goal of these standards is to minimize the risk of breaches, fraud, and identity theft, and quicken data breach response times by enforcing strict security practices across all entities involved in the payment process.

PCI Requirement 3.1 specifically mandates that organizations securely dispose of cardholder data that is no longer needed, with the principle, “if you don’t need it, don’t store it.” Retaining unnecessary data creates a significant liability, and only legally required data should be kept. This applies to any organization involved in processing, storing, or transmitting payment card information—from retail businesses and payment processors to banks and card manufacturers.

While PCI DSS does not prescribe a specific method for data destruction, the consequences of non-compliance are severe. To mitigate risks, organizations should have clear policies in place for securely destroying all unnecessary data, including both hardcopy documents and electronic media like hard drives, servers, and storage devices.

For PCI DSS compliance, it’s recommended to follow NIST 800-88 data disposal standards to ensure secure and thorough destruction of cardholder data.

Conclusion

Understanding and complying with these mandates is crucial for financial institutions to navigate the complex regulatory environment. By implementing robust internal controls, risk management protocols, and staying informed about regulatory changes, organizations can uphold the principles of transparency, security, and trust that are fundamental to the industry.

Sustainable Security: High Security Data Destruction Solutions

August 21, 2024 at 8:00 am by Amanda Canale

Data security is a top priority for everyone nowadays — from corporations large and small, across industries, and even on an individual level — and we’re all concerned about keeping our private information away from unauthorized eyes. But as we become more aware of our environmental impact, it’s important to ask ourselves: how can we protect our data while also protecting the planet?

At Security Engineered Machinery, we believe that security shouldn’t come at the cost of the environment. That’s why we’ve developed high security, eco-friendly data destruction solutions that prioritize both data security and sustainability.

HEPA Filtration

Traditional methods of data destruction, such as incineration and shredding, often involve high energy consumption and produce harmful emissions, affecting not only individuals but all lifeforms. The remnants of these destroyed devices, such as hard drives and solid-state drives, can contribute to electronic waste (or e-waste), which is a major environmental concern.

In order to mitigate the amount of harmful e-waste that is released during the destruction of hard drives, solid-state drives, and other data storage devices, we have equipped our HDD, SSD, and combo solutions with advanced HEPA filtration systems. These filtration systems capture the harmful particles and emissions that are released during destruction, preventing them from being released into the atmosphere and enhancing air quality.

HEPA filtration not only protects the environment but also ensures a safe work environment for our operators.

Briquette Recycling Solution

When it comes to destroying high-security data, whether it be on HDDs, SSDs, paper, or other data storage devices, it can get messy fast. As we’ve discussed, particles and e-waste can make their way into the air, compromising the health of operators. Not to mention, when it comes to paper, most recycling companies have a difficult time managing the waste due to its small size. The current NSA-mandated final particle size for paper destruction is 1mm x 5mm.

To combat this, our engineers designed a high-capacity briquetting system to accompany our large, high-security paper disintegrators, significantly enhancing the efficiency of your paper disintegration process.

Our briquetting systems compress the disintegrated paper waste into dense, manageable briquettes (or “pucks”), achieving a 90% reduction in waste volume. Since they are simply produced by compressed air and don’t involve any binding agents, they are also 100% recyclable. This drastic decrease in waste not only provides our customers with a high-security document destruction solution but also one that won’t end up in landfills.

This zero-landfill approach not only aligns with green initiatives but also reinforces your organization’s (and SEM’s) commitment to environmental responsibility. By integrating our branding systems into your waste management strategy, you can confidently promote your business as a leader in sustainable practices within the high-security sector.

Standard Outlet Power

In the United States, most homes, businesses, and appliances utilize 120V power. Standard 120V outlets typically draw less power than industrial-grade outlets, which are often required for traditional data destruction equipment, which is why we at SEM have developed a diverse range of high-security solutions that run on a standard 120V outlet. This accessibility not only simplifies the setup process for many of our customers, but also makes our solutions more versatile across different environments.

By operating on a lower voltage, our machines consume less energy, leading to significant reductions in overall power usage. Lower energy consumption directly translates to a smaller carbon footprint. By designing our machines to operate efficiently on 120V outlets, we’re not just making data destruction safer and more secure—we’re also making it greener.

