Many organizations store confidential information and resources on their Enterprise Content Management (ECM) systems, such as OnBase. 

While these systems have security and protection measures, you can only partially rely on them. An important file can fall into the wrong hands, or some processes may result in costly downtime.

To protect against security breaches and reduce risks, you need platforms like Reveille. It continuously monitors the health of your content systems and provides early notifications to relevant authorities.

Let’s find out the different security features and limitations of OnBase and what actionable measures you can take to reduce risks.

Table of Contents

OnBase Security Features

OnBase incorporates several security features to safeguard sensitive data. The most significant are;

  1. Role-based access control (RBAC) through multi-factor authentication (MFA)
  2. User verification to limit system access based on user roles

Both features ensure that only authorized personnel can view or manipulate specific information. 

Additionally, OnBase employs data encryption protocols to protect data at rest and in transit, mitigating the risk of unauthorized access or interception. Audit trails provide a comprehensive record of user activities within the system, aiding in compliance and detecting suspicious behavior. 

OnBase Security Limitations

While OnBase has many security features in place, loopholes and limitations pose threats. 

Let’s explore three key limitations and how to mitigate them to reduce risks in OnBase.

User Awareness and Training

Security is only as strong as the users who interact with the system. Lack of user awareness and training can lead to unintentional security breaches, like sharing sensitive information. For example, someone may download and share a document publicly without knowing the implications of doing so.

To avoid this, you need to offer user training, including;

  • Conduct and implement comprehensive training programs to educate users on security best practices
  • Proper use of the ECM platform
  • Rules on document downloading and sharing.

This training ensures everyone is on the same page and prevents unintentional data leaks.

Third-Party Integrations

OnBase integrates with a lot of third-party applications. While this keeps all your data in one place, it can introduce security vulnerabilities if not configured or maintained. 

To protect against this risk, you need to;

  • Update and monitor integrations to ensure they comply with security standards
  • Conduct thorough assessments of third-party security features,
  • Schedule vulnerability assessments and penetration testing
  • Implement continuous monitoring tools like Reveille that detect abnormal activities in real-time

Dependency on Network Security

OnBase’s security relies on the overall network security infrastructure. Weaknesses in this network may compromise the security of the ECM platform. For example, if the security network experiences a breach or malfunction, the ECM system becomes vulnerable to unauthorized access, data leaks, or service disruptions. 

Reliance on a single security network creates a single point of failure. This dependence can amplify the potential impact of security incidents. To mitigate this threat, strengthen network security with firewalls, intrusion detection/prevention systems, and regular security assessments.

Actionable Measures for OnBase Risk Reduction

Implementing actionable measures for risk reduction in OnBase involves comprehensive strategies to mitigate potential threats. Below are four key actionable recommendations we provide to our clients at Reveille.

Regular Security Audits

Before conducting a security audit, you must outline three key points:

  1. Clear objectives and scope
  2. Critical assets that need a comprehensive check
  3. Compliance requirements you must adhere to

To save time on these audits, use agentless monitoring tools like Reveille. Our monitoring platform observes user activity for suspicious activities. When it detects any issues, it assigns responsibilities for quick resolution.

Here’s how the dashboard in Reveille shows you an overview of your system status.

Once everything is resolved, always document the findings and schedule periodic audits to continue to monitor and improve the ECM system’s security. These audits ensure your ECM adapts to evolving threats and regulatory changes.

User Training and Access Control

You need to develop and deliver periodic training sessions for ECM users. This training helps users understand the different components of OnBase and how to use them. A well-trained user base increases the chances of avoiding data mismanagement and system problems.

Access to confidential documents and important data should be given to a selected set of people, and role-based access controls should be enforced to limit user permissions to essential functions. Review and update access control lists based on personnel changes in your organization.

Here’s a guide on how you can schedule tests and detect suspicious ECM content access.

Regular Updates and Patch Management

Regular updates and patch management are essential for maintaining the security and performance of your OnBase system. This process involves staying abreast of vendor releases, security advisories, and patches to address identified vulnerabilities or enhance system functionality. 

Before deployment, patches should undergo rigorous testing in a controlled environment to assess compatibility and mitigate the risk of unintended consequences. You should also have a rollback procedure in place for swift recovery in the event of patch-related issues. 

Many organizations need to ensure that patch management practices align with regulatory requirements and industry standards to uphold data security and integrity. 

Incident Response Planning

You need to create a comprehensive incident response plan by bringing all the relevant stakeholders on board. This plan would include;

  • Roles and responsibilities of the team
  • Communication hierarchy for rapid response and resolution
  • Steps on containment and eradication
  • Actions for recovery and restoration
  • Post-incident review

In Reveille, you can set up automated resolution actions by selecting from a list of options to resolve minor problems quickly.

You can set up alerts and notifications for important issues that need manual intervention. This includes content security breaches; setting automated actions to disable access and swiftly notify the appropriate personnel. 

Reduce Risk and Monitor Your OnBase

To manage risks and keep your OnBase systems running smoothly, you must monitor all aspects.

Thanks to modern monitoring solutions, this no longer means hiring extensive teams or manually looking for problems.

With Reveille’s ECM monitoring solution for OnBase, you can take advantage of agentless monitoring and management capabilities that save you time and money. Head over to our blog to learn about ECM systems and how to keep them healthy.You can request a demo if you’d like to learn more about Reveille.