Computer Policies in Information Security

This group of policies applies to computers and information systems. Authentication policies often form the largest collection of policy statements in a computer environment because authentication systems and variations are so complex and because they tend to have the greatest impact on the average computer users in Software Development Companies. Password policies are often the largest subset of authentication policies.

Account/Password Authentication: A unique account and password combination must authenticate all users of information systems. The account name must be used only by a single individual, and the password must be a secret known only to that individual.

New Account Requests: The manager responsible for a new end user must request access to corporate information systems via a new account. End users may not request their own accounts. The new account request must be recorded and logged for the record. When the account is no longer needed, the account must be disabled.

Account Changes: The manager responsible for the end user must request changes in access privileges for corporate information systems for a system account. End users may not request access-privilege changes to their own accounts. The request must be recorded and logged for the record.

Two-Factor Authentication: All administrators of critical information servers must be authenticated via a token card and PIN code. The individual must be uniquely identified based on possession of the token card and knowledge of a secret PIN code known only to the individual user.

Desktop Command Access: Access to operating system components and system administration commands on end-user workstations or desktop systems is restricted to system support staff only. End users will be granted access only to commands required to perform their job functions.

Generic User Accounts: Generic system accounts for use by people are prohibited in Software Development Companies. Each system account must be traceable to a single specific individual who is responsible and accountable for its use. Passwords may not be shared with any other person.

Inactive Screen Lock: Computer systems that are left unattended must be configured to lock the screen with a password-protected screensaver after a period of inactivity. This screen locking must be configured on each computer system to ensure that unattended computer systems do not become a potential means to gain unauthorized access to the network.

Login Message: All computer systems that connect to the network must display a message before connecting the user to the network. The intent of the login message is to remind users that information stored on the organization’s information systems belongs to the organization and should not be considered private or personal. The message must also direct users to the corporate information system usage policy for more detailed information. The message must state that by logging on, the user agrees to abide by the terms of the usage policy. Continuing to use the system indicates the user’s agreement to adhere to the policy.

Failed Login Account Disabling: After ten successive failed login attempts, a system account must be automatically disabled to reduce the risk of unauthorized access. Any legitimate user whose account has been disabled in this manner may have it reactivated by providing both proof of identity and management approval for reactivation.

Password Construction: Account names must not be used in passwords in any form. Dictionary words and proper names must not be used in passwords in any form. Numbers that are common or unique to the user must not be used in passwords in any form. Passwords shorter than eight characters are not allowed.

Password Expiration: Passwords may only be used for a maximum of 3 months. Upon the expiration of this period, the system must require the user to change their password. The system authentication software must enforce this policy.

Password Privacy: Passwords that are written down must be concealed in a way that hides the fact that the written text is a password. When written, the passwords should appear as part of a meaningless or unimportant phrase or message, or be encoded in a phrase or message that means something to the password owner but to nobody else. Passwords sent via e-mail must use the same concealment and encoding as passwords that are written down, and in addition must be encrypted using strong encryption.

Password Reset: In the event that a new password must be selected to replace an old one outside of the normally scheduled password change period, such as when a user has forgotten their password or when an account has been disabled and is being reactivated, the new password may only be created by the end user, to protect the privacy of the password.

Password Reuse: When the user changes a password, the last six previously used passwords may not be reused. The system authentication software must enforce this policy.

Employee Account Lifetime: Permanent employee system accounts will remain valid for a period of 12 months, unless otherwise requested by the employee’s manager. The maximum limit on the requested lifetime of the account is 24 months. After the lifetime of the account has expired, it can be reactivated for the same length of time upon presentation of both proof of identity and management approval for reactivation.

Contractor Account Lifetime: Contractor system accounts will remain valid for a period of 12 months, unless otherwise requested by the contractor’s manager. The maximum limit on the requested lifetime of the account is 24 months. After the lifetime of the account has expired, it can be reactivated for the same length of time upon presentation of both proof of identity and management approval for reactivation.

Business Partner Account Lifetime: Business partner system accounts will remain valid for a period of 3 months, unless otherwise requested by the manager responsible for the business relationship with the business partner. The maximum limit on the requested lifetime of the account is 12 months in Software Development Companies. After the lifetime of the account has expired, it can be reactivated for the same length of time upon presentation of both proof of identity and management approval for reactivation.

Same Passwords: On separate computer systems, the same password may be used. Any password that is used on more than one system must adhere to the policy on password construction.

Generic Application Accounts: Generic system accounts for use by applications, databases, or operating systems are allowed when there is a business requirement for software to authenticate with other software. Extra precautions must be taken to protect the password for any generic account. Whenever any person no longer needs to know the password, it must be changed immediately. If the software is no longer in use, the account must be disabled.

Inactive Accounts: System accounts that have not been used for a period of 90 days will be automatically disabled to reduce the risk of unused accounts being exploited by unauthorized parties. Any legitimate user whose account has been disabled in this manner may have it reactivated by providing both proof of identity and management approval for reactivation.

Unattended Session Log off: Login sessions that are left unattended must be automatically logged off after a period of inactivity. This automatic log off must be configured on each server system to ensure that idle sessions do not become a potential means to gain unauthorized access to the network.

User-Constructed Passwords: Only the individual owner of each account may create passwords, to help ensure the privacy of each password. No support staff member, colleague, or computer program may generate passwords.

User Separation: Each individual user must be blocked by the system architecture from accessing other users’ data. This separation must be enforced by all systems that store or access electronic information. Each user must have a well-defined set of information that can be located in a private area of the data storage system.

Multiple Simultaneous Logins: More than one login session at a time on any server is prohibited, with the exception of support staff. User accounts must be set up to automatically disallow multiple login sessions by default for all users. When exceptions are made for support staff, the accounts must be manually modified to allow multiple sessions.