Click here to close now.

Welcome!

SOA & WOA Authors: David Sprott, AppDynamics Blog, Jason Bloomberg, Laura Heritage, Jnan Dash

Related Topics: Web 2.0, SOA & WOA, Cloud Expo

Web 2.0: Article

Ten Things IT Should Be Doing to Manage Unstructured Data – But Isn’t

‘To do’ list reduces the risk of unstructured data loss

When it comes to protecting unstructured data, such as spreadsheets, documents, images and other data on file servers, most organizations acknowledge that their existing processes and risk profiles are less than ideal. Unfortunately, IT personnel - rather than data owners - are typically the ones making many of the decisions about permissions, acceptable use, and acceptable access review. And because IT personnel aren't equipped with adequate business context around the growing volumes of unstructured data, they can only make a best effort guess as to how to manage and protect each data set.

Until organizations shift the decision making responsibility to business data owners, IT carries the burden of enforcing rules for who can access what on shared file systems, and for keeping those structures current through data growth and user role changes. IT needs to determine who can access unstructured data, who should and is accessing it, and what is likely to be sensitive.

To help streamline this process, here are 10 must-do actions for IT teams to carry out as part of a daily data management routine to maximize unstructured data protection:

1. Identify data owners
IT should keep a current list of data business owners and the folders and SharePoint sites that are their responsibility. By having this list the ready, IT can expedite a number of the previously identified tasks, including verifying permissions revocation and review, and identifying data for archival. The net effect is a marked increase in the accuracy of data entitlement permissions and, therefore, data protection.

2. Remove global group access control lists (ACLs) like ‘Everyone'
It is not uncommon for folders on file shares to have access control permissions allowing ‘everyone,' or all ‘domain users' (nearly everyone) to access the data contained. This creates a significant security risk, for any data placed in that folder will inherit those exposed permissions, and those who place data in these wide-open folders may not be aware of the lax access settings. Global access to folders should be removed and replaced with rules that give access to explicit groups that need it.

3. Perform data entitlement (ACL) reviews
Every file and folder on a Windows or Unix file system has access controls assigned to it that determine which users can access the data and how, i.e., read, write, execute, and list. These controls need to be reviewed on a regular basis and the settings documented so that they can be verified as accurate by data business owners and security policy auditors.

4. Revoke unused and unwarranted permissions
Users with access to data that is not material to their jobs constitute a security risk for organizations. Most users only need access to a small fraction of the data that resides on file servers. It is important to review and then remove or revoke permissions that are unused.

5. Audit permissions changes
Access Control Lists are the fundamental preventive control mechanism that's in place to protect data from loss, tampering, and exposure. IT requires the ability to capture and report on access control changes to data, especially for highly sensitive folders. If access is incorrectly assigned or changed to a more permissive state without a good business reason, IT and the data business owner must be alerted quickly and be able to remediate the situation.

6. Audit group membership changes
Directory Groups are the primary entities on access control lists (Active Directory, LDAP, NIS, etc.) with membership granting access to unstructured data as well as many applications, VPN gateways, etc. Users are added to existing and newly created groups on a daily basis. Without an audit trail of who is being added and removed from these groups, enforcing access control processes is impossible. Ideally group membership should be authorized and reviewed by the owner of the data or resource to which the group provides access.

7. Audit data access
Effective management of any data set is impossible without an access record. Unless you can reliably observe data use you cannot observe its misuse, abuse, or non-use. Even if IT could ask its organization's users if they used each data set, the end users would not be able to answer accurately - the scope of a typical user's access activity is far beyond what humans can recall. Without a record of data usage, you cannot determine the proper organizational owner for a data set, and neither the unfound owner nor IT can make informed decisions about protecting it, archiving it, or deleting it.

8. Prioritize data
While all data should be protected, some data needs to be protected much more urgently than others. Using data owners, data access patterns, and data classification technology, data that is considered sensitive, confidential, or internal should be tagged accordingly, and protected and reviewed frequently.

