Data Management Policy Template For CIS Control 3

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Data Management

Policy Template
CIS Critical Security Controls

November 2022

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Contents

Contents......................................................................................................................................................................... 2

Acknowledgments......................................................................................................................................................... 3

Introduction.................................................................................................................................................................... 4

Purpose..................................................................................................................................................................... 4

Types of Data............................................................................................................................................................ 4

Scope......................................................................................................................................................................... 4

Data Lifecycle................................................................................................................................................................ 6

Data Management Policy Template............................................................................................................................. 9

Purpose..................................................................................................................................................................... 9

Responsibility............................................................................................................................................................. 9

Exceptions................................................................................................................................................................. 9

Policy......................................................................................................................................................................... 9

Revision History.......................................................................................................................................................... 12

Appendix A: Acronyms and Abbreviations..............................................................................................................13

Appendix B: Glossary................................................................................................................................................. 14

Appendix C: Implementation Groups........................................................................................................................16

Appendix D: CIS Safeguards Mapping......................................................................................................................17

Appendix E: References and Resources.................................................................................................................. 18

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Acknowledgments
The Center for Internet Security® (CIS®) would like to thank the many security experts who volunteer their time and
talent to support the CIS Critical Security Controls® (CIS Controls®) and other CIS work. CIS products represent the
effort of a veritable army of volunteers from across the industry, generously giving their time and talent in the name of
a more secure online experience for everyone.

Editors:

Joshua M Franklin, CIS


Ginger Anderson, CIS

Contributors:

Dave Tchozewski
Tony Krzyzewski, SAM for Compliance Ltd
Jon Matthies
Edsel Medina
Staffan Huslid, Truesec
Jamie Fike
Ken Muir
Luke McFadden
Diego Bolatti, Information Systems Engineer, Universidad Tecnológica Nacional (Argentina)
Bryan Chou
Bryan Ferguson
Keala Asato
Paul Flatt
Gavin Willbond, SSS - IT Security Specialists
Robin Regnier, CIS
Valecia Stocchetti, CIS

This work is licensed under a Creative Commons Attribution-Non Commercial-No Derivatives 4.0 International Public
License. (The link can be found at https://creativecommons.org/licenses/by-nc-nd/4.0/legalcode.)

To further clarify the Creative Commons license related to the CIS Controls ® content, you are authorized to copy and
redistribute the content as a framework for use by you, within your organization, and outside of your organization for
non-commercial purposes only, provided that (i) appropriate credit is given to CIS, and (ii) a link to the license is
provided. Additionally, if you remix, transform, or build upon the CIS Controls, you may not distribute the modified
materials. Users of the CIS Controls framework are also required to refer to http://www.cisecurity.org/controls/ when
referring to the CIS Controls in order to ensure that users are employing the most up-to-date guidance. Commercial
use of the CIS Controls is subject to the prior approval of the Center for Internet Security, Inc. (CIS ®).

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Introduction
An enterprise’s traditional boundaries no longer contain the entirety of an enterprise’s data. The enterprise holds data
related to finances, intellectual property, customer, and personnel data. Data is stored in the cloud, on phones and
tablets, and even sensitive data is often shared with service providers located all over the world. The enterprise’s loss
of control over protected or otherwise sensitive data is a serious and often reportable business impact to include
running afoul of local or national data regulations for protection of personal data. Data compromise may occur as a
result of theft or espionage, or merely poorly understood data management rules and user error.

Purpose
The CIS Critical Security Controls® (CIS Controls®) recommends several policies that an enterprise should have in
place as foundational elements of its cybersecurity program. This Data Management Policy is meant as a “jumping off
point” for enterprises that need help drafting their own enterprise data management policy. Enterprises are
encouraged to use this policy template in whole or in part. With that said, there are multiple decisions points and
areas that must be tailored to your enterprise. In CIS Controls v8, Control 3 states:

Control 3 – Establish and Maintain a Data Management Process

Develop processes and technical controls to identify, classify, securely handle,


retain, and dispose of data.

To support this Safeguard, it is important for an enterprise to develop a data management process. This process
should include a data management framework and requirements for handling, storing, and disposing of data.
Additionally, there should also be a data breach process that integrates with the incident response plan, and other
associated compliance and communication plans. This document supports the development of a process for
managing and protecting data in the enterprise and the implementation of Safeguards in this CIS Control.

