Having all of the asset information in and managed by a single system is critical to maintaining a secure computing environment.
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- Contracts* for software, subscriptions, or services (including software maintenance) that include
- Hosting/processing/transmission of UAB data external to UAB
- PCI (Payment Card Industry) acceptance/processing of credit card transactions
- Design, creation, maintenance, support, and/or hosting of any website/webpage
- Personally identifiable information (PII) or personal health information (PHI) - does not include Health System Agreements which are managed by HSIS
- Audit language
- Custom software development
- Agreements for products whare a similiar product or standard is already available/supported at UAB
- Hardware purchase with embedded software with any of the above
- *NOTE: For agreements that include the type of information listed above, documents/agreements must be executable, meaning they have signature lines for both UAB and the vendor. Printing a 'click-agreement' or printing language from a website and submitting as an 'agreement' for review does not guarantee that the vendor will ever see changes/addendums that UAB may make or add to the agreement.
- The primary goal is to minimize risk to you and UAB. New agreements are normally subject to a more detailed review than renewal agreements. IT will review the checklist (see the FORMS section below) that you submit with your agreement for a quick determination of what review may be needed.
- For new agreements:
- As necessary:
- Confidentiality and Information Security provisions are reviewed to ensure appropriate confidentiality language is present, provisions to follow UAB on-site rules are present (if applicable), and the the vendor performs background checks on their employees. For agreemnts that include HIPAA or PHI a Business Associate Agreement (BAA) will also be required. The BAA is handled by the UAB Legal and/or Privacy office and not by UAB IT.
- For agreements where the vendor is hosting/processing/or transmitting UAB information additional language is needed: appropriate vendor controls are in place to protect UAB's data and that such controls are audited appropriately; that provisions are included for the return of UAB data at the end of the agreement; and that the vendor will notify UAB in the event of any security event involving UAB data. If the vendor is processing payment transactions language supporting the PCI (payment card industry) standards are required.
- Indemnification and Liability provisions are reviewed to ensure that the vendor indemnifies UAB from any claims that their product breaches any copyright, trademark, or patents and that they will defend any such claim at their expense. In addition, most vendors limit any claims for any breach to a small dollar amount...IT adds language removing that limitation when the breach is for confidentiality or information security claims.
- Web/website development agreements are reviewed to ensure the vendor is aware of and will follow UAB branding requirements, security standards, and 508 compliance requirments.
- Audit language is reviewed and modified if needed (vendor's right to come on site at-will to audit);
- Language is added that the "Written Agreement Governs". This is to prevent a conflict when a 'click' agreement may have to be accepted by a UAB employee to actually download, run, or maintain the product.
- IT will aslo look to see if a similar service/product is already in place at UAB. If so, IT will work with the requesting department to understand and document the justification/business case for going outside the standard service/product.
- As necessary:
- For renewals:
- If the renewal inidicates it is governed by an existing agreement and that existing agreement was reviewed by IT initially, then the only IT review is to ensure no changes to any language are being requested by the vendor and that the renewal is consistent with the underlying agreement.
- If the renewal is for an agreement that was not reviewed by IT initially, then IT will need to review the underlying agreement and work with the department on what options may be available to make modifications based on the criteria above for new agreements. Modifications to existing agreements may take more time and may ultimately result in modifications not being possible...potentially increasing the risk to UAB.
- Language to cover all of the items above are is provided in the applicable IT Addendum (see the FORMS LIBRARY section). The addendum can be printed and submitted to the vendor for signagure prior to routing that agreement for signature at UAB. This will greatly speed up the review process in IT.
- For new agreements:
- Complete the IT Checklist and attach it to your contract when routing (see the FORMS LIBRARY section);
- If any of the items 'checked' on the list indicate an IT addendum is needed, go ahead and send the addendum to the vendor for signature prior to routing for UAB review/signature (see the FORMS LIBRARY section).
- UAB Contracts/Procurement also require a generic addendum be added in most cases. If you send the vendor an IT addendum, also include the UAB addendum. (See the FORMS LIBRARY section).
- Provide any backup information such as master agreements, statements of work, etc.
- Submit agreements that are 'execuatable'...they have signature lines for both parties and are not simply printed off of a web site.
