Identity Management for the Requirements of the Information Security

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1 Identity Management for the Requirements of the Information Security M. B. Ferreira 1, K. C. Alonso 2, 1 Industrial Engineer, Fluminense Federal University, Volta Redonda, Brazil 2 Department of Industrial Engineering, Fluminense Federal University, Volta Redonda, Brazil (mirleybf@id.uff.br; kellyalonso@id.uff.br) Abstract - One of the factors in successful information security management is the integration of security policies, processes, people and technologies. The deployment of identity management integrates these factors and provides benefits to management. This paper aims to establish the process flow for a system of identity and access management (IdM) of a multinational company in the mining sector, in order to create a unique identification to user in all corporate information systems and a standardization process for access requests after mergers and acquisitions. To achieve this, a search was conducted in literature and a case to identify the business need. Finally, the study identified and showed the principal benefits generated by new processes following the demands of SOX law. Keywords - IdM, information security, process, SOX law I. INTRODUCTION Increasingly, firms seek a competitive advantage in a global scenario. For this they go through restructuring processes and even mergers to gain market share. The organizations that undergo such processes incorporate new information systems and new databases into their existing systems. However, the employees, as users of these systems, receive numerous identifications that cause inconvenience, such as a lack of maintenance of identity and a lack of process standardization to request access to the systems. Thus there is increasing dissatisfaction among users due to high maintenance account expenses and slow access management processes. The flow of information systems becomes bureaucratic without effective police requirements of internal controls and also negligent with the conformities of the information security. Identity management is the most important platform to protect and manage the identity information flow of user and deal with system vulnerabilities [1, 2]. The identity and access management (IdM, Identity Management), according to [3], is the set of processes and technologies for the handling of user identities, from the birth data in HR systems to applications to web sites. The level of protection for personally identifiable information is the critical factor for a successful identity management service [4]. The IdM is responsible for consolidating and controlling authentication, authorization, and workflow of the user in these systems. This paper presents an application with the IdM concept in a public multinational company and has the objective of proposing a set of maintenance processes of flows for user access request in information systems. Therefore the company will align its processes with the requirements of SOX and its specifications [5]. Forecasting, security, planning and coordinating interactions among these drivers and solving problems that emerge are of utmost importance in the success of any organization[6]. II. INFORMATION SECURITY AND LAW SOX Information security for [7], is the area of knowledge designed to preserve information against prohibited entries, unavailability and inappropriate changes. As such, information security is not only a technical issue but also a behavioral issue involving users and also corporate governance actions through security policies. In terms of a model system, a safety margin is obtained by imposing restrictions to security. Each of these restrictions has the function of preventing the occurrence of a critical event that compromises the integrity of the model [8]. In the last ten years, information security has received a lot of attention from various business sectors, enterprises, organizations and governments [9]. Among the most recent actions in this area is the creation of the SOX Act. A U.S. law, the Sarbanes-Oxley - SOX or SARBOX, was published in 2002 with the purpose of mitigating risks to businesses. It has been applied to all companies that are listed on the New York stock exchange. The major motivation for creating this law was the corporate financial scandals that resulted in the emptying of investments on the NYSE by insecurity in the governance of these companies and the lack of reliability of the information provided by them. Thus, the SOX law aims to establish higher standards of corporate responsibility, ensuring the creation of mechanisms for auditing and information security to protect investors against financial fraud and accounting and also punish crimes of this kind. Some recommendations of this law are the implementations of access controls and segregation of function (it does not allow a person to have full control of the same activity simultaneously) as a way to follow the internal control policies [10]. The SOX law says the company must create internal controls to ensure the reliability of information among other regulatory rules [11]. These other rules have been divided into sections such as; the executives of these organizations must prove the effectiveness of internal controls, the requirement of both their signatures and the /13/$ IEEE

