Best Practices for Securing Sensitive Data - Handling PII, PHI, CUI, and Classified Material
Handling sensitive data like Personally Identifiable Information (PII), Protected Health Information (PHI), Controlled Unclassified Information (CUI), and classified material requires thoughtful implementation of security protocols. In this guide, we’ll walk through key practices to ensure your organization effectively safeguards this critical information.
Identifying and Marking Sensitive Data
The first step in securing data is recognizing what qualifies as sensitive and ensuring it's correctly labeled. PII, for example, includes social security numbers or addresses, while PHI includes health records. In government work, CUI and classified data often involve non-public or mission-critical information. It’s important to mark data properly, both to ensure compliance and to instruct systems and personnel on how to handle it.
Tip: Use automated systems or metadata tagging to ensure sensitive data is consistently labeled and tracked across platforms.
Encryption at Rest and in Transit
Encryption converts sensitive information into a format unreadable to unauthorized users. For data at rest, AES-256 encryption is a common standard, while TLS and SSL are typically used for data in transit. These encryption methods ensure data is protected during storage and when it's moving between systems, preventing unauthorized interception.
Example: When handling PHI for one of our major healthcare customers, we implemented encryption both at rest and during the exchange of data between systems and users to safeguard patient records.
Role-Based Access Control (RBAC)
Role-Based Access Control limits access to sensitive data based on a user’s role within the organization. For instance, a clinician may have access to patient records, while administrative staff may not. Implementing RBAC helps minimize the risk of unnecessary data exposure and ensures that only those with a legitimate need can access certain types of information.
Implementation: Begin by clearly defining user roles and assigning access rights. Systems can then enforce these rules, ensuring sensitive data is only accessible to the right personnel.
Data Encryption Key Management
One of the most critical yet complex aspects of encryption is managing the encryption keys themselves. Poor key management can negate the benefits of even the most robust encryption. Key management practices include securely storing keys in Hardware Security Modules (HSMs) and limiting access to these keys through strict policies.
Note: When working with a Department of Defense customer on handling classified information, encryption key management was a fundamental part of our data security plan, ensuring that data remained protected even from insider threats.
Multi-Factor Authentication (MFA)
Multi-factor authentication adds an additional layer of security, requiring users to provide multiple forms of identification before accessing data. While Vergence did not implement MFA directly in our work with DFAS and USMC TSO, we required MFA as a condition for accessing sensitive systems. This ensured that, even if passwords were compromised, unauthorized users would still be blocked from accessing classified data.
Practical Examples from Vergence’s Experience
Vergence has extensive experience implementing these best practices in high-stakes environments. For instance, in our work with DFAS and USMC TSO, we dealt with classified and CUI, ensuring strict data labeling, encryption, and access control were in place. In these cases, MFA was required to access systems, further securing classified information.
In healthcare, our custom solutions for IU Health involved handling PHI, which required both encryption and role-based access controls to maintain HIPAA compliance. Additionally, when working with the Indiana Department of Health, we designed systems to ensure the secure handling of public health data through encryption at rest and in transit, with carefully managed access control mechanisms.
These real-world applications underscore the importance of a multi-faceted approach to data security, where encryption, access control, and user authentication work together to protect sensitive information.
Conclusion
Safeguarding sensitive data requires a combination of well-implemented practices: from data identification and encryption to access control and key management. By applying these methods, organizations can protect critical information, ensuring compliance with regulatory standards and reducing the risk of breaches.