Access control

Systems containing important information should be logged in using a multi-authentication logon, also known as either “two-factor”, “multi-factor” or “dual factor” authentication.

For example, when first logging in with a password, a one-time authentication code can also be sent to the user as a text message. In this case, he has been identified by two factors (knowing the password and owning the phone).

Biometric identifiers (eg fingerprint) and other devices can also be used for two-stage authentication. However, it is worth considering the costs and implications for privacy.

The organization has predefined authentication methods that employees should prefer when using data systems.

When using cloud services, the user can often freely decide how he or she authenticates with the service. A single centralized authentication account (such as a Google or Microsoft 365 account) can help close a large number of access rights at once when the main user account that acts as the authentication method is closed.

The password management system allows the user in a registration situation to decide how complex a password is to be set this time and to remember it on behalf of the user.

When using the password management system, e.g. the following principles:

• the system will force the use of unique passwords in the future
• the system warns the user to change old recurring passwords
• the system forces you to choose passwords that are complex enough, of high quality
• the system forces the user to change the temporary password the first time they log on
• the system forces you to change the password that may have been compromised in the data leak
• the system prevents the same passwords from being reused
• the system keeps password files separate from other data and strongly encrypted

Especially in the main identity management systems (e.g. Microsoft 365, Google), administrator accounts have very significant rights. These accounts are often the target of scammers and attacks because of their value. For this reason, it is useful to dedicate administrator accounts to administrative use only, and to not use these accounts for everyday use or, for example, when registering with other online services.

The organization implements role-based access control with predefined access roles for the various protected assets that entitle access to the associated asset. Strictness of the access roles should reflect the security risks associated with the asset.

The following should be considered to support access management:

• how much information each user needs access to
• how widely the user should be able to edit data (read, write, delete, print, execute)
• whether other applications have access to the data
• whether the data can be segregated within the property so that sensitive data is less exposed

Admin rights are managed through a formal process aimed at limiting the allocation of admin rights and controlling their use.

Regarding admin rights:

• expiration requirements are defined
• admin rights are granted only to usernames not used for normal everyday use
• normal day-to-day use may not be performed with an admin account

Supervisors have been instructed to notify the owners of data systems in advance of significant changes in the employment relationships of subordinates, such as promotions, discounts, termination of employment or other changes in the job role.

Based on the notification, a person's access rights can be updated either from the centralized management system or from individual data systems.

To ensure that authorized users have access to data systems and to prevent unauthorized access, the organization has defined formal processes for:

• User registration and deletion
• Allocation of access rights
• Reassessment of access rights
• Deleting or changing access rights

The implementation of these things must always take place through a defined, formal process.

The organization maintains a centralized record of the access rights granted to each user ID to data systems and services. This recording is used to review access rights at times of employment change or in the onboarding process of new colleagues joining the same role.