- Don't base fees/costs on FTE numbers as these numbers can change each year;
- No annual escalators;
- Include vendor service level expectations with remedies if they are not met/maintained;
- Include 'piggyback clauses' where the agreement can be used by other institutions in the UA System;
- If the vendor holds/processes any UAB data, make sure the agreement contains a data exit clause that ensures UAB data is returned at no cost to UAB and in a timely manner;
- For agreements with professional services:
- clearly define responsibilities and expectations of each party
- limit travel costs for any on-site work to actual costs and to no more than 15% of the actual professional services you pay
- include language indicating the vendor will follow UAB on-site rules if working on UAB property (see the FORMS LIBRARY SECTION)
- include language indicating the vendor must be aware of and follow UAB's Acceptable Use of Computer policy (see the FORMS LIBRARY SECTION) when connecting devices to the UAB network
- Don't agree to pay for services/products up front. Base payment on milestones or completion and UAB written acceptance;
- In most cases agreements should renew annually upon mutual agreement and with issuance of a UAB PO. Agreements should not renew automatically or where you are required to notify the vendor xx days prior to the renewal date.
- For contracts that IT intiates a standard agreement review template is used to evaluate risk. You can download a copy of that template here for your own use.
- IT Routing Checklist - should be completed and attached to the routing packet. This checklist should help you determine which (if any) IT Addendum may be required.
- The UAB Information Technology Addendums cover additional confidentiality, information security, and liability language to mitigate any issues related to the items/concerns above. Portions of the IT Addendum may be applicable to only certain agreements and that applicability is detailed in the various sections of the addendum. Any changes to the IT addendum must be reviewed and approved by UAB IT.
- UAB IT Basic Addendum (Basic with no hosting of data or web development/hosting)
- UAB IT Hosting Addendum (includes additional language when UAB data is being hosted/transmitted/processed by a 3rd party)
- UAB IT Web Addendum (includes additional langage for web site branding, technical requirements and 508 compliance)
- UAB IT Full Addendum (includes both hosting and web language)
- UAB Acceptable Use of Computer Resources policy
- Business Justification/Exception Form - COMING SOON (for use when you are reqesting an exception to purchase a non-standard or similar product/service)
- General UAB Addendum (found on the Financial Affairs contract website) - covers information related to State, University, and Legal issues/clarifications. Any changes to the UAB addendum must be approved by University Contracts.
- Business Associate Agreement (BAA) ( found on the UAB HIPAA website) - For agreements that include HIPAA (health related information).
UAB has contracted with DriveSavers to provide data recovery services for the UAB
community. DriveSavers is the only data recovery company in the industry that undergoes
annual SAS 70 Type II Audit Reports and is HIPAA compliant, offering the highest level of data
security available. DriveSavers is also compliant with FAR 52.224-2 (Privacy Act), ISO 17799,
Sarbanes-Oxley Act of 2002 (SOX), the US government Data-At-Rest (DAR) mandate, the
Gramm-Leach-Bliley Act (GLBA) and the new regulation by National Institute of Standards and
Technology, NIST SP 800.34 (Rev. 1).
To view DriveSavers certifications, and learn more about Data Recovery Industry standards,
- Isolate the device
Make sure the system is disconnected from the network. This is to protect UAB from any additional impact from the incident.
Determine the affected data.
Confirm whether or not sensitive data was housed on the compromised device. This includes employee, student, patient, or research data. Determine if any sensitive data was inappropriately accessed. If so, immediately escalate to both your local management and the UAB Data Security (https://silo.dso.uab.edu/incident or call 205-975-0842).
If sensitive data is at risk, do not perform additional activity until you have spoken with Data Security.
- Perform Root Cause Analysis
Establish the reason that the system was exploited. Ask yourself these questions:
- Did an end user install something harmful?
- Was it caused by a weak password?
- Was the system missing a patch?
- Remediate the issue
The best way to restore a compromised machine is frofm a trusted backup or to do a clean installation. Even what used to be routine virus infections have become so advanced that we cannot trust a system once it's been infected.
Perform password changes for end users and any administrators that may have used the system as well. This includes BlazerIDs and other accounts such as websites that were accessed from the compromised machines. Local Administrator passwords should also be changed.
- Reconnect to the network
Once the system has been properly remediated, UAB Data Security, in conjunction with the HIPAA Security Office, will reconnect the machine to the network. This process can take up to 24 hours after the initial request.
If you receive a notice saying the machine was compromised, the best way to get reconnected is to reply to that email.
Otherwise, Please call 205-975-0842 or email DataSecurity@uab.edu for assistance.
UAB IT provides antivirus software for use by everyone at UAB, including your personal home systems.
Please note: Microsoft Forefront went end-of-life in July 2015.