9. Align security groups to data
Whenever someone is placed in a group, they get file system access to all folders that list the group on its ACL. Unfortunately, organizations have completely lost track of what data folders contain which Active Directory, LDAP, SharePoint or NIS groups. This uncertainty undermines any access control review project, and any role-based access control (RBAC) initiative. In role-based access control methodology, each role has a list of associated groups into which the user is placed when they are assigned that role. It is impossible to align the role with the right data if the organization cannot verify what data a group provides access to.

10. Lock down, delete, or archive stale, unused data
Not all of the data contained on shared file servers and network attached storage devices is in active use. By archiving stale or unused data to offline storage, or deleting it, IT makes the job of managing the remainder simpler and easier, while freeing up expensive resources.

The principal of least privilege is a well-accepted guideline for managing access controls - only those who have an organizational need to access information should be able to do so. However, for most organizations, a least-privilege model is not feasible, because data is generated far too quickly and personnel change rapidly. Even in small organizations the growing data set and pace of organizational changes exceed the IT department's ability to keep up with access control lists and group memberships. By automating and conducting the 10 management tasks outlined above frequently, organizations will gain the visibility and auditing required that determines who can access the unstructured data, who is accessing it and who should have access. This detailed data access behavior will benefit organizations in a plethora of ways, most significantly securing their data, ensuring compliance demands are met, and freeing up expensive storage resources.

More Stories By Wendy Yale

Wendy Yale leads marketing and brand development for Varonis’ global growth efforts. She is a veteran brand strategist with 16 years of marketing experience. Prior to Varonis, Wendy successfully managed the global integrated marketing communications team at Symantec. She joined Symantec from VERITAS, where she led the interactive media marketing team. Beginning her career as a freelance producer and writer, she has developed projects for organizations such as the University of Hawaii at Manoa, Film and Video Magazine, Aloha Airlines, the International Teleproduction Society and Unitel Video. Wendy has held senior posts at DMEC and ReplayTV, and holds a B.A. degree in Geography from Cal State Northridge. You can contact Wendy at [email protected]

Comments (0)

Share your thoughts on this story.

Add your comment
You must be signed in to add a comment. Sign-in | Register

In accordance with our Comment Policy, we encourage comments that are on topic, relevant and to-the-point. We will remove comments that include profanity, personal attacks, racial slurs, threats of violence, or other inappropriate material that violates our Terms and Conditions, and will block users who make repeated violations. We ask all readers to expect diversity of opinion and to treat one another with dignity and respect.


