Secure Messaging Overview

Transcription

1 IRS/FTA CSO Conference Enterprise Implementation of Secure Messaging Services April 3, 2008 Timothy R. Blevins, KDOR Chief Information Officer 1 Secure Messaging Overview What is Secure Messaging What does Secure Messaging do What does Secure Messaging Architecture look like User Documentation External User Documentation Internal User Documentation Mail Policies Usage Reports Lessons Learned Questions 2 1

2 Helping enterprises manage, protect, and extend Internet communications Comprehensive Messaging Security Portfolio SecureTransport Secure all data exchanges between 3rd parties with secure managed file transfer Best Intellectual Property Protection Secure Messenger Encrypt ` at the gateway or desktop, automatically or manually Best Encryption Solution MailGate Protect with comprehensive inbound and outbound security Best Content Filtering Solution 3 What Does Secure Messenger Do? Scan all messages and attachments To identify sensitive content Trigger secure delivery based on corporate policy Based on sender, recipient, and/or message content Encrypt and provide access through a secure Web portal Send notification with link to encrypted message Log in to secure Web server and download via SSL Track and notify of delivery Audit trail and reporting For regulatory compliance Internet notification SSL Servers 4 2

3 Tumbleweed Secure Messenger Universal delivery to any recipient No client side software or certificates required Encrypts and provides access through a secure web portal Online and offline secure Support pull and push methods with SecureEnvelope Easy to support and manage Self registration, zero registration, and automated user management Very large attachment support Highly secure and reliable Tracking by recipient, by message, and by attachment Rules for message expiration, password requirements, domain limits, message size, and message quotas. Customizable Custom branding of inbox and portal Multiple delivery profiles for by group 5 Tumbleweed Secure Messenger Delivery Analysis Content Analysis Policy Actions Secure Delivery Sender Recipient Role Partner Customer Forwarding Time SSN, CCN Customer data Compliance info Personnel data Intellectual property Trade secrets Attachments Block, Allow Quarantine Return Notify mgrs Strip attachments Annotate Change routing B2B encryption B2C encryption Web-based delivery Offline access Tracking Auditing Centralized & Delegated Management Reporting, Auditing, Message Tracking High Performance Appliance 6 3

4 Secure Messenger Architecture and Data Flow Diagram 03/17/2008 User External User s Personal Mailbox (6)User clicks on link in notification (6)User Registration at First Login (9) from Secure Messenger (1)OB SM TP Em ail boun d for S M (#secure#) (5)OB Notification to S ecure M essenger User OR (6) External User Authenticates to Sec Mess portal: SSL (4)Notification relayed to User (3)OB Notification to Secure Messenger User (3)Notification Generated (1)OB SM TP Em ail bound for SM (#secure#) (1)OB SMTP bound for S M (#secure#) (2)#secure# is removed (2) Sent To Secure M essenger (2)E ncrypts Secure (9)E mai l from Secure Messenger (9) from Secure Messenger (8) Secure sent to Dept. (8) Secure E mai l sent to EMF (7) Compose and Send Secure Internal SMTP Relay EMF SERVER Secure Messenger 7 1 External User Notification of Secure Mail What can the user expect to see when a secure is sent to them through Secure Messenger? The user will receive a notification that a secure message is waiting for you. A link is embedded in the notification for the user to click on and retrieve the secure 8 4

5 2 External User Security Certificate If the user receives a Security Alert concerning the site s security certificate, click on Yes to proceed. KDOR does have a valid SSL Certificate on the server. 9 3 External User Self-Registration The first time a secure is read, the user will be required to perform a one-time, self registration. oduring self registration the user will be required to enter: ofirst name and last name in the first name and last name fields respectively oself-assigned password, that can be remembered, in the new password field oretype that password. otype in a password hint. This is important: In case the external user forgets their password, they can have their password hint ed to them. oonce the account is completely registered, the user will be brought into the secure message. 10 5

6 4 External User - Viewing the The user will have the option of composing a new or replying to an existing When a secure is sent to a Secure Messenger user by a KDOR employee, they will receive a notification, but will not need to re-register. When the link from within the notification is clicked, the user will be asked to enter the password they assigned themselves during the registration process External User NOTES Once the user is logged into Secure Messenger, they will only be able to reply, forward, or send a new to a KDOR employee. The user CANNOT reply, forward, or compose a new to a non-kdor address (without kdor.state.ks.us) If the user deletes a message from within their Secure Messenger mailbox, it will no longer be available to them. SECURE MESSENGER WILL NOT WARN THE USER THAT THEY ARE ABOUT TO DELETE AN

7 Internal Users - Composing a Secure Using Secure Messenger to an External Customer Compose a new in Lotus Notes In the subject, enter the string #secure# When the is sent through Secure Messenger the #secure# string is stripped from the subject #secure# is replaced in the subject with This is A Secure Message from KDOR Note: Internal user may type other text (i.e. the subject matter of the ) before or after #secure# in the subject line Secure Messenger is only to be used to send s that have PII (Personally Identifiable Information). Do not use Secure Messenger for normal, non-secure . #secure# will only work when sending secure, outbound mail. Internal users do not need to add #secure# to any internal as all internal is already secure. 13 Tumbleweed Mail Policies The following slides describe the mail rules in place by KDOR and what action each rule takes. KDOR has 3 active policies that are used to log event information about outbound s sent with PII (Personally Identifiable Information): KDOR: SM-SSN Subject Block KDOR: SM-Drivers License KDOR: SM-FEIN 14 7

