The basic goals of any file transfer software is being able to transfer files securely and reliably. Getting the files from one place to another using standard file transfer protocols is something you would expect the solution to be able to do, and do well.
So what distinguishes one file transfer product from another? How should you decide that one solution is the best one to choose? That comes down to extra features and additions that allow you to use the solution to handle different scenarios or functions, some you may not have even thought you needed. This should be the major topic of conversation whenever you are considering a new file transfer solution.
bTrade’s TDXchange solution is one that has quite a few extra features that would allow you to better manage your day-to-day file transfer needs, if you decide to start using them. For example, we have:
- data transformations
- read and write transfers directly from a database
- secure ad hoc messaging
- Outlook plug-in
- cloud storage adapters
- SLA notifications
- encrypted data store
- and many more …
Now when added together, it makes TDXchange a very useful solution to handle not only the day-to-day situations, but also those file transfer scenarios that are not routine or automated. Let’s go through some of these extras and features I mentioned to give you an idea what they can do for you.
Data transformations are available to help you correct/modify your transactions when characters either need to be removed or added. For example, when you receive an occasional file that contains carriage returns and/or line feeds, but your backend system doesn’t like them. This situation is easily dealt with in TDXchange by setting up a data transformation in the adapter that will automatically remove them, or change them to some other character, string or null. Problem document no more! If you have a need to make a file a certain length, set up your TDXchange transformation tool to make an 80 character (or other size) record. It works on both inbound and outbound documents.
Want to write inbound data directly to a database record, or take a field from a database record and send it directly? Not a problem. With a few simple parameters, you can configure the adapter to read and write directly from your database. No intermediate file creation steps necessary.
If you have a one-time or occasional need to send a file containing sensitive information to someone, TDXchange provides a solution in the form of secure ad hoc messaging. Simply log into your mailbox, attach the file, add the recipients, and then send them a one-time password via SMS. The recipients will get a link and can then sign into your TDXchange system via the web to download the file directly from the secure storage area. No partner definitions needed. So whether it is one-time access or more frequent use is required, TDXchange’s ad hoc messaging it is available for you.
The secure ad hoc feature also comes with an Outlook plugin which integrates directly with your desktop. Configure it once and you can then use Outlook to send files securely, small or large, and avoid the file size limitations with email.
If you or your partners want to use cloud storage, like Drive, Dropbox, Box, etc., we have adapters that can send it to them. Plus the files can be encrypted, so even though the file is residing on the cloud, it is still securely encrypted until your partner retrieves it and decrypts it.
With the TDXchange dashboards, permitted users can to monitor/track activity in the file transfer system with both graphical and textual displays. The TDXchange dashboards give permitted users visibility into activity within the entire system, as well as more granular looks at the number of transfers to particular partners, broken down by transport types, etc. This functionality, combined with notifications system, ensures that administrators are up-to-date on system-wide activity at any time of the day.
To make sure that even data-at-rest is secure, TDXchange gives you the option to encrypt your data store, thereby keeping your data safe from view even for persons who have access to the file system. While the data resides there, it is completely private and TDXchange can even be configured to disallow administrators the ability to view the data.
We like to think of TDXchange as a fully featured MFT system, and are also proud of the extra pieces we have added to make the solution work for our customers. These additional features go beyond traditional MFT and provide some nice-to-have tools that can help you in your day-to-day activities.
Kilpatrick Townsend & Stockton and the Ponemon Institute jointly released a study this week pointing to the vulnerability of many companies’ knowledge assets.
The survey summary notes that research “was conducted to determine whether the publicity-accorded data breeches subject to notification laws and related regulatory requirements has skewed the focus of organizations away from the theft or loss of their most critical information, and to provide helpful practices to reduce the risk.”
U.S. data breach notification laws mandate that companies notify customers or related third parties if data that may cause injury can be compromised, typically customers’ financial and personal identifying information.
The regulatory focus on this information can leave many companies’ most important “knowledge assets,” things like trade secrets and corporate strategy, unprotected or undersecured.
Jon Neiditz, co-leader of Kilpatrick’s cybersecurity, privacy and data governance practice, said that data breach notification laws have really steered what company IT professionals recognize as at-risk data.
