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Law.com has an excellent article discussing several workable approaches for securing data on corporate laptops. A quick look at one list of data breaches illustrates how sensitive data continues to be compromised by unsecured storage on laptops.
It’s a particularly savvy article because its first piece of advice is not to overreact and go overboard — “Draconian laptop-use policies may, ironically, increase an enterprise’s vulnerability.” Consider that employees often respond by finding other ways of circumventing security to make their jobs easier, which usually means making the data more accessible (i.e., less secure). For instance, blocking file saves to the laptop’s hard drive or limiting e-mail inbox sizes can result in employees saving the data to unsecured thumb drives or forwarding sensitive e-mail to personal e-mail accounts. Where there’s a will, there’s a way. EMC was quoted as opting for a more blended approach, depending on the sensitivity of the data.
Another interesting suggestion was full hard drive encryption, rather than just encrypting the documents folder. This is often a highly debated solution. In my experience, some IT professionals will quickly suggest that doing so will entail a performance hit on the user and cause additional support problems. I’d say that noticeable performance hits are more likely with older, slower laptops. If this presents serious problems, consider phasing in encryption or issuing new laptops to those accessing more sensitive data.
Also keep in mind that when you are working on a laptop, it is likely creating a number of temporary file copies on the hard drive, sometimes in places outside the document folders. Full drive encryption therefore provides more complete protection for these additional copies of sensitive data. Naturally, such a solution would need to be thoroughly tested to determine the real-world impact on users and the IT support organization. Another issue to consider is segregation of the master keys — do you allow one person or group to have them, or do you segregate them between two entities within the organization to avoid unilateral and potentially undesirable actions? I liked the allusion to the missile silo two-operator requirement.
Removable storage continues to be a major concern, such as flash thumb drives and external hard drives. And let’s not forget iPods, which are either the former or latter type of devices. On one hand, these drives are very useful tools for mobile users. When unsecured (e.g., unencrypted), they can represent a larger security threat due to their tiny physical size and increasing storage capacities. For example, an 8GB thumb drive goes for less than $100 and can store a staggering amount of information. The article mentions products that control which devices can be plugged into which computers, and the best ones allow exceptions to be set when needed. If thumb drives will be used and supported, I’d suggest issuing employees with the following: only those models which support high-end encryption, such as AES, and make its entire capacity encrypted before it’s issued to the employee. While a savvy user will likely know how to reformat the thumb drive to make it unprotected, the default encryption status is in your favor for the majority of users.
Many new laptops have built-in fingerprint readers, which can make security a bit more convenient. But as the article states, users often forget a key step: Register more than one finger with the device, so if you cut or burn your primary finger, you can use another one to gain access via the reader. Also, without the back-end drive encryption, keep in mind that a fingerprint reader only locks the front door. There are other ways to get to the unencrypted data on the hard drive, such as removing it from the laptop and accessing it from another PC.
Lastly, the article mentions lojack services for laptops, which hopefully reduce their recovery time. However, once the horse is out of the barn, it’s too late to employ any of the above security measures. An unprotected hard drive containing sensitive data can be copied very quickly to a number of storage devices. The data contained on missing laptops is often much more valuable and/or costly to an organization than the cost of the physical laptop itself. An ounce of prevention…
© 2008 Jeff Beard. All rights reserved.
About The Author
Jeff Beard is an attorney, consultant, and a former Legal Services IT Manager with a Fortune 100 corporation. His wealth of experience covers the more complex issues confronted by large firms and corporate law departments. They include enterprise litigation readiness, litigation support, electronic discovery, records management, information security, and data privacy.
In addition, Mr. Beard has extensive experience in designing and implementing web-based and collaborative technologies, electronic invoicing, case management, document and enterprise content management, knowledge management, and professional training programs. He has served on the ABA TECHSHOW® Executive and Advisory Boards, and is a frequent national author and presenter on contemporary legal technology and practice management issues. His popular blog, LawTech Guru, frequently covers new developments in e-discovery.
Please contact him directly for speaking engagements and/or article writing requests.