2 CEO and CFO having to certify the financial reports [12]. Thus, companies will need to put into practice this law to ensure the standardization of their processes and information security. Publicly traded companies can make the certificate in the requirements of this law in order to ensure their good practices to investors. These new regulations have brought greater complexity in managing IT and the business itself. Furthermore the law brought greater responsibilities to the IT and field further increased its importance in the strategies in organizations [13]. The identity management in turn, plays a key role in the regulations relating to internal control and corporate governance, such as the Sarbanes-Oxley law recommends [14]. III. IDENTITY MANAGEMENT AND ARCHITECTURE Identity management systems aim at increasing the user-friendliness of authentication procedures, whilst at the same time ensuring strong authentication to system security [15]. According to [16], there are different strategies for managing identity and specifications, especially in organizations. These strategies are relevant during periods of drastic downturn because companies look to restructure themselves to reduce security vulnerability. For example, the fusion of two different companies requires the integration of the identities of employees, partners and customers both in the short term. This scenario requires identity systems capable of integrating organizational boundaries [14]. The identity management proposes a central repository called for [3], as metadirectory (Fig 1). It aimed at centralizing the bases and creating automatic administration. In the left Figure 1 is shows the architecture disintegrated between the systems. The right Figure 2 displays the metadirectory that controls the flow of requests and user accounts. Fig1 - Metadirectory In this centralized data repository it is possible to apply the Single Sign-On (SSO), which refers to using the same login to connect to many systems of the company. As such, the SSO is useful to reduce the administrative costs of accounting management [14]. The identity has a life cycle (Fig 2) framed in: creation, use, upgrade, completion and supported by governance [12]. Fig2 - Identity life cycle Some of these phases can be initialized automatically, such as the shutdown of an employee in the HR system. This event may trigger the identity system to the inactivation event of that employee. Phases can sometimes occur in the manual mode, as is the case with password reset. IV. RESULTS The company of the case study is headquartered in Brazil and it is a private and publicly traded company with shares traded on the São Paulo, Paris, Madrid, Hong Kong and New York stock exchanges. Thus, by having ADR'S (American Depositary Receipts), i.e. shares traded on U.S. stock exchanges, it is one of the companies required to comply with SOX. It is present in over 30 countries worldwide and has approximately 195,000 employees. Of these employees more than 100,000 are IT users. The name of the organization cannot be revealed by restriction of their corporate policy. Since this is a global company, it is required to continuously improve their processes in order to meet the needs of customers and the market. In order to remain at the level of today or to achieve greater heights, it goes through restructuring and acquisitions, sales and mergers. With this restructuring, the information systems incorporated from numerous different sources need to somehow combine with other SI already present in the company. Some scenarios are described by the company for a proper understanding of the problems of the initial situation before the implementation of IdM. The company has gone through many mergers and acquisitions in recent years, requiring an analysis of its information security. When the expansion of the company occurs, it is necessary to store the information of new employees in the HR database (such as file name, title, and others) as well as to create accounts for network access. The integration of new users to existing systems occurred precariously through manipulation of spreadsheets, generating inconsistent information and controls in parallel. Another risk was when there were layoffs. The company shuts down the employee's HR system and consequently all its access should be blocked to other systems. However, in many cases, it was possible to

3 detect these employees with access to assets in other systems, and mainly in the network. The management of access network also had critical problems such as validation controls of passwords and access levels. Users had at least 3 different passwords, one for each different access. This situation increased user dissatisfaction and maintenance costs of these accesses. Added to those problems was the low efficiency of the help desk system with high costs. When an employee needed access to a new system or a new feature, requested access through the help desk, but they had difficulty with the data and the process was slow and flawed. The lack of control with new user accounts, as well as existing ones, caused various disorders in Beta Company. Examples include duplicate user accounts, inactive user's accounts which were still active in systems, a bureaucratic access requests process with little supervision and non-compliance with the internal and external policies of the company. Considering this scenario, the company will need to review some processes that are flawed, bureaucratic and do not fall into line with the new rules and regulations. These processes should; adapt the new SOX law, support the business in developing the bases of information systems that are less bureaucratic and more agile, reduce problems with user identities, create globalized