“What we see is that what we’ve gotten to know as data breaches really, really come to some extent from data breach notification laws,” Neiditz said.
Data breach laws demand that security professionals and IT specialists attend to the security of specific data, often to the detriment of stricter information governance systems. “The compliance requirements were forcing them towards focusing on the information they’re required to protect,” Neiditz said.
Neiditz noted this was a trend revealed in his work at Kilpatrick on company data breaches. While companies may know how to secure information subject to notification laws, other company knowledge assets often lacked appropriate security or oversight.
Larry Ponemon, chairman and founder of the Ponemon Institute, said that many companies fail to address data vulnerabilities to their most valuable information because a fix would require time and costs that they may not want to spend.
“They’re flying with their heads down because it takes real resources to fix the problems, but they’re real problems. The bad guys are becoming much more surgical in their attacks,” Ponemon noted.
While cyberattacks traditionally have worked to bypass company data security without a specific target data set in mind, Ponemon said that hackers are now more methodical in targeting vulnerable company data. Without appropriate information governance structures in place, companies risk their high value knowledge assets being targeted by these attacks, a cost perhaps far higher than that of protecting the data to begin with.
“A small amount of this high value information in the wrong hands could be maybe more costly,” Ponemon said.
Neiditz said that he hopes the release of this research will encourage IT professionals and company leadership to think more strategically and clearly about the kinds of data they need to focus their resources on, not just the data subject to data breach laws.
“The great opportunity for organizations is to recognize that the most critical data that [an] organization has is in dire need of protection, and that’s in part because the focus of information security programs has been kept away from a focus on the most critical information to organizations,” Neiditz noted.
The study identifies strong data governance, especially as aligned with a centralized control over knowledge assets and an IT security strategy, can help secure data better.
Although many may be tempted to run out and seek new data security software, the two authors say that comprehensive security changes require some strategic planning.
“There are no really quick and fast solutions. Technology is required to achieve a high level of information governance, but you need more than that, you need people who have the right skills, and you need an organizational culture that says, ‘We really do care about this,’” Ponemon noted.
That said, Ponemon noted that there are some basic things that companies can begin with to secure these knowledge assets, many of which they can do easily with tools they may already be using. Ponemon said that companies should consider things like “blocking and tackling tools, things you should have in place anyway.”
“It starts with information at high value should be encrypted or tokenized or redacted in ways that renders the information useless if someone sees the information even by accident,” he added.
Neiditz says that fixes like the ones Ponemon pointed to, and those highlighted in the report, may just require a rethinking of current data security tools and strategies.
Much has happened in the world of cybersecurity since last we posted. bTrade will be publishing upcoming posts that hopefully will have interest or provide help to our MFT Nation readers. In between MFT Nation posts, you can stay current on developments in the world of cybersecurity by following bTrade on Twitter, Facebook, LinkedIn and Google+.
For today, let’s touch on the 2016 LegalTech West Coast Conference, which we attended last month. The conference provides a good glimpse into how lawyers and their bright IT professionals are approaching cybersecurity. We’d like to share our thoughts about one particular comment made by an attendee, as it was echoed both during and after the conference.
Cybersecurity is Just Too Darn Difficult and Complex
Here’s the comment which was made in an article published after the conference: “But while law firms, like companies in the financial and healthcare industries, are implementing security practices, ‘when you look outside of those areas, there’s not a whole lot of standards,’ said David Pluchinsk, partner at Beirne Maynard & Parsons.” The article goes on to say: “This, of course, can make cybersecurity a difficult and complex issue for outside and private counsel.”
We understand the feeling. Data breaches have dominated headlines. Due to the prevalence of cyber threats, many organizations in the legal field are feeling a bit overwhelmed and suffering from what has been described as “breach fatigue.” For example, a Los Angeles-based boutique law firm specializing in divorce cases merged with a larger firm because one of the partners couldn’t sleep at night due to worries about cybersecurity.
But fear not, MFT Nation readers. We have some information that can hopefully ease your fears about cybersecurity.
