IllumiDesk Security Docs
  • 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
        • IllumiDesk Business Continuity Plan
        • IllumiDesk Disaster Recovery
        • IllumiDesk Reference Architectures
        • IllumiDesk Handbook listing of DR for Databases
      • BC.1.0.2 - Business Continuity Plan: Roles and Responsibilities
      • BC.1.03 - Continuity Testing
      • BC.1.04 - Business Impact Analysis
        • Business Impact Analysis in the handbook
        • Data Protection Impact Assessment (DPIA) Policy
        • Data Protection Impact Assessments or DPIAs
        • UX Department
        • Triage Operations - Communication about expected automation impact
        • NIST BCP with reference to BIA
      • CFG.1.01 - Baseline Configuration Standard
        • Laptop or Desktop System configuration
        • Configuring New Laptops
        • Security Best Practices
      • CFG.1.03 - Configuration Checks
        • Production Change Requests Policy
      • 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
        • Data Classification Policy
      • DM.2.01 - Terms of Service
        • Application Terms of Use
      • DM.4.01 - Encryption of Data in Transit
        • Deprecate support for TLS 1.0 and TLS 1.1
      • DM.7.03 - Data Retention and Disposal Policy
      • IAM.1.01 - Logical Access Provisioning
        • Access Requests
        • Access Management Process
      • IAM.1.02 - Logical Access De-Provisioning
        • Access Management Process
        • Logical Access Deprovisioning
        • Access Reviews
        • IllumiDesk Offboarding Guidelines
      • IAM.1.04 - Logical Access Review
        • Access Reviews
      • IAM.1.05 - Transfers: Access De-Provisioning
        • Access Control Policy and Procedures
        • Job Transfers
        • Access Change Request
      • IAM.1.06 - Shared Logical Accounts
        • Security Process and Procedures for Team Members
        • Access Management Process
      • IAM.1.08 - New Access Provisioning
        • Access Requests
        • Access Management Process
      • IAM.2.01 - Unique Identifiers
        • Unique Account Identifiers
        • Access Control Policy and Procedures
        • Section on shared accounts in Okta handbook page
        • Access Management Process
      • 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
        • Security Compliance
      • 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
        • Incident Management Roles and Responsibilities
      • SG.5.06 - Board of Director Bylaws
        • Governance Documents
      • SG.5.07 - Board of Directors Security Program Content
        • Audit Committee Agenda Planner
      • 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
        • 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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  1. Security and Compliance
  2. Security Controls
  3. IAM.1.06 - Shared Logical Accounts

Security Process and Procedures for Team Members

Accounts and Passwords

  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. 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. 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. 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. 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. 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. If you find an existing shared account in 1Password, create an issue to get it migrated to Okta

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Last updated 1 year ago