Types of Data
There are many types of data that can be housed and managed by an enterprise, including, but not limited to, the
following:
 Financial Data, such as payroll, tax, banking, credit card data, etc.
 Personally Identifiable Information (PII) and Human Resource data to include Social Security Numbers
(SSNs), health information, home addresses, birth dates, etc.
 Trade secrets, research, patented technologies, other forms of intellectual property, etc.
 Data used to support customer facing applications
 Personal data
 Metadata (e.g., file size, file type, data of data, source)
 Information pertaining to the management of information systems (e.g., network diagrams)

Scope
This policy template is meant to supplement the CIS Controls v8. The policy statements included within this
document can be used by all CIS Implementation Groups (IGs), but are specifically geared towards Safeguards in
Implementation Group 1 (IG1). In Appendix D, Safeguards unique to IG1 are specifically highlighted for ease of use.
For more information on the CIS Implementation Groups, see Appendix C. Additionally, a glossary in Appendix B is
provided for guidance on terminology used throughout the document. Future versions of this template may expand

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the scope to both Implementation Group 2 (IG2) Safeguards. IG2 and IG3 enterprises may feel the need to add
sections that go beyond IG1, and are welcome to do so. Depending on an enterprise’s sector or mission, other policy
statements may also need to be added or removed. This is encouraged as this policy needs to be molded and fit to
the enterprise’s needs

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Data Management Lifecycle
Identifying and tracking data is an important process in the Data Lifecycle. In order to protect data, an enterprise must
first know what data is housed within the enterprise. In addition, many other CIS Safeguards and Controls are
dependent on the data inventory, such as account management, access control, and more. Shown below in Figure 2
are the high-level “steps” of the Data Management Lifecycle, followed by a detailed description of what each step
entails.

Figure 1. Data Management Lifecycle Diagram


 Data Acquisition – The process of gathering data which can then be displayed, stored, and analyzed.

 Data Inventory – A record of all data relevant to an enterprise for analysis, decision-making, or other
justifiable need.
 Data Classification – Organizing data by categories that can be used to dictate protection and security efforts
by priority.
 Data Protection – The process of safeguarding data from corruption, compromise, or loss.

 Data Handling – The process of ensuring that data is stored in a safe and secure manner during usage and
afterward.
 Data Disposal – The process of removing enterprise data from enterprise assets, to include hard paper
copies.

Note that these topics fall under CIS Control 3: Data Protection. In time, as a company matures, many of these
Safeguards may require their own, separate policies to better suit their needs. A data management process may also
include elements that do not directly pertain to cybersecurity such as data governance, stewardship, access, quality,
publishing, and maintenance; This policy template does not contain policy statements for these elements.

Data Acquisition

Data acquisition is the process of creating, collecting, and organizing information. The data may be created or
collected using a variety of enterprise assets and sensors. Data acquired is usually of value to the enterprise
operationally or analytically. When acquiring data, an enterprise must consider storage solutions and security
requirements that are commensurate with the type of data collected. Enterprises must consider access of the data to
include who, how, and when data can be accessed.

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Data Inventory

Knowledge of an enterprise’s assets, to include data, is critical to cybersecurity. The first step in this process is to
understand the types of data an enterprise owns and where this data is located. A data inventory helps to solve this
problem. Similar to an enterprise asset or software inventory, the data inventory focuses on assessing the types of
data an enterprise generates. The individual ultimately responsible for safeguarding, maintaining, and shepherding
the data, is commonly referred to as the data owner. Many types of information systems, such as laptops, firewalls, or
sensors, will create data in the form of logs or telemetry. Many enterprises center their entire business model around
the collection, analysis, manipulation, and selling of data. All types of data an enterprise leverages should be included
in the data inventory.

The Johns Hopkins University Center for Government Excellence defines a data inventory as “… a fully described
record of the data assets maintained by a city. The inventory records basic information about a data asset including
its name, contents, update frequency, use license, owner/maintainer, privacy considerations, data source, and other
relevant details. The details about a dataset are known as metadata.” They also provide a number of plans from state
and regional governments that focus on data inventory from a research and data analysis perspective. Another guide
for performing data inventories includes the U.S. National Park Service’s Data Management Guidelines for Inventory
and Monitoring Networks.