Model 1201CC: Oil-Less Paper Shredder

The Model 1201CC is quite the revolutionary high-security paper shredder. This solution is widely utilized within the Foreign Service and Intelligence Community, as it has been evaluated and listed by the NSA Evaluated Products List for Paper Shredders. The Model 1201CC is equipped with an energy-saving mode that turns the machine off when it is not running and can be plugged in to a standard 120V outlet, providing more energy efficiency. What sets this solution apart from other high-security paper shredders is that it is the only shredder to be evaluated and listed by the NSA for use without oil.

In addition to being oil-less, the Model 1201CC features a specially designed cutting head that can be fully replaced in-house within 20 minutes or less. This feature allows for significantly lower long-term ownership costs and waste, further reducing your carbon footprint.

Conclusion

At SEM, we are committed to further advancing the field of high-security data destruction, so you shouldn’t have to compromise when it comes to your data security and environmental responsibility.

We are proud of the fact that we can offer eco-friendly and sustainable, high-security data destruction solutions that meet the needs of our environment. By choosing a SEM high-security solution, you’re not only safeguarding your data but also contributing to a healthier planet for future generations.

Learn more about our sustainable practices by watching our latest video on our eco-friendly data destruction solutions in action.

You can hear more about SEM’s sustainable high security data destruction solutions from Todd Busic, Vice President of Sales.

Beyond Compliance: Ensuring Data Integrity and Security in the Pharmaceutical Industry

August 14, 2024 at 8:00 am by Amanda Canale

When it comes to the pharmaceutical industry, there is no disputing the fact that they handle vast amounts of sensitive data; ranging from proprietary research and development information to personal health records and clinical trial results.

As cyber threats grow increasingly sophisticated, protecting this sensitive information from unauthorized access and potential breaches is critical. The stakes are understandably high, as this data is not only the backbone of life-saving drugs and therapies but also a prime target for cybercriminals.

Thankfully now in the digital age there is a diverse range of cybersecurity measures pharmaceutical companies can adopt: from cloud and network security to compliance regulations and maintaining a strict chain of custody. However, even with these measures in place, the threat of a breach can last long after a drive has reached the end of its lifecycle, which is why high security data decommissioning is another crucial aspect of proper cybersecurity.

Importance of Compliance Regulations

Pharmaceutical companies operate in a highly regulated environment where compliance is critical. Regulatory bodies like the U.S. Food and Drug Administration (FDA), the Health Insurance Portability and Accountability Act (HIPAA), and the EU’s General Data Protection Regulation (GDPR), among others, have stringent guidelines concerning data management. These guidelines also include what constitutes as proper destruction, an aspect of data security that we argue is the most important.

These guidelines are in place to prevent unauthorized access to confidential information, safeguard patient privacy, and to maintain the integrity of research data. If a pharmaceutical company fails to comply with these regulations, it can result in severe penalties, including hefty fines, legal action, damage to their reputation, and of course, adverse effects on the lives of their patients.

Critical Compliance Regulations

Regulations like the FDA’s 21 CFR Part 11, which governs electronic records and electronic signatures, require that companies implement robust controls to ensure data integrity and security. Part 11 requires that any actions taken on electronic records, including their destruction, be recorded in an audit trail. This documentation provides validated proof that the records were destroyed in compliance with regulatory standards and that the process was carried out by authorized personnel, ensuring that patient signatures remain secure. This kind of documentation is called a chain of custody, which we will discuss in-depth later on in this blog.

Similarly, the EU’s General Data Protection Regulation (GDPR) mandates strict data protection measures. Pharmaceutical companies conducting medical trials in Europe are required to comply with GDPR regulations, including the mandate that patient data should never leave the clinical site and is only accessible by authorized personnel.

For example, pharmaceutical companies must obtain explicit consent from their patients before collecting and processing their personal data. It also requires companies to implement strict security measures to protect data from unauthorized access or disclosure, including the secure disposal of personal data when it is no longer needed. Compliance with these regulations is not optional—it is a legal requirement that ensures the trust and safety of all stakeholders involved.