Pursuing the “Holy Grail”
Contrary to popular sentiment, the financial and healthcare industries have not discovered the panacea of cybersecurity standards. The HIPAA standards do not amount to a cybersecurity “how-to” guide for the healthcare industry. For example, this article explains that HIPAA does not explicitly require encryption; in fact, HIPAA doesn’t explicitly require the implementation of any specific security technology. And as this article demonstrates, the apparent abundance of cybersecurity standards in the financial and healthcare industries does not necessarily translate into real “data security.”
Searching for Standards
We disagree with the statement that “there’s not a whole lot of standards” outside of the financial and healthcare industries. It’s simply not true, as evidenced by the following:
- In the FTC v. Wyndham case, a federal appellate court urged entities looking for cybersecurity standards to refer to the “expert views” provided by the FTC, the “agency responsible for administering the statute [which regulates cybersecurity practices].”
- The appellate court in FTC v. Wyndham pointed to one particular brochure prepared by the FTC called “Protecting Personal Information: A Guide for Business,” which the court said contains the “characteristics” of a “sound data security plan.” In it, the FTC provides a clear and well-written list of “5 key principles” to help businesses “regardless of the size—or nature” with data security. The FTC makes a bold statement in the brochure that “the principles in this brochure will go a long way toward helping you keep data secure.” We wholeheartedly agree.
- In this post, MFT Nation discussed some of the key FTC data security standards.
- On the Data Security page of its website, the FTC has a wealth of other helpful information relating to data security standards. Please take advantage of these resources if you are searching for available data security standards. The information is FREE, and as the first paragraph of the FTC’s Data Security page states, it “can help you meet your legal obligations to protect that sensitive data.”
- Another FREE resource is the “Framework”published by the National Institute of Standards and Technology (NIST), a unit of the U.S. Commerce Department. NIST describes the Framework as a compilation of “standards, guidelines, and practices to promote the protection of critical infrastructure.” The Framework operates on the principle that one-size-fits-all checklists are inferior to “risk-based” cybersecurity practices. We here at the MFT Nation have written before about the Framework. Suffice it to say that we consider the Framework better suited for larger organizations and advanced cybersecurity practioners.
Knowing lawyers like I do, I’m sure the search for the “Holy Grail” of cybersecurity standards will continue. Hopefully, the above-mentioned resources will put the industry on the right path.
Contact bTrade for Help
People care about cybersecurity and the impact it has on their lives, both personally and professionally. However, it is one issue over which they feel they have limited control.
Cybersecurity is not an easy thing. But many aspects of running a business are complex and difficult. We don’t want to understate the complexity of cybersecurity. But deal with it like you would any other complex and difficult aspect of your business—get some advice from a subject matter expert/experts and devise a plan/solution that fits your company and budget.
If you need help, contact our data security experts at firstname.lastname@example.org.
Also, to stay current on developments in the world of data security, follow bTrade on Twitter, Facebook, LinkedIn and Google+.
MFT Nation has been following the long-running copyright court battle over Google’s use of Oracle’s Java APIs in the Android software that runs most of the world’s smartphones. Hopefully, the court battle has ended as a U.S. jury found unanimously that Google’s use of Oracle’s Java APIs was protected under the fair-use provision of copyright law.
Oracle said it has “many” grounds to appeal, so it may not view the jury’s decision as the final fight. “We strongly believe that Google developed Android by illegally copying core Java technology to rush into the mobile device market,” Oracle General Counsel Dorian Daley said in a statement.
The trial was closely watched by software developers, who feared an Oracle victory could spur more software copyright lawsuits. Google relied on high-profile witnesses like Alphabet Executive Chairman Eric Schmidt to convince jurors it used Java to create its own innovative product, rather than steal another company’s intellectual property, as Oracle claimed.
Annual “Cybersecurity Assessment” Scores Show that Agencies are Less Secure
The U.S. federal government is the largest single employer in the U.S., with nearly 500 different non-defense/military agencies employing almost 3 million people. The IT infrastructure required for such a monstrous bureaucracy is so incredibly complex that it requires a separate group of IT and cybersecurity professionals, a large portion of which come from the private sector, to oversee and maintain such a web of people and agencies.