- For home use on Windows 7 and Vista, UAB IT recommends Microsoft Security Essentials be installed on your Windows system. If your computer is running Windows 7, Windows Defender only removes Spyware. To get rid of viruses and other malware, including spyware, on Windows 7, Windows and Vista, you should download Microsoft Security Essentials for free.
- For home use on Windows 8, Windows Defender replaces Microsoft Security Essentials. You cannot use Microsft Security Essentials with Windows 8 or Windows RT, but you don't need to because Windows Defender already provides built-in protection. Learn more about using Windows Defender on Windows 8.
- For Mac/(OS x) use Sophos Anti-virus. Please click here and login to select Sophos from the available titles.
UAB IT recommends that system administrators on campus use System Center Endpoint Protection (SCEP) for antivirus and malware protection for campus computers.
System Center Endpoint Protection 2012 has several advantages over the scope of Microsoft Security Essentials:
- Centralized reporting
- Centralized monitoring
- Centralized management
- Automated network client deployment
- Advanced Microsoft support is available through professional, premier and/or software assurance programs
- Management of the host-based Windows Firewall policy via the SCCM policy configuration interface, allowing for configuration of endpoint security as well as allowing or denying connections.
System Center Endpoint Protection 2012 provides a single, integrated platform that reduces overall IT management and operating costs.
UAB IT's recommendation is to deploy the SCEP agent within System Center, along with the inventory agent. There are many other features you may turn on or block from use within SCCM.
- For Mac/(OS x) use Sophos Anti-virus. Please click here and login to select Sophos from the available titles.
PGP Whole Disk Encryption software (or FileVault for Macs) is designed to provide an additional layer of security for your data. Encryption is required for laptops used for UAB Business, and it is highly recommended for desktops in theft-prone areas. PGP software essentially "locks down" your hard drive, making the data accessible only to you and those you authorize. The disk encryption, in conjunction with logon and screensaver passwords, protects UAB data if the computer is lost or stolen.
- Encrypting with Mac OS X FileVault 10.7 (Lion)
- Encrypting with Mac OS X FileVault 10.6 or Below
- PGP Whole Disk Encryption: Windows Installation Instructions
- PGP Whole Disk Encryption: Mac OS Installation Instructions
- Linux Encrypted File System: Fedora
- Linux Encrypted File System: Ubuntu
- Linux Encrypted File System: Ubuntu (advanced configuration)
- Microsoft BitLocker on Windows 8
Additional PGP Documentation:
- PGP Client License Troubleshooting
- Adding and Removing Users in PGP Desktop
- Portable Drives
- Virtual Disks
- Zip Encrypted Archives
- Reporting Issues
- Drive Recovery
- PGP Guide for Campus Administrators
- Windows XP Preinstallation Environment (PE) for PGP Whole Disk Encryption
- Devices Incompatible with PGP
Do you use your laptop for UAB business?
Do you provide your own tech support?
Has your laptop been encrypted?
If you answered yes to the first two questions but have not encrypted your laptop, you are encouraged to take advantage of the options listed below to protect UAB data by encrypting your laptop.
HSIS Customers: Please contact the Health System Information Services (HSIS) Help Desk at firstname.lastname@example.org or 205-934-8888 for assistance with laptop encryption.
AskIT Customers: Please choose from the options listed below or contact the AskIT help desk at 205-996-5555 for assistance with laptop encryption.
Laptop Encryption Options:
Option 1 - Option 1 - Let Us Do It For You-!
This option requires that the laptop is dropped off at one of our locations for at least 1-2 business days. The following procedures will be performed on your machine:
- Backing up your data
- Verifying or installing antivirus software
- Updating antivirus definitions and scanning for viruses
- Scanning with hardware diagnostic software
- Installing operating system updates
- Defragmenting the hard drive
- Encrypting your laptop
Option 2 - Do It Yourself: "How-To" Documentation & Training Videos
This is a do it yourself option. Please refer to the documentation and training videos on the following topics for information on how to configure and encrypt laptop computers.
- How to create a strong password
- How to configure your laptop
- How to scan for missing patches
- How to update applications
- How to install OS updates
- How to install antivirus
- How to backup your machine
- How to defragment your hard drive
- How to run SpinRite hardware diagnostic software
- How to encrypt your laptop
Please feel free to contact us with any questions through our help desk, AskIT, by email or phone at 205-996-5555.
Flaws are found in application software on a regular basis and the manufacturer often corrects these issues by releasing patches or new versions. To determine whether your system is using old versions of software, use Microsoft Baseline Security Analyzer.
*While Windows Vista is shown in the following video, the steps can be used for both Windows XP or Windows Vista platforms.