One of the most prominent regulations is the Health Insurance Portability and Accountability Act (HIPAA). HIPAA establishes national standards for protecting patient health information, requiring pharmaceutical companies to implement robust safeguards when handling, storing, and transmitting patient data. This includes ensuring that data is encrypted, access to information is restricted, and that there are protocols in place to detect and respond to potential data breaches. Companies must also provide patients with rights over their data, such as the ability to access and request corrections to their health information.

Francesco Ferri, an OT security deployment and operations lead at GSK, a global biopharma company, told Industrial Cyber that, “a key factor that sets the pharmaceutical sector apart is that integrity takes priority over availability. Safety is always the main focus.”

We couldn’t agree more. After all, high-security data destruction equipment is essential for meeting these regulatory requirements.

Criticality of High Security Data Destruction

Beyond compliance and the implementation of the most robust cybersecurity defenses, the need for high security data destruction measures is driven by the critical need for data security and patient privacy. The pharmaceutical industry is a lucrative target for cyberattacks due to the high value of the data it holds. From clinical trial results to proprietary formulas, the information stored by these companies is highly sought after by hackers and competitors.

Traditional methods of data decommissioning, such as deleting or overwriting files, is not a sufficient form of destruction, especially now in an era where data recovery technologies have advanced significantly. Given the uptick in the storage capacity of hard drives, proper decommissioning is crucial in safeguarding sensitive information. High-security data destruction equipment ensures that data is irretrievably destroyed, leaving no possibility for reconstruction.

Without proper destruction protocols, sensitive information can be retrieved, leading to breaches that could compromise patient safety, intellectual property, and an advantage for competitors. A breach of this data, in any capacity, could have catastrophic consequences, including the theft of intellectual property, which could cost billions in lost revenue, or the manipulation of research data, potentially leading to unsafe products reaching the market.

Even though the pharmaceutical industry is worth over a trillion dollars, the average cost of a data breach is approximately $4.88 million, which can still gravely affect the average pharmaceutical company.

Chain of Custody’s Role in Data Security

It would be irresponsible of us to discuss proper compliance regulations and the criticality of high security data destruction in-depth without talking about the vital importance of creating and maintaining a chain of custody.

A chain of custody is strictly detailed documentation of the data’s handling, movement, access, and activity throughout its lifecycle. This type of documentation, which should only ever be handled by authorized personnel, is crucial not only for compliance and auditing purposes, but also in ensuring that the data has been securely destroyed once it reaches end-of-life. A chain of custody and secure data decommissioning procedure should always go hand-in-hand.

Conclusion

A robust cybersecurity system, compliance with regulatory mandates, a documented chain of custody, and a high security data decommissioning process combine to create a comprehensive framework for safeguarding sensitive information, ensuring data integrity, and mitigating risks throughout the entire data lifecycle. In doing so, pharmaceutical companies can reinforce the trust that stakeholders, including patients, partners, and regulators, place in their hands.

Protecting this information through proper data destruction and cybersecurity practices are not just regulatory obligations but moral ones, as well. It shows a commitment to safeguarding the dignity and privacy of individuals who rely on pharmaceutical companies to act responsibly. Our very lives depend on it.

The Six Layers of SaaS Security

June 6, 2024 at 8:00 am by Amanda Canale

When it comes to Software as a Service (SaaS), security is paramount. The architecture of SaaS applications involves multiple layers, each requiring its own set of security measures. Understanding these layers and how they interconnect helps build a robust defense system.

This is by no means an exhaustive list, as the cybersecurity landscape is constantly changing to mitigate the ever-evolving risks that come with storing sensitive information. This is simply a general overview of just some of the various aspects of SaaS cybersecurity that, when in combination with other methodologies such as SaaS Security Posture Management (SSPM), can provide applications with the security they critically need.

Layer 1: Cloud Security

The very foundation of SaaS security starts with the cloud. As the first line of defense, if the cloud is compromised, then the following security layers are subject to failure as well. It’s this key aspect that makes having proper cloud security measures in place so critical.

One aspect that some don’t often think about when picturing cloud security is the physical security of the data center. Physical barriers, surveillance and monitoring, access controls and visitor management, environmental controls, and in-house data decommissioning are all aspects of data center physical security that play a role in protecting these fortresses that safeguard the provider’s priceless assets.