@ThingsExpo Stories
With several hundred implementations of IoT-enabled solutions in the past 12 months alone, this session will focus on experience over the art of the possible. Many can only imagine the most advanced telematics platform ever deployed, supporting millions of customers, producing tens of thousands events or GBs per trip, and hundreds of TBs per month. With the ability to support a billion sensor events per second, over 30PB of warm data for analytics, and hundreds of PBs for an data analytics archive, in his session at @ThingsExpo, Jim Kaskade, Vice President and General Manager, Big Data & Ana...
In the consumer IoT, everything is new, and the IT world of bits and bytes holds sway. But industrial and commercial realms encompass operational technology (OT) that has been around for 25 or 50 years. This grittier, pre-IP, more hands-on world has much to gain from Industrial IoT (IIoT) applications and principles. But adding sensors and wireless connectivity won’t work in environments that demand unwavering reliability and performance. In his session at @ThingsExpo, Ron Sege, CEO of Echelon, will discuss how as enterprise IT embraces other IoT-related technology trends, enterprises with i...
When it comes to the Internet of Things, hooking up will get you only so far. If you want customers to commit, you need to go beyond simply connecting products. You need to use the devices themselves to transform how you engage with every customer and how you manage the entire product lifecycle. In his session at @ThingsExpo, Sean Lorenz, Technical Product Manager for Xively at LogMeIn, will show how “product relationship management” can help you leverage your connected devices and the data they generate about customer usage and product performance to deliver extremely compelling and reliabl...
The Internet of Things (IoT) is causing data centers to become radically decentralized and atomized within a new paradigm known as “fog computing.” To support IoT applications, such as connected cars and smart grids, data centers' core functions will be decentralized out to the network's edges and endpoints (aka “fogs”). As this trend takes hold, Big Data analytics platforms will focus on high-volume log analysis (aka “logs”) and rely heavily on cognitive-computing algorithms (aka “cogs”) to make sense of it all.
One of the biggest impacts of the Internet of Things is and will continue to be on data; specifically data volume, management and usage. Companies are scrambling to adapt to this new and unpredictable data reality with legacy infrastructure that cannot handle the speed and volume of data. In his session at @ThingsExpo, Don DeLoach, CEO and president of Infobright, will discuss how companies need to rethink their data infrastructure to participate in the IoT, including: Data storage: Understanding the kinds of data: structured, unstructured, big/small? Analytics: What kinds and how responsiv...
Since 2008 and for the first time in history, more than half of humans live in urban areas, urging cities to become “smart.” Today, cities can leverage the wide availability of smartphones combined with new technologies such as Beacons or NFC to connect their urban furniture and environment to create citizen-first services that improve transportation, way-finding and information delivery. In her session at @ThingsExpo, Laetitia Gazel-Anthoine, CEO of Connecthings, will focus on successful use cases.
The Workspace-as-a-Service (WaaS) market will grow to $6.4B by 2018. In his session at 16th Cloud Expo, Seth Bostock, CEO of IndependenceIT, will begin by walking the audience through the evolution of Workspace as-a-Service, where it is now vs. where it going. To look beyond the desktop we must understand exactly what WaaS is, who the users are, and where it is going in the future. IT departments, ISVs and service providers must look to workflow and automation capabilities to adapt to growing demand and the rapidly changing workspace model.
Sensor-enabled things are becoming more commonplace, precursors to a larger and more complex framework that most consider the ultimate promise of the IoT: things connecting, interacting, sharing, storing, and over time perhaps learning and predicting based on habits, behaviors, location, preferences, purchases and more. In his session at @ThingsExpo, Tom Wesselman, Director of Communications Ecosystem Architecture at Plantronics, will examine the still nascent IoT as it is coalescing, including what it is today, what it might ultimately be, the role of wearable tech, and technology gaps stil...
Almost everyone sees the potential of Internet of Things but how can businesses truly unlock that potential. The key will be in the ability to discover business insight in the midst of an ocean of Big Data generated from billions of embedded devices via Systems of Discover. Businesses will also need to ensure that they can sustain that insight by leveraging the cloud for global reach, scale and elasticity.
The Internet of Things (IoT) promises to evolve the way the world does business; however, understanding how to apply it to your company can be a mystery. Most people struggle with understanding the potential business uses or tend to get caught up in the technology, resulting in solutions that fail to meet even minimum business goals. In his session at @ThingsExpo, Jesse Shiah, CEO / President / Co-Founder of AgilePoint Inc., showed what is needed to leverage the IoT to transform your business. He discussed opportunities and challenges ahead for the IoT from a market and technical point of vie...
