Security Overview
Contents
This topic has been added because insurance companies and broker dealers have had many questions about the security of where their advisors put their data.
Since Advisors Assistant has both a Hosted and a Local implementation, a different security discussion applies to each, but several topics apply to both.
Local Implementation
A local implementation is one where the SQL Server and the database is resident either on the user's local area network behind their firewall or, in the case of a single user, the database is located on the same computer as the Advisors Assistant program.
Passwords
The user can and should make the election to use strong passwords by selecting this as the System Preference under the Passwords Tab.
Though Advisors Assistant does not force the user to adopt strong passwords, logging in without them set will cause a "nag screen" to warn the user and require an extra click for each login until they are elected.
| 1. | Passwords are stored encrypted using AES 256 Encryption. They are stored in such a way that they cannot be retrieved to check. SQL Server checks the password and sends back a match or not matched message. This is called one way hashing. |
| 2. | Certain Personal Identification fields are stored as AES 256 bit encrypted within the database. |
| 3. | Any backups made, unless you turn the feature off, are AES 256 Encrypted. |
| 4. | Any data you send to Client Marketing Systems' FTP site, is AES 256 Encrypted as long as you use the Advisors Assistant Encrypted File Transfer Program. Unless it is being worked on by a programmer, it is stored encrypted. |
| 5. | Encryption and decryption of FILES sent to us is done by a special program in our office which does not reveal the encryption key. The program will only run on our private network and is stored on an encrypted drive. |
Encrypted Fields vs Encrypted Files
Decrypting the backup file DOES NOT decrypt the Personal Identification fields in the database backup. The encrypted fields inside of the backup are an additional security measure. If your database backup were to fall into the wrong hands, that important information would as safe as AES 256 Encryption with a long key provides. Only the Advisors Assistant program decrypts the fields listed below.
Encrypted Personal ID Fields
Personal or Organization Tax ID
Passport Number
Non-Citizen ID
Drivers License Number
Medicare Number
Decrypting Personal ID
In order to decrypt the Personal ID's you must send a backup of your database to us, and we assign a programmer to do this function. There is a charge for this service. The decryption is only for that one backup file. The operational database relies on the database having these fields encrypted. Under no circumstances is the key used by the program ever made available to anyone other than our programmers. Ever.
Hosted Implementation
A hosted implementation is one where the SQL Server and the database is located on a server maintained in a different location and accessed via the internet. In most cases, the discussion below is based on Client Marketing Systems, Inc. providing hosting services.
Passwords
Hosted systems are set up to use strong passwords that meet FDIC requirements. The system administrator has the flexibility to elect not to use strong passwords, but on every login, after the login where there are not strong passwords, after accepting the login, the system administrator will be automatically taken to the screen to change to strong passwords. Non-admin users will be asked to contact their administrator to set strong passwords.
Access To Login Restricted
The hosted Advisors Assistant is not a thin client program that requires only a browser (which everyone has) to access the credentials screen where you enter the user id and password. The Advisors Assistant client program is required. Client programs are only sent to Advisors Assistant license holders.
SQL Server Not Open To Internet
The computer containing the SQL Server program and your database has no ports open to the Internet for communications. It is behind a firewall and will only communicate with its communications server which is a separate computer which receives commands from the user's Advisors Assistant program, checks the user's security for every command, and reinterprets it for the SQL Server.
Unique Strong Session Key Required
Each database has it's own unique, very strong key, which is used to start a session and provides permission to display the Login Screen. Without this long, strong key, the login to the database is not displayed.
Each Request Requires A Unique Token
At session login, a unique token is issued to the Advisors Assistant station and it must accompany every data request. The token is automatically changed every few minutes. If an expired token is used, the server automatically breaks the connection.
Each Session Encrypted
Each session is established with the Communications Server over encrypted SSL.
Database Password Must Be Strong
All hosted databases are set to require strong passwords that meet FDIC requirements.
Regular Backups
A database backup is made every evening and retained for 14 days.
Secure Data Center
The data center housing the servers is an SAS Type 2 Data Center. The latest audit report is available on request.
Encryption
Items 1 through 4 apply under Local Implementation.