Even before you lock down the servers, in fact, before you even turn them on for the first time, you should ensure that there are good locks on the server room door. Of course, the best lock in the world does no good if it isn’t used, so you also need policies requiring that those doors be locked any time the room is unoccupied, and the policies should set out who has the key or keycode to get in.
Locking the door to the server room is a good first step, but someone could break in, or someone who has authorized access could misuse that authority. You need a way to know who goes in and out and when. A logbook for signing in and out is the most elemental way to accomplish this, but it has a lot of drawbacks. A person with malicious intent is likely to just bypass it. A better solution than the logbook is an authentication system incorporated into the locking devices, so that a smart card, token, or biometric scan is required to unlock the doors, and a record is made of the identity of each person who enters.
A video surveillance camera placed in a location that makes it difficult to tamper with or disable (or even to find) but gives a good view of persons entering and leaving should supplement the logbook or electronic access system. Surveillance cams can monitor continuously, or they can use motion detection technology to record only when someone is moving about. They can even be set up to send e-mail or cell phone notification if motion is detected when it shouldn’t be (such as after hours).
Remember, it’s not just the servers you have to worry about. A hacker can plug a laptop into a hub and use sniffer software to capture data traveling across the network. Make sure that as many of your network devices as possible are in that locked room, or if they need to be in a different area, in a locked closet elsewhere in the building.
Rack mount servers not only take up less server room real estate; they are also easier to secure. Although smaller and arguably lighter than (some) tower systems, they can easily be locked into closed racks that, once loaded with several servers, can then be bolted to the floor, making the entire package almost impossible to move, much less to steal.
Hackers can use any unsecured computer that’s connected to the network to access or delete information that’s important to your business. Workstations at unoccupied desks or in empty offices (such as those used by employees who are on vacation or have left the company and not yet been replaced) or at locations easily accessible to outsiders, such as the front receptionist’s desk, are particularly vulnerable.
Disconnect and/or remove computers that aren’t being used and/or lock the doors of empty offices, including those that are temporarily empty while an employee is at lunch or out sick. Equip computers that must remain in open areas, sometimes out of view of employees, with smart card or biometric readers so that it’s more difficult for unauthorized persons to log on.
Both servers and workstations should be protected from thieves who can open the case and grab the hard drive. It’s much easier to make off with a hard disk in your pocket than to carry a full tower off the premises. Many computers come with case locks to prevent opening the case without a key.
Laptops and handheld computers pose special physical security risks. A thief can easily steal the entire computer, including any data stored on its disk as well as network logon passwords that may be saved. If employees use laptops at their desks, they should take them with them when they leave or secure them to a permanent fixture with a cable lock.
Handhelds can be locked in a drawer or safe or just slipped into a pocket and carried on your person when you leave the area. Motion sensing alarms are also available to alert you if your portable is moved. For portables that contain sensitive information, full disk encryption, biometric readers, and software that “phones home” if the stolen laptop connects to the Internet can supplement physical precautions.
Backing up important data is an essential element in disaster recovery, but don’t forget that the information on those backup tapes, disks, or discs can be stolen and used by someone outside the company. Many IT administrators keep the backups next to the server in the server room. They should be locked in a drawer or safe at the very least. Ideally, a set of backups should be kept off site, and you must take care to ensure that they are secured in that offsite location.
Don’t overlook the fact that some workers may back up their work on floppy disks, USB keys, or external hard disks. If this practice is allowed or encouraged, be sure to have policies requiring that the backups be always locked up.
If you don’t want employees copying company information to removable media, you can disable or remove floppy drives, USB ports, and other means of connecting external drives. Simply disconnecting the cables may not deter technically savvy workers. Some organizations go so far as to fill ports with glue or other substances to permanently prevent their use, although there are software mechanisms that disallow it. Disc locks, such as the one at SecurityKit.com, can be inserted into floppy drives on those computers that still have them to lock out other diskettes.
You might not think about printers posing a security risk, but many of today’s printers store document contents in their own on-board memories. If a hacker steals the printer and accesses that memory, he or she may be able to make copies of recently printed documents. Printers, like servers and workstations that store important information, should be located in secure locations and bolted down so nobody can walk off with them.
Also think about the physical security of documents that workers print out, especially extra copies or copies that don’t print perfectly and may be just abandoned at the printer or thrown intact into the trash can where they can be retrieved. It’s best to implement a policy of immediately shredding any unwanted printed documents, even those that don’t contain confidential information. This establishes a habit and frees the end user of the responsibility for determining whether a document should be shredded.
Remember that network security starts at the physical level. All the firewalls in the world won’t stop an intruder who is able to gain physical access to your network and computers, so lock up as well as lock down.
Most physical security is common sense and can be improved greatly just by giving it a little thought and planning.