Components of a data inventory may include:


 Identifier – This can be a filename or other unique identifier.
 Data type – Financial, PII, or other type of data.
 Data owner – The individual or business unit entrusted with the data.
 Data classification/label – While data classification is not an IG1 requirement, enterprises should, at a
minimum capture data sensitivity using sensitive or non-sensitive categories. If capable, enterprises can
further classify data using topic area (e.g., PII).
 Data location – Where the data is stored.
 Data format – Type of file, which may be database or long-term storage device/service.

 Data retention – Required time frame for retention of data for legal, regulatory, or business requirements.

Data Classification

Enterprises should determine what data is considered sensitive based on legal, regulatory, or business requirements
as well as potential risk posed should data be compromised or lost. At a minimum, the enterprise should use one of
two categories to describe the data: sensitive and non-sensitive. If possible, enterprises should further describe data
using industry specific categories such as PII, financial, customer, etc. Enterprises should also consider categories
such as confidential, public, commercial, proprietary/internal, and others as applicable and appropriate. Managing
granular and descriptive labels can be a time intensive, on-going task, and enterprises should choose what aspects
of data classification process are most pertinent to their enterprises.

Data Protection

Data protection is comprised of data security and data privacy. It is important to ensure data is secured via
appropriate measures such as access control, encryption, threat monitoring, etc. These measures should be dictated
by the sensitivity of the data and data privacy requirements such as legal, regulatory, and business requirements.
Many aspects of the CIS Controls describe appropriate protections that an enterprise should implement.

Data Handling

Data handling entails properly securing the data throughout the whole lifecycle including the processing, storage, and
transmission of the data, in accordance with data sensitivity. Lacking specific guidance to dictate the length of
retention of data from production system, enterprise data can become cumbersome to manage, which may lead to
accidental data loss or mismanagement. This is in part due to data being stored nowadays essentially everywhere,
within the enterprise, outside the enterprise, and with third-party service providers. Additionally, removal of sensitive
data no longer being used lessens the impact of a data breach since less information will be available to be stolen on
enterprise assets.

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Enterprises should work to understand the relevant laws regarding data retention and their enterprise, such as the
General Data Protection Regulation (GDPR). This is especially so if they are housing data that is covered by special
legislation, such as medical information. Certain laws may specify timeframes that enterprises must keep data safe or
mandate specific methods of destruction. Examples of a data retention schedule include this document from the
National Aeronautics and Space Administration. Enterprises may wish to draft additional policies for retention
timeframes for certain classes of data or data labels. The Colorado Department of Education provides a sample Data
Retention Policy that can be helpful. A barebones template for this is provided.
Department Name

File Type Data Label Media Format Retention Period

Data Disposal

The act of removing data from enterprise systems helps to alleviate data storage and maintenance resources (e.g.,
cloud or physical storage, staff time to appropriately maintain data) and help reduce the impact of a data breach. The
variety of data storage mediums used by a company will require different methods of destruction. For instance, the
methods used to destroy paper records will be different than those used to destroy solid state drives (SSDs). The
method of destruction should be commensurate with the level of sensitivity of the document and data itself. It is
Information Technology’s (IT) responsibility to ensure all users are properly informed of the enterprise’s data disposal
procedures. This must be accomplished by maintaining documentation, making said documentation available to
users, and ensuring users know where to find the documentation. IT should also consider training users on data
disposal procedures during user awareness training. Whenever possible, the enterprise should ensure that contracts
with third party services providers include clauses to destroy all company data at the request of the enterprise.

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Data Management Policy Template
Purpose
Managing data within an enterprise includes data classification, inventory, handling, retention, and disposal. The
Data Management Policy provides the processes and procedures for governing data within the enterprise. This
includes creating a data inventory and classifying data based on sensitivity. Additionally, procedures for securely
protecting data from unauthorized access or modification alongside appropriate for methods for how users should
handle their data during their day-to-day work activities. Finally, authorized methods to destroy and remove data from
the enterprise are discussed.