Another crucial aspect of cloud security is adhering to compliance regulations. Since SaaS providers handle such high volumes of sensitive information, complying with the proper mandates and regulations allows them to avoid legal and financial consequences and mitigate risks while safeguarding both the data they’re storing and their reputation.

These are just two essential security measures that play a role in cloud security; other methods include data encryption, regular security audits, and a slew of others.

Layer 2: Network Security

Network security is the next critical layer, protecting the communication channels between users and the SaaS application, as well as between the different components within the cloud infrastructure. At its core, network security acts as the traffic cop between all communication channels. Firewalls, intrusion detection and prevention systems, secure VPNs, and encryption protocols are just a few key measures that can, essentially, prevent a traffic jam.

Another key method for providers to prevent a jam is by limiting access to untrusted sources and adopting a zero-trust model. The zero trust model is based on the assumption that the call is coming from both inside and outside of the house, meaning no entity should be trusted by default. Adopting this mentality and methodology requires providers to continuously verify user identities and device compliance, for example, through multi-factor authentication, before granting access to their resources, significantly enhancing security.

Other key network monitoring tools can help providers collect and analyze their network’s performance data to find any anomalies or suspicious activity, all in real-time. The further we go into the digital age, the more machine learning and artificial intelligence (AI) are increasingly being used to enhance these kinds of detections.

By being able to swiftly detect and address these traffic jams and anomalies, providers can mitigate the impact of potential threats and maintain the integrity of their network.

Layer 3: Server Security

Servers host not only the SaaS applications but the sensitive data of their users as well, making them pivotal to the overall security architecture.

Securing servers can include, but is not limited to:

Hardening the operating systems by disabling any unnecessary services and ports, ultimately reducing the surface area and entry points for attacks;
Limiting access for both users and processes alike so they only have as much access as needed to complete their function; and
Utilizing patch management software that keeps the server’s software and applications up-to-date for optimal streamlining reduces the risk of human error.

Additionally, adopting other security measures such as anti-virus software, intrusion detection systems, and secure configurations can also enhance the protection of servers from both external and internal threats.

Layer 4: User Access Security

Throughout this article, we’ve touched upon how controlling who can access the SaaS application, its infrastructure and components, as well as the collected data, is crucial to maintaining security. User access security involves implementing robust authentication methods, such as multi-factor authentication (MFA), and managing user privileges through role-based access controls (RBAC).

By regularly reviewing and updating user permissions, providers can ensure that only authorized individuals have access to sensitive data and functions. In tandem with stringent asset controls comes properly training these privileged roles about security best practices and potential threats to further enhance overall security.

Layer 5: Application Security

The application layer focuses on securing the SaaS software itself. At this layer lie the more intricate risks, often in the form of coding errors both internally and in any third-party components that may be used. Application security can include adopting secure coding practices, such as:

Input validation ensures that all inputs are validated and sanitized to prevent attacks and that only properly formatted data is being processed.
Output encoding mitigates cross-site script (XXS) attacks by converting data into a secure format that then prevents the browser from interpreting user-supplied data as part of the web page’s code. In layman’s terms, it prevents any interference with the web page’s intended functionality and/or appearance.
Error handling mechanisms can be used to prevent any sensitive information from being released through error messages. It allows providers to create custom error pages and log errors securely without being exposed, and more.

Again, these are just a few measures providers can take to ensure application security and maintain the integrity of their service.

Layer 6: Data Security

At the heart of SaaS security is the protection of data. That’s why we’re here! Data security is all about ensuring the confidentiality, integrity, and availability of data stored and processed by the SaaS application. Data security measures can encompass a lot of varying methods and methodologies, from all of what we’ve discussed so far in this article to encryption and backup recovery, data auditing and masking, compliance, and so much more.

To put it succinctly, data security is not a one-size-fits-all solution, nor is there a one-stop-shop for ensuring it. Data security is truly a multifaceted discipline that requires a robust approach, quite literally meaning all hands on deck.

However, there is one vital measure of data security that should always be a key ingredient in whatever security cocktail a SaaS provider concocts: creating and maintaining both a chain of custody and secure data decommissioning procedures.

A chain of custody is a detailed, documented trail of the data’s handling, movement, access, and activity throughout its lifetime that should only ever be managed by authorized personnel.