processes to manage the identity life cycle of users and access, improve the end-user experience with their accounts and finally suit the IT planning in the long term. The following figures show some flows to the improvement of management processes for monitoring user access keys. These propose the rationalization and standardization of processes, in addition to increasing competitiveness. Firstly, we will show the label (Fig 3) about types of process tasks. The common tasks, like notification, have not been represented. According to [3], the authentication activity validates an identity, the authorization determines whether the certain identity is authorized to access a resource or perform an action and the provisioning updates the data between their bases. Fig3 - Types of process tasks The creation process (Fig 4) is initiated by an event from the HR system. This event occurs when a user is admitted to the company. This system will inform the IdM which user needs to be created. The IdM will reserve a new key for the creation of the new user profile and will subsequently write the user information in their metadirectory. It will then notify the user by that their account was created. Finally, the flow is terminated by a notification to the manager. Fig4 - User creation Since the company is a mining operator not all users in the company must suffer this event. With this, the event occurs only when the employee was admitted as an IT user, i.e., one that makes use of the systems, networks and other IT resources. The access request flow describes the process that users must follow to request access to an application / system based on the recommendations of SOX. This flow also allows an ordinary user or manager to request access to another user. Fig 5 shows the simplified mapping of this process for a better view of its main features. Initially, the user should authenticate to the IdM with their key and password. Later, they should select the application and then select the desired function, and then a flow occurs automatically. IdM checks if the beneficiary has the training to perform that function. Then, it checks if this new function is conflicting with others that it has. The manager is the third approver that will confirm that employee needs that role. The access will be validated by the data owner, in addition the other approver will validate manually. Finally it is checked whether the company has the license application. If all checks and approvals were successful all access are provisioned in other systems and the user will be notified. If any of the authorization activities are denied the process will be interrupted and the user notified via . In this case the access is not granted nor provisioned. It is important to note that some of these activities may or may not occur depending on the business needs and on the information that it possesses when the deployment of identity management tools occurs. This flexibility makes the process even more customizable to different types of applications ranging from the simplest to the most complex.

4 Fig5 - Access request The flow of Fig 6 shows the process to disable the user. The HR system firstly creates an inactivation event. Automatically it informs this to the IdM. The tool will in turn notify the manager that this user will be disabled. If the user has access to any application, this will be informed to the manager. The manager in turn will review and confirm the inactivation of the user. Later, the IdM will revoke all accesses. The account of the user will be inactivated in the metadirectory and also in all applications of this account. The observation (*) in "Analyze request" task, is necessary because if the manager does not permit the inactivation he must make comments about this failure. Then, the log for audit purposes will be recorded in IdM. Fig 7 - Password change By mapping this it was possible to see that all systems are integrated to IdM according to the requirements of SOX, which include; they have an internal process standard for identity and access management and monitoring of the life cycle of identity with the integrated HR system (E.g. not allowing a user who has left the company to continue to access the system); allowing the user themself to service their account (for example, the user is allowed to change their password in IdM and this is replicated instantly to all other systems). Upon completion of the mapping it is possible to get a single database user system, increase reliability and obtain a safety audit; reduce costs associated with user accounts, ensure a secure and streamlined service for the lifecycle of the identity, as well as establish a standard process that can be adapted to work with any future application. An identity management and user access aligned with the company's organizational culture is consistent, efficient and effective, and is essential for improving information security and the improvement of the company before audits, productivity, costs and competitiveness. V. CONCLUSIONS Fig6 - User inactivation The flow of Fig 7 describes the process so that the user can self-manage their password. For this, the user must access the IdM and request the password update. The tool will check if the new password is according with policies for a company password. If the answer is yes, it will be recorded and updated in the metadirectory and in all other applications the user has access. Finally, the user will be informed about a change by IdM. The observation (*) is important because if the password is not correct the