Strong security and data protection are non-negotiable for asset management. With growing cyber threats and strict regulatory requirements, every organization needs thorough measures to protect sensitive information. This guide explains the standards that matter, the controls to look for in an asset management system, and how Asset Infinity approaches them.
The Importance of Data Security Compliance
Data security compliance protects sensitive information from unauthorized access, breaches and other cyber threats. Following these regulations preserves the confidentiality, integrity and availability of data, protects businesses from legal consequences, and builds trust with customers and stakeholders.
Key Data Security Compliances
These are the main data security standards an organization should understand when it chooses and runs an asset management system:
GDPR (General Data Protection Regulation)
GDPR protects the privacy of personal data belonging to people in the EU. Organizations that hold such data in their asset system typically address it through:
- Data Minimization: Collecting only the data that is needed and keeping it only as long as required.
- Consent Management: Getting clear, explicit consent before collecting and processing data where consent is the legal basis.
- Data Subject Rights: Letting people access, correct or delete their data.
- Data Breach Notification: Promptly notifying the relevant authorities and affected individuals if a breach occurs.
- Data Protection Officer (DPO): Appointing a DPO, where required, to oversee data protection and GDPR compliance.
PCI DSS (Payment Card Industry Data Security Standard)
PCI DSS applies to any system that stores, processes or transmits cardholder data. Its requirements include:
- Network Security Controls: Firewalls and secure configurations.
- Access Control: Restricting access to cardholder data to authorized employees only.
- Encryption: Encrypting cardholder data in transit and at rest.
- Regular Monitoring and Testing: Regular security testing and monitoring.
- Security Policies: Written security policies that are kept up to date.
SOC 2 (System and Organization Controls)
SOC 2 is an audit framework for how a service provider manages customer data, based on five trust service criteria. When you evaluate a vendor, these are the areas to ask about:
- Security: Measures against unauthorized access.
- Availability: Systems kept running, with redundancy and disaster recovery plans.
- Processing Integrity: Complete, accurate and timely processing.
- Confidentiality: Confidential information protected with encryption and access controls.
- Privacy: Following privacy laws for the collection, use, retention and disclosure of data.
Data Center & Network Security
When you assess a vendor or your own hosting, look at the following.
Data Center Security
- Hosting Facilities: Servers hosted in facilities that hold recognized certifications, such as ISO 27001.
- Physical and Logical Separation: Each customer’s systems and data kept apart from others.
- Redundant Power: Redundant power sources with UPS and backup generators.
- On-site Security: Security zones, staffed security, CCTV, biometric access control, physical locks and intrusion alarms.
- Monitoring: Continuous monitoring of network systems, devices and circuits.
- Location: Data stored in the regions your data residency rules require. Asset Infinity can run in its cloud or on your own servers, which keeps the data where you decide.
Network Security
A layered approach to network security protects against cyber threats and preserves data integrity.
Dedicated Security Team
Someone must be responsible for responding to security alerts and events, so potential issues are resolved quickly.
Protection
- Firewalls: Protect against unauthorized access.
- Secure Transport: HTTPS over public networks.
- Regular Audits: Security measures audited regularly.
- Intrusion Detection and Prevention: IDS and IPS that monitor and block malicious traffic.
Architecture
A secure network architecture separates systems into zones:
- Trusted Zones: Protect sensitive systems, such as database servers.
- Function-based Zones: Group systems by their sensitivity.
- Demilitarized Zones (DMZs): Add an extra layer of security between the internet and internal systems.
Network Vulnerability Scanning
Regular scanning shows where vulnerabilities are, so they can be found and fixed quickly.
Third-Party Penetration Tests
Independent security experts test the defenses from the outside.
Security Incident Event Management (SIEM)
A SIEM gathers logs from across your systems and raises alerts for investigation and response. In Asset Infinity, the audit trail can be streamed to your SIEM, with documented setups for Splunk, Microsoft Sentinel, Elastic and QRadar.
Intrusion Detection and Prevention
Monitoring at the main points where data flows generates alerts when something goes wrong.
DDoS Mitigation
DDoS protection absorbs floods of traffic so the service stays reachable during an attack.
Logical Access
Access should be granted on a need-to-know basis, follow least privilege, and be audited and monitored. In Asset Infinity, roles and site grants are enforced in the database for every screen, report, API call and mobile app. People can sign in through SAML, OpenID Connect or LDAP, and password sign-ins can require an authenticator app.
Security Incident Response
Operations, network and security staff need a clear process for handling alerts, and employees need training in it. In Asset Infinity, an administrator can end any live session from the Authentication screen, and a lost phone can be revoked so it loses access at once.
Encryption
- Encryption in Transit: HTTPS and TLS for secure communication.
- Encryption at Rest: Stored data and backups encrypted. In Asset Infinity, stored credentials such as directory passwords and webhook secrets are encrypted with AES-256, and the mobile app’s local data is encrypted on the phone.
Availability & Continuity
- Uptime: A clear service commitment for how much of the time the system is available.
- Redundancy: Clustering and network redundancy that remove single points of failure.
- Disaster Recovery: A disaster recovery program that makes services recoverable, ideally with replication to a second site.
Choosing an Asset System You Can Trust With Your Data
Thorough security and data protection measures are crucial in asset management. Asset Infinity keeps each customer’s data separated by row-level security in the database, enforces roles and site access below every screen, and records every change in an audit trail that nobody can edit or delete.
Data Security Compliance Frequently Asked Questions
What types of data does Asset Infinity protect?
Asset Infinity holds asset, maintenance and financial records, along with details of the people who use it. All of it sits behind the same access rules and audit trail.
How do you stay compliant as regulations evolve?
Monitor regulatory changes, review your security controls against them regularly, and ask your vendors how their products support each requirement.
What should I do if I suspect a data breach?
Contact Asset Infinity’s support team immediately, follow your own incident response process, and use the audit trail to see who changed what and when.
Ask vendors to show these security measures in the product before you choose.