Responsibility
 The IT business unit is responsible for managing the enterprise’s data as this information is housed on
workstations and servers primarily maintained by IT. Information owners are responsible for coordinating
data maintenance activities with IT.
 Users have the responsibility to protect data associated with their role from unauthorized access and
disclosure. IT is responsible for informing all users of their responsibilities associated with protecting data
entrusted to them.

Exceptions
Exceptions to this policy are likely to occur. Requests for exception must be made in writing and must contain:
 The reason for the request,

 Risk to the enterprise of not following the written policy,

 Specific mitigations that will not be implemented,

 Technical and other difficulties, and

 Date of review.

Policy
Data Acquisition

There are no IG1 safeguards that support this portion of the data management process.

Data Inventory

1. IT must conduct an inventory of data on an annual basis.

a. All sensitive data must be marked accordingly in the data inventory.

b. A data owner must be associated with all data tracked within the inventory.

c. Data with specific data retention needs must be labeled accordingly.

2. All data owners are required to contact IT upon the creation of, or obtaining, sensitive data to ensure the data is
tracked within the data inventory.

Data Classification

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1. IT must establish and enforce labels for sensitive data.

2. IT must review data classification labels and their usage on an annual basis.

Data Protection

1. IT must configure access control lists on enterprise assets in accordance with user’s need to know. This is to
include laptops, smartphones, tablets, centralized file systems, remote file systems, databases, and all
applications.

2. Sensitive data must be encrypted on all user devices.

Data Handling

1. IT must develop and maintain a written data retention plan.

a. All data and documents must be preserved for the appropriate amount of time as dictated by regulatory,
legal, and business requirements.

Data Disposal

1. IT, or other authorized parties, must destroy data that have outlasted their specified retention timeframes.

2. All users are required to contact IT before disposing of sensitive data.

3. Non-sensitive data may be disposed of without speaking to IT via common destruction methods (e.g., trash,
commonplace deletion from a computer system).

4. Sensitive data destruction must be performed in a manner that preserves confidentiality.

a. Reports, correspondence, and other printed media:

i. Shredding – Documents must be shredded using IT approved cross-cut shredders,

ii. Shredding Bins – Disposal must be performed using locked bins located on-site using an IT
approved shredding service, or

iii. Incineration – Materials are physically destroyed using an IT approved incineration service.

b. Portable Media (e.g., Solid State Drives (SSDs), digital video discs (DVDs), universal serial bus (USB)
data storage devices):

i. Physical Destruction – Complete destruction of media by means of shredding, crushing, or


disassembling the asset and ensuring no data can be recovered.

c. Hard Disc Drives (HDDs) and other magnetic media to include printer and copier hard-drives:

i. Overwriting – Using a program to write binary data sector by sector onto the media, or

ii. Physical Destruction – Crushing, disassembling, or degaussing the asset to ensure no data
can be extracted or recreated.

d. Tape Cartridges

i. Degaussing – Using strong magnets or electric degaussing equipment to magnetically


scramble the data on a hard drive into an unrecoverable state, or

ii. Physical Destruction – Complete destruction of the tapes.

e. Third-party service provider systems (e.g., cloud services) must be disposed of by first requesting the
appropriate methods to permanently delete data stored in their systems, and then performing those
actions according to the received instructions.

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5. All destruction of data must be logged in the data inventory, when applicable.

a. IT must obtain proof of destruction if using a third-party disposal contractor.

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Revision History
Each time this document is updated, this table should be updated
.

Version Revision Date Revision Description Name

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Appendix A: Acronyms and Abbreviations

CIS Center for Internet Security

CIS Controls Center for Internet Security Critical Security Controls

COTS Commercial-off-the-shelf

DVD Digital Video Discs

GDPR General Data Protection Regulation

HDD Hard Disc Drives

IaaS Infrastructure as a Service (IaaS)

IG Implementation Group

IoT Internet of Things

IT Information Technology

PII Personal Identifiable Information

SSD Solid State Drives

SSN Social Security Number

USB Universal Serial Bus

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Appendix B: Glossary

Asset Anything that has value to an organization, including, but not limited to, another
organization, person, computing device, information technology (IT) system, IT
network, IT circuit, software (both an installed instance and a physical instance), virtual
computing platform (common in cloud and virtualized computing), and related hardware
(e.g., locks, cabinets, keyboards).