8 KDOR Policy Events KDOR: SM-SSN Subject Block: Catch messages where The entire message contains words in the list: SM: SSN Subject Block Take the following actions Deliver normally and log the event SM: SSN Subject Alerts KDOR: SM- License Catch messages where The message text contains words in the list: SM: License Take the following actions Deliver normally and log the event SM: Drivers License KDOR: SM-FEIN Catch messages where The entire message contains words in the list: SM: Taxation Group Take the following actions Deliver normally and log the event SM: FEIN Messages KDOR: Encrypt Subject Trigger Encrypt and deliver the message via Secure Messenger using the Secur delivery profile prepend This is a Secure Message from KDOR to the subject text and remove #secure# from the subject text 15 Policy Word Lists KDOR Has Created 3 Word Lists That Are Used With Its Tumbleweed Mail Policies. These Word Lists Look For Social Security Numbers, Federal Employer Identification Number, and Drivers License Numbers. The Names of the Word Lists Are: SM: License Words SM: Taxation Group SM: Test Words 16 8

9 Tumbleweed Usage Reports KDOR uses Tumbleweed reporting to monitor which s are routed through Tumbleweed with PII (Personally Identifiable Information). The following reports show message details of policy events which were setup in Tumbleweed to monitor PII traffic: SM Event Usage (SSN- w/event detail) SM Event Usage (FEIN-w/event detail) SM Event Usage (DL#-w/event detail) These reports are custom reports created specifically for KDOR using Crystal Reports. 17 Reports All of the reports but the Message Volume and Size Report were created using Crystal Reports. SM Event Usage (7 days) Displays a summary of how many messages have Secure Messenger policy events SM Event Usage (w/event detail) Displays the message details of the SM Event Usage report summary SM Event Usage (SSN-w/event detail) Displays the message details of ID 504 s with Social Security Numbers SM Event Usage (FEIN-w/event detail) Displays the message details of event ID 505 s with Federal Employment Identification Numbers SM Event Usage (DL#-w/event detail) Displays the message details of event ID 507 s with Drivers License Numbers SM Event Usage (Securely Sent Mail) Displays the message details of s sent through Secure Messenger Secure Messenger Users and Directory Location Displays the list of users with Secure Messenger accounts and the directory path the accounts are in Message Volume and Size Report Displays the total count of messages that route through EMF 18 9

10 SM Event Usage (7 days) (Created using Crystal Reports) 19 Event Report w/details Social Security Number (Created using Crystal Reports) 20 10

11 Event Report w/details FEIN-Federal Employer Identification Number (Created using Crystal Reports) 21 Event Report w/details Drivers License (Created using Crystal Reports) 22 11

12 Monitor Policy Event Reporting Metrics Your report results will tell you which s contain the information that would route mail through Secure Messenger. Breakout reports and events so you have separated inbound and outbound reports (outbound with sensitive information is the first concern) Review report results to make sure the policy you will be enabling is detecting the proper information within s. You can watch traffic through these reports without quarantining or implementing the policies Learn through the reporting for several reporting periods prior to attempting to block traffic automatically (False Positives) 23 Enabling an Existing Policy to Route Mail Through Secure Messenger Click on Policies from side menu to view the existing policies. Find the policy you want open and click on the link

13 Making Secure Messenger Documentation Easily Accessible to External Users. Implementation Strategy: Put a copy of the external user documentation on KDOR public web site. Modify the Secure Messenger notification page located on the Secure Messenger server. Add a web link to the secure mail notification page. The web link will direct the external user to where the Secure Messenger documentation is stored on KDOR s public web site. This secure mail notification is what external users will receive when a secure is sent to them. 25 Recognizing the Global Effect of Changing a Policy To Route Mail Through Secure Messenger When changing an existing policy from routing mail normally to routing through Secure Messenger, it is important to recognize possible negative results: When a policy is set to route mail through Secure Messenger, it is important to realize that any external recipient stated in a policy-caught will receive a Secure Messenger notification. Be sure that false-positives are at a very minimal level before enabling a policy to automatically route mail through Secure Messenger. False-Positives can lead to embarrassment to agency and customer frustration Work with your Messaging Administrator to view s appearing as a false-positive. This will allow you to confirm if this is true or not

14 Recognizing the Global Effect of Changing a Policy To Route Mail Through Secure Messenger (cont) False-Positives Prevention of False-Positives (A false-positive in this context is an that is flagged by a policy to have PII, but in actuality does not.) Enable a Tumbleweed Secure Messenger Policy to Quarantine flagged s instead of routing normally and before sending through Secure Messenger. This will allow s to be manually reviewed and recognized as a false-positive If an outbound, quarantined is found to be a legitimate that should ve been routed through Secure Messenger, the Tumbleweed Administrator will contact the KDOR sender and ask them to resend the with #secure# in the subject. Any false-positives can be released to the intended recipient, returned to the sender or deleted 27 Archive Internal Secure Messages to CERA KDOR Employees have the ability to retain secure messages in CERA (Central Record Archive) by selecting the Secure Messaging category within the CERA database

15 Lessons Learned Monitor Policy Event Reporting Metrics Before Turning On Secure Messenger Routing Understanding the Global Effect of an Enabled Secure Messenger Policy External Secure Messenger Users need agency documentation. Archive Internal Secure Messages to CERA Start with small diverse messaging groups Separate internal reporting between outbound and inbound messaging traffic 29 ANY QUESTIONS? Enterprise Implementation of Secure Messaging Services April 3, 2008 Timothy R. Blevins, KDOR Chief Information Officer 30 15