A secure data decommissioning procedure goes hand-in-hand with a chain of custody, as it is the data’s last stop and the documentation’s last box to check. The criticality of a secure data decommissioning procedure for safeguarding sensitive information cannot be overstated. When SaaS applications reach end-of-life or are moved to alternative locations, organizations must ensure that data is properly disposed of in accordance with industry regulations and best practices to ensure the data is effectively destroyed.

The Hidden Layer: Human Security

The human layer is an essential layer of SaaS security, but unfortunately, it is often overlooked. This layer recognizes that the people handling the data and equipment can be both its greatest asset and its weakest link. This layer encompasses robust security awareness training, a well-documented and maintained chain of custody, fostering a culture of security, and implementing policies that help guide secure behavior.

Routine training programs help educate employees on identifying phishing attempts, using strong passwords, and following best practices for data protection. Encouraging a security-first mindset helps create an environment where employees are vigilant and proactive about security.

By acknowledging and addressing the human layer, SaaS providers can significantly reduce the risk of insider threats and human errors, thereby strengthening the overall security posture of their applications.

Conclusion

In summary, SaaS security is not a one-stop-shop. There is no sure-fire, quick fix to ensuring the integrity of the provider and their efforts, but rather a comprehensive, robust, almost mix-and-match sort of approach that addresses each of these layers and puts data security at the forefront.

These measures not only protect the data itself but also build trust with users and comply with regulatory requirements. By implementing robust security measures at the cloud, network, server, user access, application, data, and human levels, SaaS providers can build resilient defenses against threats and ensure the protection of their SaaS environments.

Navigating SaaS Cybersecurity with SSPM

May 21, 2024 at 8:30 am by Amanda Canale

Securing Software as a Service (SaaS) security is of paramount criticality in today’s digital age where the threat of data breaches and cyber threats consistently linger over us like storm clouds. Thankfully, there’s a way to protect the sensitive information they store.

SaaS Security Posture Management (SSPM) is a security maintenance methodology designed to detect cybersecurity threats. It does so by continuously evaluating user activity monitoring, compliance assurance, and security configuration audits to ensure the safety and integrity of the sensitive information stored in cloud-based applications.

SSPMs play a crucial role in SaaS cybersecurity as the early threat detection they provide can make way for swift and effective action. And as the number of SaaS providers continue to rise, it’s become even more critical for them to be able to successfully navigate the complicated maze of data security best practices, such as decentralized storage, ironclad passwords, encryption both in life and end-of-life, robust employee training, a chain of custody, and a secure data decommissioning process.

In this blog, we’ll delve into some of the best practices for SSPM that organizations should adopt to safeguard their data effectively.

Decentralized Storage: Data Backup in Multiple Locations

From the personal information stored on our smartphones and computers to our home gaming systems, we all know the importance of backing up our data. The same level of care needs to be taken for SaaS applications, and backing up data to multiple locations is a fundamental aspect of data security.

Data loss can be catastrophic for any organization. While cloud platforms typically offer robust infrastructure and redundancy measures, relying only on a single data center can leave organizations incredibly vulnerable to catastrophic data loss by way of major outages, man-made and natural disasters, or unauthorized access. Storing data in decentralized locations allows SaaS applications to enhance their redundancy and resilience against data loss because it eliminates single points of failure that are common with centralized storage systems. Decentralized data storage is also often incorporated with encryption and consensus mechanisms to further thwart unauthorized access.

Compulsory Strong Passwords

Compulsory strong passwords are another essential component of SSPM. Weak or easily guessable passwords are low-hanging fruit for cybercriminals seeking unauthorized access to SaaS accounts. Implementing policies that mandate the use of complex passwords containing a combination of uppercase and lowercase letters, numbers, and special characters can significantly enhance security posture and thwart brute-force attacks.

In addition, regular password updates and the implementation of multi-factor authentication (MFA) can add extra layers of security, making it exponentially harder for cybercriminals to breach your systems.

Encryption

Encryption is like a protective shield for sensitive data, scrambling the drive’s data into ciphertext, making it completely unreadable to unauthorized users, both during the drive’s life and in end-of-life. Typically, the authorized user needs to use a specific algorithm and encryption key to decipher the data.