The task of auditing the cybersecurity efforts of this sprawling mass of government agencies falls to one agency. Each year, the Office of Management and Budget (OMB), which is itself a large bureaucratic organization, has the task of submitting a report containing a “cybersecurity assessment” score which rates the “effectiveness of information security policies and practices during the preceding year.” This year’s report is a 91-page whopper filled with cybersecurity facts that will make your head swim.
We want to spare MFT Nation readers from having to read the 91-page whopper, so your convenience, we offer the following highlights:
- The auditors rated each agency’s information security continuous monitoring (ISCM) at one of five levels–ad hoc, defined, consistently implemented, managed and measurable, or optimized–before considering another nine cybersecurity areas such as configuration management, risk management, and security training.
- Last year, eight agencies received cybersecurity assessment scores above 90%.
- This year, only one agency received a score above 90%, and the General Services Administration barely made it above that mark with a score of 91%.
- The Department of Justice (89%), Department of Homeland Security (DHS) (86%), Nuclear Regulatory Commission (86%), and the National Aeronautics and Space Administration (85%) rounded out the five highest scores.
- 13 agencies received cybersecurity assessment scores between 65 and 90; nine scored lower than 65%; four finished below 50%.
- The State Department has the ignominious distinction of finishing dead last with a paltry cybersecurity assessment score of 34%.
- Overall, the average score for reporting agencies was 68% for the fiscal year, down 8% from the previous year.
- Federal agencies reported 77,183 cybersecurity incidents, a 10% increase over the 69,851 incidents reported in the previous year.
- The FY 2017 budget includes $19 billion for cybersecurity resources, a big chunk of which is slated for “retiring” the government’s “antiquated” IT systems and “transitioning” to “secure and efficient modern IT systems.”
- The government auditors urged government agencies to “streamline governance.” Is that possible?
The bottom line is that many U.S. federal government agencies are not prepared to deal with cybersecurity threats. It’s encouraging to see that $19 billion is budgeted for cybersecurity in FY 2017. But with government, the concern is usually the amount of money budgeted, but rather how wisely government spends the budgeted funds.
The OMB report contains the following two findings which suggest the U.S federal government will be unable to meet its cybersecurity goals, notwithstanding the billions of dollars that have been budgeted for the effort:
- “The vast majority of federal agencies cite a lack of cyber and IT talent as a major resource constraint that impacts their ability to protect information and assets.”
- “There are a number of existing Federal initiatives to address this challenge, but implementation and awareness of these programs is inconsistent.”
Without quality cybersecurity professionals, the federal government will never meet its stated goal of strengthening its cybersecurity efforts.
Loads of GRC Relating to Data Security…
The healthcare industry is subject to extensive governance, risk and compliance (“CRC”) mandates. The Health Information Portability and Accountability Act (“HIPAA”) was enacted in 1996 in order to protect patient healthcare records. In 2009, the Health Information Technology for Economic and Clinical Health Act (“HITECH”) was enacted to strengthen data security for electronic Protected Health Information (“ePHI”). In 2013, U.S. Department of Health and Human Services (HHS) issued a final Omnibus Rule to implement several provisions of HITECH, and HHS conducts routine audits of HIPAA-covered entities to ensure compliance.
…Doesn’t Necessarily Lead to Actual “Data Security”
Despite all these laws and regulation, the healthcare industry continues to be a top target for hackers. Three of the top seven cyberattacks in 2015 involved entities in the healthcare industry. A group of self-identified hackers attending a 2015 Black Hat conference “considered healthcare be the ripest target for breach vulnerability.” A recent data breach incident response report from a top law firm found that its healthcare clients were targeted more than clients in any other industry.
Why is the Healthcare Industry a Target for Hackers?
Healthcare organizations are attractive targets because more and more confidential information is stored electronically, and the stored information—i.e., patients’ personally identifiable information (“PII”), health insurance, and general health information—has tremendous value that hackers can monetize. And frankly, healthcare organizations have been slow to adopt the needed levels of data security because many are focused primarily on providing quality patient care.
So What Should Healthcare Organizations Do?