Source: Asset(s) - Glossary | CSRC (nist.gov)

Asset inventory An asset inventory is a register, repository or comprehensive list of an enterprise’s


assets and specific information about those assets.

Source: Asset Inventory | FTA (dot.gov)

Asset owner The department, business unit, or individual responsible for an enterprise asset.

Source: CIS

Cloud environment A virtualized environment that provides convenient, on-demand network access to a
shared pool of configurable resources such as network, computing, storage,
applications, and services. There are five essential characteristics to a cloud
environment: on-demand self-service, broad network access, resource pooling, rapid
elasticity, and measured service. Some services offered through cloud environments
include Software as a Service (SaaS), Platform as a Service (PaaS), and Infrastructure
as a Service (IaaS).

Enterprise assets Assets with the potential to store or process data. For the purpose of this document,
enterprise assets include end-user devices, network devices, non-computing/Internet of
Things (IoT) devices, and servers in virtual, cloud-based, and physical environments.

Source: CIS Controls v8

End-user devices Information technology (IT) assets used among members of an enterprise during work,
off-hours, or any other purpose. End-user devices include mobile and portable devices
such as laptops, smartphones, and tablets as well as desktops and workstations. For
the purpose of this document, end-user devices are a subset of enterprise assets.

Source: CIS Controls v8

Enterprise asset identifier Often a sticker or tag with a unique number or alphanumeric string that can be tracked
within an enterprise asset inventory.

Source: CIS

Mobile end-user devices Small, enterprise-issued end-user devices with intrinsic wireless capability, such as
smartphones and tablets. Mobile end-user devices are a subset of portable end-user
devices, including laptops, which may require external hardware for connectivity. For
the purpose of this document, mobile end-user devices are a subset of end-user
devices.

Source: CIS Controls v8

Network devices Electronic devices required for communication and interaction between devices on a

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computer network. Network devices include wireless access points, firewalls,
physical/virtual gateways, routers, and switches. These devices consist of physical
hardware as well as virtual and cloud-based devices. For the purpose of this document,
network devices are a subset of enterprise assets.

Source: CIS Controls v8

Non-computing/Internet of Devices embedded with sensors, software, and other technologies for the purpose of
Things (IoT) devices connecting, storing, and exchanging data with other devices and systems over the
internet. While these devices are not used for computational processes, they support
an enterprise’s ability to conduct business processes. Examples of these devices
include printers, smart screens, physical security sensors, industrial control systems,
and information technology sensors. For the purpose of this document, non-
computing/IoT devices are a subset of enterprise assets.

Source: CIS Controls v8

Physical environment Physical hardware parts that make up a network, including cables and routers. The
hardware is required for communication and interaction between devices on a network.

Source: CIS Controls v8

Portable end-user devices Transportable, end-user devices that have the capability to wirelessly connect to a
network. For the purpose of this document, portable end-user devices can include
laptops and mobile devices such as smartphones and tablets, all of which are a subset
of enterprise assets.

Source: CIS Controls v8

Remote devices Any enterprise asset capable of connecting to a network remotely, usually from public
internet. This can include enterprise assets such as end-user devices, network devices,
non-computing/Internet of Things (IoT) devices, and servers.

Source: CIS Controls v8

Servers A device or system that provides resources, data, services, or programs to other
devices on either a local area network or wide area network. Servers can provide
resources and use them from another system at the same time. Examples include web
servers, application servers, mail servers, and file servers.

Source: CIS Controls v8

User Employees (both on-site and remote), third-party vendors, contractors, service
providers, consultants, or any other user that operates an enterprise asset.

Source: CIS

Virtual environment Simulates hardware to allow a software environment to run without the need to use a
lot of actual hardware. Virtualized environments are used to make a small number of
resources act as many with plenty of processing, memory, storage, and network
capacity. Virtualization is a fundamental technology that allows cloud computing to
work.

Source: CIS Controls v8

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Appendix C: Implementation Groups
As a part of our most recent version of the CIS Controls, v8, we created Implementation Groups (IGs) to provide
granularity and some explicit structure to the different realities faced by enterprises of varied sizes.