user will be informed. He should then recreate it. This study presented the mapping of processes for the lifecycle of the user identity as well as all steps to request access to applications that can be managed through a tool known as IdM in an enterprise. The resulting information is valuable not only to the research community but also to managers and policy makers striving to reduce security vulnerability in critical situations such as restructurings. Through the mapping of the fluxes it was possible to achieve several benefits in various areas such as: a) Business information: it has created a single data source of user identity and access to global systems; it has consolidated the information for the decision making; it has standardized the processes for updating and deleting users, in addition to the processes of solicitation and revocation of access in all areas of the company. b) Compliance and information security: it met the

5 requirements of SOX law, restricted the access to systems and data based on rules and policies, reduced the manual controls between systems, increased the reliability and security, reduced the data scattered in spreadsheets, and tracked the transactions. c) Business efficiency and growth support: it has greater ability to perform mergers and acquisitions since the systems are integrated; it accrues data between the metadirectory and other connected systems; provides quick and easy access to system users; it simplifies management through integrated and unique processes and facilitates the mobility of former employees. d) Usability: there is a unique process to request access in all applications connected to the metadirectory, with the user having only one key and one password to access all the apps in IdM. An identity management and access consistent, efficient and effective are fundamental to information security, allows standardization in processes business strategy, improvement of the company before audits, and cost competitiveness. Despite all the complexity involved in the whole process from conception to implementation, the identity management system is a tool that has come to unite business and IT in the information security. There are other studies that may be triggered, explored and developed from this stage. For example it could be used as a possible research tool for integrating mapping and monitoring the security levels; verifying the vulnerability of the mapping and proposing identity management and access to the company's stakeholders. REFERENCES [8] E. S. Christo, M. B. Ferreira, Use the chart control to minimize errors series forecasting electricity (in Portuguese), Uso do gráfico de controle para minimizar erros de previsão em séries de energia elétrica, ENGEVISTA, Niterói,, vol. 15, junho [9] M. Eminağaoğlu, E. Uçar, S. Eren, The positive outcomes of information security awareness training in companies A case study, Information Security Technical Report, vol. 14, no. 4, pp , Nov [10] L. H. Lima, External control: theory, legislation, case law and more than 450 questions (in Portuguese), Controle externo: teoria, legislação, jurisprudência e mais de 450 questões. Rio de Janeiro: Elsevier, [11] M. M. P. Souza, M. D. Figueredo, Sarbanes-Oxleyand Its Importance for the Brazilian Listed Companies from Year 2004 (in Portuguese), Lei Sarbanes-Oxley e Sua Importância para as Companhias Abertas Brasileiras a partir do Ano de 2004, vol. 10, no. 42, pp , out./dez [12] S. Wagner, L. Dittmar, The Unexpected Benefits of Sarbanex-Oxley, Harvard Business Review, pp. 4, [13] A. A. Fernandes, V. F. Abreu, Deploying IT governance: from strategy to process management and services (in Portuguese), Implantando a governança de TI: da estratégia à gestão de processos e serviços, 2. ed.rio de Janeiro: Brasport, [14] E. Bertino, K. Takahashi. Concepts, Technologies, and Systems. Norwood: Artech House, [15] J. Vossaert, J. Lapon, B. De Decker, V. Naessens, Usercentric identity management using trusted modules, Mathematical and Computer Modelling, vol.ume 57, Issues 7 8, pp , April [16] A. Jøsang, M.A. Zomai, S. Suriadi, Usability and privacy in identity management architectures, in: L. Brankovic, P.D. Coddington, J.F. Roddick, C. Steketee, J.R. Warren, A.L. Wendelborn (Eds.), ACSW Frontiers, in: CRPIT, vol. 68, pp , Australian Computer Society, [1] J. Chen, G. Wu, L.Shen, Z.Ji, Differentiated security levels for personal identifiable information in identity management system, Expert Systems with Applications, vol. 38, no. 11, pp , Oct. 2011,. [2]C.W. Thompson, D.R. Thompson, Identity management, IEEE Internet Computing, vol. 11, no. 3, pp , [3] A. Santos, Identity Management (in Portuguese), Gerenciamento de identidades.rj: Brasport, [4] L. Hyangjin, I. Jeun, H. Jung, "Criteria for Evaluating the Privacy Protection Level of Identity Management Services," in Third International Conference on Emerging Security Information, Systems and Technologies, pp.155,160, June [5] N. V. Vakkur, R. P. McAfee, F. Kipperman, The unintended effects of the Sarbanes Oxley Act of 2002, Research in Accounting Regulation, vol. 22, no. 1,pp , April [6] R. A. Macedo,K. C. M. Alonso, A. N. Haddad, Asset Prioritazation as a Modal Integrator in Organization Logistics Activities, in The IEEE International Conference on Industrial Engineering and Engineering Management, Macau, [7] M. Sêmula, Management of Information Security: An executive view (in Portuguese), Gestão da Segurança da Informação: Uma visão executiva.8. ed. Rio de Janeiro: Campus, 2003.

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