Mismanaged data can lead to expensive data breaches that damage an organization’s bottom line. A data access control policy helps ensure data stays secure with access only from authorized users. So, this article helps you create and implement a data access control policy by covering the following topics:
What is a Data Access Control Policy?
A data access control policy defines the protocols and measures that regulate who can access specific data in an organization. It’s a detailed plan that clarifies which individuals have authorization to access, modify, or view certain data based on their role within the organization.
The policy can be built around various types of controls, such as Role-Based Access Control (RBAC), Attribute-Based Access Control (ABAC), and Policy-Based Access Control (PBAC). Each type has its benefits and is suited to different organizational needs.
Why Do You Need a Data Access Control Policy?
The importance of a robust policy cannot be overstated. Data breaches can cause significant damage to a company’s reputation and financial status, not to mention the potential legal implications. For example, the 2017 Equifax data breach, which exposed the personal information of 147 million people, was largely attributed to a failure in data access management that allowed the hackers to find unencrypted usernames and passwords.
Furthermore, a well-defined policy also helps organizations comply with data privacy laws and regulations, such as GDPR and CCPA, which mandate strict control and protection of personal data.
Key Components of a Data Access Policy
A comprehensive policy should include the following key components:
Clear Access Privileges
Responsibilities and access privileges should be clearly defined and assigned based on roles or attributes within the organization. This practice decreases the risk of unauthorized access or data leaks and simplifies access provisioning. It is critical that employees have only the necessary privileges to perform their job duties.
Access Control Systems
In a data access control policy, the access control systems are the methodologies that enforce the access privileges defined in the policy. These systems dictate how access is granted, regulated, and restricted. They form the backbone of the policy, defining how to implement access controls across an organization.
User Access Management
To effectively manage data access, user access needs management throughout the entire employment lifecycle. User access management defines the processes for granting new access rights, auditing user access, and revoking user access.
Scheduled Policy Reviews and Updates
The policy should not be static; it should be regularly reviewed and updated. This is particularly important as the organization evolves, technology advances, and the regulatory landscape changes. The policy should specify how often reviews will take place and which teams are responsible for them.
How to Create a Data Access Control Policy
Creating a data access control policy requires an appropriate distribution of responsibilities and defined processes for managing data access.
1.Identify Data Assets and User Roles
Begin by mapping out all the data in the organization, including its type, sensitivity, and location. While discovering your data, also begin defining every role within your organization and the associated data the role requires. This should include not just job titles, but the data each role requires to function effectively. These two factors form the basis of your data access control policy.
2. Define Access Controls
With a clear understanding of the data and roles, define the data access controls. This involves determining what data each role can access, the kind of operations they can perform on it (read, write, modify, delete), and under what conditions. Also, decide on the access control system that best fits the organization’s needs.
3. Outline User Processes and Datamaster Responsibilities
On the user side, the policy should define the processes for how new users are granted access to necessary data, which could include formal requests and approval stages. Also, outline how existing users can request additional data access, typically involving a justification for the increased access and approval from a supervisor or data owner.
For datamasters, outline their responsibilities in setting up the access control system, managing user access rights, conducting regular audits, responding to security incidents, and ensuring policy compliance.
4. Document the Policy
After defining access controls, administrator responsibilities, and user processes, it’s time to put the policy in writing. This document should be clear and concise while avoiding unnecessary technical jargon. It should clearly explain the policy’s purpose and scope as well as outline all data access control systems, policies, and procedures.
5. Design Your Access Control System
With a documented policy, you can start designing an access control system that fits your data access control needs. This involves configuring the system to reflect the defined user roles and their respective access rights. It’s important that the system is flexible enough to accommodate changes in user roles or data classification.
6. Communicate the Policy
Once the system is set up, communicate the policy to all employees. This can be done through internal memos, meetings, or dedicated training sessions. The goal is to ensure that everyone is aware of the policy, understands its significance, and knows their roles and responsibilities.
7. Train Users
Conduct training sessions for all users, especially focusing on those with access to sensitive data. Training should cover the basics of the access control system, how to handle data responsibly, and the consequences of policy violations. Refresher training sessions should also be conducted periodically to reinforce these concepts.
Conclusion
Implementing a data access policy requires a continual commitment to securing your organization’s data. But, with this continuous effort, you can maintain data compliance while making data accessible to keep your organization efficient even in the face of growing data security regulations.
Satori’s comprehensive Data Security Platform, can help you create and implement a data access policy. Satori’s just-in-time and self-service data access ensure that you can manage permissions, security, and compliance policies from a single data platform giving you a comprehensive overview of your security posture.
Book a consulting call with one of our experts to see how Satori can keep your organization’s data secure.