Implementing strong encryption protocols not only help SaaS applications meet critical compliance regulations but also foster trust among their customers and stakeholders that their data is being protected.

After all, the assumption is that if you can’t read what’s on the drive, what good is it, right? Not quite.

Encryption is not a complete failsafe as decryption keys can be compromised or accessible in other ways and hacking technology is at an all-time high level of sophistication, so it’s vital to your data security to have a proper chain of custody and data decommissioning procedure in place to securely destroy any end-of-life drives, encrypted or not. We’ll talk about that more in a bit.

However, even with this fallback, encryption is still a vital tool that should be combined with other best practices to secure the sensitive information being stored and collected.

Robust Employee Training

Robust employee training is another indispensable tool for strengthening SaaS security. Human error and negligence are among the leading causes of data breaches and security incidents. As with any new skill or job, proper training provides people with structured guidance and knowledge to better understand the task at hand and ensures that learners are receiving up-to-date information and best practices. By fostering a culture of security awareness and providing comprehensive training, SaaS applications can empower their employees to recognize and mitigate potential threats proactively.

Robust training makes it crucial for organizations to properly educate employees about cybersecurity best practices and the importance of adhering to established security policies and procedures, like a chain of custody.

Chain of Custody and Data Decommissioning Procedure

Last, but certainly not least, there’s creating and maintaining both a chain of custody and secure data decommissioning procedure.

For context, a chain of custody is a detailed documented trail of the data’s handling, movement, access, and activity, from within the facility and throughout their lifecycle. A strong chain of custody guarantees that data is exclusively managed by authorized personnel. With this level of transparency, SaaS applications can significantly minimize the risk of unauthorized access or tampering and further enhance their overall data security. Not to mention ensuring compliance with regulations and preserving data integrity.

Part of that chain of custody also includes documenting what happens to the data once it reaches end-of-life.

A secure data decommissioning procedure is essential for safeguarding sensitive information throughout its lifecycle. When retiring SaaS applications or migrating to alternative solutions, organizations must ensure that data is properly disposed of in accordance with industry regulations and best practices.

While creating and maintaining both a chain of custody and decommissioning process, there is also a strong emphasis on conducting the decommissioning in-house. In-house data decommissioning, or destruction, is exactly what it sounds like: destroying your end-of-life data under the same roof you store it. Documenting the in-house decommissioning mitigates the potential for data breaches and leaks and is essential in verifying that all necessary procedures have been followed in accordance with compliance regulations, industry best practices, and provides you the assurance that the data is destroyed.

Conclusion

At the end of the day, when it comes to securing the personal and sensitive information you collect and store as a SaaS provider, the significance of complying with SSPM best practices cannot be overstated. By backing up data to multiple locations, enforcing strong password policies, leveraging encryption, providing comprehensive employee training, and implementing secure chain of custody and in-house data decommissioning procedures, SaaS providers can enhance their data security and protect against a wide range of threats and vulnerabilities.

SEM Shred

Category: Blog

5 Mistakes Companies Make When Retiring IT Equipment (and How to Avoid Them)

Assuming Data Is Gone After Deletion

Overlooking Nontraditional Data Sources

Not Verifying E-Waste Recyclers

Delaying Decommissioning

Failing to Establish a Chain of Custody and Involve Compliance Teams

Why In-House, High-Security Data Destruction Matters More Than Ever

ISO 27001: Achieving Data Security Standards for Data Centers

Understanding ISO 27001 and Its Importance for Data Centers

The Certification Process: Steps Toward ISO 27001 Compliance

ISO 27001 and Risk Mitigation: Enhancing Security Posture

The Role of Data Destruction in ISO 27001 Compliance

Conclusion: The Value of ISO 27001 for Data Centers

Navigating FedRAMP’s 2024 Updates – What CSPs Need to Know

Recent Changes to Authorization Process

Streamlined Authorization Process

Emphasis on Automations

Implementation of Red Teaming

Conclusion

Sustainable Security: High Security Data Destruction Solutions

HEPA Filtration

Briquette Recycling Solution

Standard Outlet Power

Model 1201CC: Oil-Less Paper Shredder

Conclusion

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