IG1

An IG1 enterprise is small- to medium-sized with limited IT and cybersecurity expertise to dedicate towards protecting
IT assets and personnel. The principal concern of these enterprises is to keep the business operational, as they have
a limited tolerance for downtime. The sensitivity of the data that they are trying to protect is low and principally
surrounds employee and financial information. Safeguards selected for IG1 should be implementable with limited
cybersecurity expertise and aimed to thwart general, non-targeted attacks. These Safeguards will also typically be
designed to work in conjunction with small or home office commercial off-the-shelf (COTS) hardware and software.

IG2

An IG2 enterprise employs individuals


responsible for managing and protecting IT
infrastructure. These enterprises support
multiple departments with differing risk
profiles based on job function and mission.
Small enterprise units may have regulatory
compliance burdens. IG2 enterprises often
store and process sensitive client or
enterprise information, and they can
withstand short interruptions of service. A
major concern is loss of public confidence
if a breach occurs. Safeguards selected for
IG2 help security teams cope with
increased operational complexity. Some
Safeguards will depend on enterprise-
grade technology and specialized expertise
to properly install and configure.

IG3

An IG3 enterprise employs security experts that specialize in the different facets of cybersecurity (e.g., risk
management, penetration testing, application security). IG3 assets and data contain sensitive information or functions
that are subject to regulatory and compliance oversight. An IG3 enterprise must address availability of services and
the confidentiality and integrity of sensitive data. Successful attacks can cause significant harm to the public welfare.
Safeguards selected for IG3 must abate targeted attacks from a sophisticated adversary and reduce the impact of
zero-day attacks.

If you would like to know more about the Implementation Groups and how they pertain to enterprises of all sizes,
there are many resources that explore the Implementation Groups and the CIS Controls in general on our website at
https://www.cisecurity.org/controls/cis-controls-list/.

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Appendix D: CIS Safeguards Mapping
CIS Controls & Safeguards Covered by this Policy

This policy helps to bolster IG1 Safeguards in CIS Control 3: Data Protection. Table 1 shows which IG1 CIS
Safeguards are covered by this policy as written

Table 1 - Safeguards covered by IG1

CIS Policy CIS Safeguard CIS Safeguard


Control Statement Description

3.1 Usage of this Establish and


policy Maintain Data Establish and maintain a data management process. In the
constitutes Management process, address data sensitivity, data owner, handling of
meeting this Process data, data retention limits, and disposal requirements, based
Safeguard on sensitivity and retention standards for the enterprise.
Review and update documentation annually, or when
Classification
significant enterprise changes occur that could impact this
1, 2
Safeguard.
Disposal 4

3.2 Inventory 1, Establish and Establish and maintain a data inventory, based on the
1a-c, 2 Maintain a enterprise’s data management process. Inventory sensitive
Data data, at a minimum. Review and update inventory annually,
Inventory at a minimum, with a priority on sensitive data.

3.3 Protection 1 Configure Configure data access control lists based on a user’s need
Data Access to know. Apply data access control lists, also known as
Control Lists access permissions, to local and remote file systems,
databases, and applications.

3.4 Handling 1, Enforce Data Retain data according to the enterprise’s data management
1a, 1b, 1c Retention process. Data retention must include both minimum and
maximum timelines.

3.5 Handling Securely Securely dispose of data as outlined in the enterprise’s data
1, 2, 2a, 3, 3a- Dispose of management process. Ensure the disposal process and
3e Data method are commensurate with the data sensitivity.

3.6 Protection 2 Encrypt Data Encrypt data on end-user devices containing sensitive data.
on End-User Example implementations can include: Windows BitLocker®,
Devices Apple FileVault®, Linux® dm-crypt.

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Appendix E: References and Resources
Center for Internet Security®
https://www.cisecurity.org/

CIS Critical Security Controls®


https://www.cisecurity.org/controls/

Colorado Department of Education Retention Policy


https://www.cde.state.co.us/dataprivacyandsecurity/sampleitpolicies

John Hopkins University for Center for Government Excellence


https://labs.centerforgov.org/data-governance/data-inventory/

National Aeronautics and Space Administration


https://nodis3.gsfc.nasa.gov/NPR_attachments/NRRS_1441.1A.pdf

U.S. National Park Service’s Data Management Guidelines for Inventory and Monitoring Networks
https://irma.nps.gov/DataStore/DownloadFile/152590

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