A lot of so-called data security experts have tried to inject fear, such as describing data breaches as the “new norm.” And these same data security experts create new terminology, usually with the term “cyber” contained somewhere within the new term, such as the now familiar “cybersecurity.” More recently, a so-called data security expert used the term “cyber resilience” in this context: “Business executives must develop cyber resilience programs that encompass the ideas of defense and prevention.”
Please do not succumb to the scare tactics, and feel free to ignore the wordsmiths out there creating new “cyber” terms. Be smart about the process and start by getting back to the basics. U.S. federal regulators have deemed the best data security strategy to have several different security methods deployed in a layered manner. A layered approach reduces the likelihood that an attack will succeed by forcing the attacker to penetrate multiple security measures deployed at different layers of the network.
Many healthcare organizations devote too much of their data security budget to perimeter protection, and not enough to internal controls and monitoring that can happen before a breach occurs. In an atmosphere of fear and uncertainty, I can understand why one might focus too much on building up perimeter defenses. But remember, most of the latest data shows that increased spending on the perimeter has done little to slow the frequency/scope of data breaches.
To create a layered approach, deploy processes that identify and mitigate internal vulnerabilities, recognize anomalous user behavior, and implement programs that regularly monitor the processes you have created to deal with data security threats. bTrade’s TDXchange has functionality that would help in that regard, including end-to-end message tracking, reporting, and real-time alerts. It has fully operational monitoring features in the GUI and a set of dashboards that enable real-time monitoring of file transfers, both textually and graphically. Also, dashboards permit users to track key data (messages, transactions, participants, mailboxes, certificates, services, connections, etc.).
If you want to get back to the basics of data security, or want to discuss any other MFT Nation content, please contact us at email@example.com. Also, follow us on Twitter, Facebook, and Google+.
Common Sense is the Cure for “HIPAA Hysteria”
The bTrade Twitter page references a great take from the Fire Chief of the Champaign, Illinois about “HIPAA hysteria,” a term he used to describe widespread fear among coworkers about violating HIPAA. The Chief offered the following “common sense” advice for his coworkers: “Just remember: There is no need to live in fear when dealing with HIPAA. Just keep in mind that if it does not pass the smell test, it’s best not to share, release or delve into someone’s medical records as a firefighter or paramedic.”
For “HIPAA Confusion,” the Feds Offer a Cure in the Form of Fact Sheets
The Feds recently dispensed advice (not necessarily of the common sense variety) about a topic they refer to as “HIPAA confusion.” The Office of Civil Rights (OCR) and the National Coordinator for Health Information Technology (ONC) collaborated on a blog post and accompanying “fact sheets” designed to “clear up” confusion in the healthcare community about whether providers can “exchange PHI with each other or payers and whether written patient consent is needed for such exchanges.” Let’s take a look at the fact sheets to see if they help clear up the “HIPAA confusion.”
HIPAA Permitted Uses and Disclosures: Exchange for Health Care Operations
The first fact sheet is directed to Covered Entities, and as the title indicates, addresses uses and disclosures for “healthcare operations.” The fact sheet lists 11 general categories of healthcare operations for which patient consent is not required in order to disclose PHI to another Covered Entity, including developing protocols or clinical guidelines, performing case management or care coordination, and implementing quality assessment or improvement activities.
Given the broad and general language of these categories, I see potential problems with providers trying to implement such exchanges of PHI. Take the term “improvement activities,” for example. What does that mean? Are there any limits on such activities? If so, what limits? Can you imagine how an organization would go about crafting policies and procedures regarding such data exchanges, and then train employees accordingly?
If that were not enough, the fact sheet says that HIPAA imposes the following three additional requirements for sharing PHI with another Covered Entity for purposes of “healthcare operations”:
- Both Covered Entities must have or have had a relationship with the patient (can be a past or present patient);
- The PHI requested must pertain to the relationship; and
- The discloser must disclose only the minimum information necessary for the health care operation at hand.
These requirements also contain general language that could create confusion. And the entire process seems to be very time-intensive.
Finally, the fact sheet attempts to provide guidance in the form of three “example Permitted Uses and Disclosures situations that fall into the health care operations category.” The three examples cover three pages and include fact-intensive hypothetical situations, which again, would seem to add to the problems mentioned above about implementing these data exchanges enterprise wide. In the end, I question whether the first fact sheet accomplishes the Feds’ objective of “clearing up” the “HIPAA confusion.”