IoT is still a vague buzzword for many people. In his session at @ThingsExpo, Mike Kavis, Vice President & Principal Cloud Architect at Cloud Technology Partners, discussed the business value of IoT that goes far beyond the general public's perception that IoT is all about wearables and home consumer services. He also discussed how IoT is perceived by investors and how venture capitalist access this space. Other topics discussed were barriers to success, what is new, what is old, and what the future may hold. Mike Kavis is Vice President & Principal Cloud Architect at Cloud Technology Pa...
Hadoop as a Service (as offered by handful of niche vendors now) is a cloud computing solution that makes medium and large-scale data processing accessible, easy, fast and inexpensive. In his session at Big Data Expo, Kumar Ramamurthy, Vice President and Chief Technologist, EIM & Big Data, at Virtusa, will discuss how this is achieved by eliminating the operational challenges of running Hadoop, so one can focus on business growth. The fragmented Hadoop distribution world and various PaaS solutions that provide a Hadoop flavor either make choices for customers very flexible in the name of opti...
The true value of the Internet of Things (IoT) lies not just in the data, but through the services that protect the data, perform the analysis and present findings in a usable way. With many IoT elements rooted in traditional IT components, Big Data and IoT isn’t just a play for enterprise. In fact, the IoT presents SMBs with the prospect of launching entirely new activities and exploring innovative areas. CompTIA research identifies several areas where IoT is expected to have the greatest impact.
Advanced Persistent Threats (APTs) are increasing at an unprecedented rate. The threat landscape of today is drastically different than just a few years ago. Attacks are much more organized and sophisticated. They are harder to detect and even harder to anticipate. In the foreseeable future it's going to get a whole lot harder. Everything you know today will change. Keeping up with this changing landscape is already a daunting task. Your organization needs to use the latest tools, methods and expertise to guard against those threats. But will that be enough? In the foreseeable future attacks w...
Disruptive macro trends in technology are impacting and dramatically changing the "art of the possible" relative to supply chain management practices through the innovative use of IoT, cloud, machine learning and Big Data to enable connected ecosystems of engagement. Enterprise informatics can now move beyond point solutions that merely monitor the past and implement integrated enterprise fabrics that enable end-to-end supply chain visibility to improve customer service delivery and optimize supplier management. Learn about enterprise architecture strategies for designing connected systems tha...
Dale Kim is the Director of Industry Solutions at MapR. His background includes a variety of technical and management roles at information technology companies. While his experience includes work with relational databases, much of his career pertains to non-relational data in the areas of search, content management, and NoSQL, and includes senior roles in technical marketing, sales engineering, and support engineering. Dale holds an MBA from Santa Clara University, and a BA in Computer Science from the University of California, Berkeley.
Wearable devices have come of age. The primary applications of wearables so far have been "the Quantified Self" or the tracking of one's fitness and health status. We propose the evolution of wearables into social and emotional communication devices. Our BE(tm) sensor uses light to visualize the skin conductance response. Our sensors are very inexpensive and can be massively distributed to audiences or groups of any size, in order to gauge reactions to performances, video, or any kind of presentation. In her session at @ThingsExpo, Jocelyn Scheirer, CEO & Founder of Bionolux, will discuss ho...
The cloud is now a fact of life but generating recurring revenues that are driven by solutions and services on a consumption model have been hard to implement, until now. In their session at 16th Cloud Expo, Ermanno Bonifazi, CEO & Founder of Solgenia, and Ian Khan, Global Strategic Positioning & Brand Manager at Solgenia, will discuss how a top European telco has leveraged the innovative recurring revenue generating capability of the consumption cloud to enable a unique cloud monetization model to drive results.
As organizations shift toward IT-as-a-service models, the need for managing and protecting data residing across physical, virtual, and now cloud environments grows with it. CommVault can ensure protection &E-Discovery of your data – whether in a private cloud, a Service Provider delivered public cloud, or a hybrid cloud environment – across the heterogeneous enterprise. In his session at 16th Cloud Expo, Randy De Meno, Chief Technologist - Windows Products and Microsoft Partnerships, will discuss how to cut costs, scale easily, and unleash insight with CommVault Simpana software, the only si...
Analytics is the foundation of smart data and now, with the ability to run Hadoop directly on smart storage systems like Cloudian HyperStore, enterprises will gain huge business advantages in terms of scalability, efficiency and cost savings as they move closer to realizing the potential of the Internet of Things. In his session at 16th Cloud Expo, Paul Turner, technology evangelist and CMO at Cloudian, Inc., will discuss the revolutionary notion that the storage world is transitioning from mere Big Data to smart data. He will argue that today’s hybrid cloud storage solutions, with commodity...