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IllumiDesk
IllumiDesk Team Handbook
People Group
Introduction
General Employment
Employment Status & Recordkeeping
Working Conditions & Hours
Employee Benefits
Employee Conduct
Timekeeping & Payroll
Security and Compliance
Security Controls
BC.1.01 - Business Continuity Plan
BC.1.0.2 - Business Continuity Plan: Roles and Responsibilities
BC.1.03 - Continuity Testing
BC.1.04 - Business Impact Analysis
CFG.1.01 - Baseline Configuration Standard
CFG.1.03 - Configuration Checks
CM.1.01 - Change Management Workflow
CM.1.02 - Change Approval
CM.1.03 - Change Management Issue Tracker
CM.1.04 - Emergency Changes
DM.1.01 - Data Classification Criteria
DM.2.01 - Terms of Service
DM.4.01 - Encryption of Data in Transit
DM.7.03 - Data Retention and Disposal Policy
IAM.1.01 - Logical Access Provisioning
IAM.1.02 - Logical Access De-Provisioning
IAM.1.04 - Logical Access Review
IAM.1.05 - Transfers: Access De-Provisioning
IAM.1.06 - Shared Logical Accounts
Security Process and Procedures for Team Members
Access Management Process
IAM.1.08 - New Access Provisioning
IAM.2.01 - Unique Identifiers
IAM.2.02 - Password Authentication
IAM.2.03 - Multi-factor Authentication
IAM.3.02 - Source Code Security
IAM.4.01 - Remote Connections
IAM.6.01 - Key Repository Access
IR.1.01 - Incident Response Plan
IR.1.03 - Incident response
IR.1.04 - Insurance Policy
IR.2.02 - Incident Reporting
NO.1.01 - Network Policy Enforcement Points
PR.1.01 - Background Checks
RM.1.01 - Risk Assessment
RM.1.02 - Continuous Monitoring
RM.1.04 - Service Risk Rating Assignment
RM.1.05 - Risk Management Policy
RM.3.01 - Remediation Tracking
SDM.1.01 - System Documentation
SG.1.01 - Policy and Standard Review
SG.2.01 - Information Security Program Content
SG.5.03 - Security Roles and Responsibilities
SG.5.06 - Board of Director Bylaws
SG.5.07 - Board of Directors Security Program Content
SLC.1.01 - Service Lifecycle Workflow
SLC.2.01 - Source Code Management
SYS.1.01 - Audit Logging
SYS.2.01 - Security Monitoring Alert Criteria
SYS.2.07 - System Security Monitoring
TPM.1.01 - Third Party Assurance Review
TPM.1.02 - Vendor Risk Management
TRN.1.01 - General Security Awareness Training
TRN.1.02 - Code of Conduct Training
VUL.1.01 - Vulnerability Scans
VUL.1.03 - Approved Scanning Vendor
VUL.2.01 - Application & Infrastructure Penetration Testing
VUL.3.01 - Infrastructure Patch Management
VUL.3.02 - End of Life Software
VUL.4.01 - Enterprise Protection
VUL.5.01 - Code Security Check
VUL.6.01 - External Information Security Inquiries
VPAT Version 2.3
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Security Process and Procedures for Team Members

Accounts and Passwords

  1. 1.
    Read and follow the requirements for handling passwords and other credentials in the IllumiDesk Password Policy Guidelines below for all accounts used to conduct IllumiDesk related work. Using 1Password to generate and store the passwords is strongly recommended.
  2. 2.
    Set up your Okta account at https://IllumiDesk.okta.com, and use this as your primary means for accessing Applications supported in Okta. As part of setting up Okta, you'll need to establish a strong password and set up at least one additional form of authentication.
  3. 3.
    For your Okta password and other passwords that you won't store in Okta, set up 1Password as your password manager and set a strong and unique master password.
    • Keep your Master Password a secret. No other team members should know it, including admins. If the Master Password is known or disclosed to someone else, it should be changed immediately.
    • Post a message in #it-ops if you forget your Master Password.
    • Consider using a generated Master Password. Most human-created passwords are easy to guess. Let 1Password create a strong Master Password. But: you will need to memorize this Master Password.
    • Do not let your password manager store the master password. It is okay to store the username.
    • For more information, review 1Password's Getting Started guide and view this video that guides you through the sign-up process.
    • For account administrators, review 1Password's admin guide.
  4. 4.
    Enable two-factor authentication (2FA) with an authenticator, such as Google authenticator or 1Password TOTP for on every account that supports it. This is required for Google, Slack, IllumiDesk.com, and dev.IllumiDesk.org accounts. Users without 2FA enabled that are stale for over 30 days will be blocked/suspended until resolved. This improves the security posture for both the user and GitLab. If any systems provide an option to use SMS text as a second factor, this is highly discouraged. Phone company security can be easily subverted by attackers allowing them to take over a phone account. (Ref: 6 Ways Attackers Are Still Bypassing SMS 2-Factor Authentication / 2 minute Youtube social engineering attack with a phone call and crying baby)
  5. 5.
    If you do not have a YubiKey, you may consider purchasing one. A Yubikey or other hardware token can be used as a convenient 2-factor authentication method after a first has been added to Okta, G Suite, IllumiDesk instances, and many other sites. Purchasing Yubikey is not mandatory, but is considered as an extra layer of authentication for better security.
  6. 6.
    When signing up for a new service on behalf of IllumiDesk:
    • Request a Security Review by opening an issue in the Compliance project.
    • If shared access is required by multiple team members to a single account, for example, a social media account, an Access Request should be opened. The credentials will be stored and shared via Okta.
  7. 7.
    If you find an existing shared account in 1Password, create an issue to get it migrated to Okta
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IAM.1.06 - Shared Logical Accounts
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Access Management Process
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