HIPAA Permitted Uses and Disclosure: Exchange for Treatment
The second fact sheet is more useful. It does a good job of clarifying when Covered Entities may share PHI, without needing patient consent or authorization, for purposes of “treatment.”
The fact sheet takes a first constructive step of informing about what type of “treatment” is covered by HIPAA’s Privacy Rule. The Feds note that “treatment” is “broadly defined” to include a variety of situations associated with continuity of care and transitions of care. It’s worthwhile to know that it isn’t limited to acute care situations, but extends to those involved in the “post-acute period” as well as others “downstream healthcare providers.”
The Feds then provides specific examples of treatment disclosures allowed by HIPAA. The fact sheet describes the requirements for three different relationships between Covered Entities–between a hospital and the patient’s physician, a physician and a care planning company hiring to coordinate care for the physician’s patients, and a hospital and long-term care facility to which a patient is discharged.
Finally, the Feds emphasize that such uses and disclosures are allowed by HIPAA provided that provider’s establish particular safeguards. For example, using certified EHR technology (CEHRT) to ensure the secure exchange of information. The fact sheet clarifies that after a Covered Entity properly provides PHI to another Covered Entity for a patient’s treatment, the receiving entity is responsible for safeguarding the information once received.
The fact sheets provide guidance to Covered Entities about when and how PHI may be shared, without needing patient consent or authorization, for purposes of either health care operations or treatment. The second fact sheet, relating to treatment disclosures, is more useful. But I guess we should consider any guidance from regulators to be useful. So take advantage and incorporate the guidance into your HIPAA disclosure practices, especially the informative hypotheticals in the fact sheets.
Make no mistake: Your network environment is under constant attack. Nefarious individuals or groups are constantly searching for weaknesses in your data security measures in order to get at the valuable information behind your virtual doors. While we are all fairly aware of the daily (or even multiple-daily) updates our anti-virus software makes, there are other vulnerabilities in data security software that require more manual intervention, and sadly sometimes get left until the last minute—or even when it’s too late.
Despite ample warnings and urgings to replace aging Secure Socket Layer (SSL) protocol with Transport Layer Security (TLS) years ago, many enterprises put off this update until a couple of nasty creatures, namely POODLE and BEAST, stormed through their systems and wreaked havoc, exposed data, and cast shadows of doubt on those enterprises’ data security policies. While those companies who were burned by these intrusions certainly instituted TLS as part of their recovery, data security experts believe there are still businesses using SSL. Furthermore, some enterprises that quickly updated to TLS 1.0 stopped there, with the unfortunate reality being that TLS 1.0 has been deprecated.
Similarly, SHA1 certificates have been deemed undesirable and many web entities and applications will no longer accept them after January 2017. Even now, if you pay attention to the address bar in your browser, you may see a pop-up warning about that particular web site’s certificate being SHA1. After the first of next year, functionality may immediately halt, or additional manual steps may be needed to access deprecated websites or operate software using SHA1 certificates. Some are dreading when the calendar turns to January 1, 2017 and referring to the situation as “mini-Y2K” or “Y2K17.” The potential impact for enterprises not on SHA2 certificates could be substantial.
Conversely, just as some cling to SSL until the last possible moment, you can be assured that if there is an extra day to be wrung out of a SHA1 certificate, that exception will be twisted dry. This makes as much sense as turning off your anti-virus, or at a minimum, having it on but not letting it update. Threats evolve daily. Your data security defenses must keep pace.
What can you do? Clearly, if your network has SSL or TLS 1.0, an immediate upgrade is mandatory. Likewise, if any of your communications/data security software utilizes SHA1 certificates, seek out updated versions that can use SHA2 certificates and do so prior to Y2K17. To ensure the best security for data you send and receive, look for data security applications that not only use the latest standards, but are also easily updated as security standards evolve. Applications such as bTrade’s TDXchange not only operate on the current standards, but are easily upgraded to “future-proof” your MFT environment. TDXchange is also FIPS 140-2 certified, which separates it from the pack and makes it one of the most secure MFT solutions in the world.