Software data is growing exponentially, as is the need for database security. Businesses must ensure that sensitive information is secure across access touchpoints. This means you need to secure data access, storage, and processing. Securing sensitive data is crucial for higher user trust and better compliance with standards like GDPR and HIPAA.
Cloud-based ERP software like NetSuite enables businesses across domains to access real-time operational data. It is one of the fastest growing Software as a Service (SaaS)-based ERP software which provides a 360-degree view of the business. However, without proper security measures, NetSuite can be protected from cyber-attacks.
So, here is a comprehensive guide to NetSuite data security with top ways to protect sensitive information. But first, let’s understand NetSuite software and how it helps businesses.
What is NetSuite?
NetSuite is a cloud-based business management software that offers features to manage business operations. It can help you manage finances, supply chain, customer relationships, and eCommerce.
Further, it provides a fully integrated solution that enables businesses to streamline operations and improve visibility.
NetSuite gives you real-time insights into financials, inventory, sales, and customer data. It is highly customizable and helps you meet the unique needs of your business irrespective of the industry sector.
NetSuite follows a Software as a Service (SaaS) model where customers can subscribe to the services and manage business functions. In 2016, Oracle acquired NetSuite and integrated it into its core business offerings.
The financial management features NetSuite offers to include,
- General ledger
- Accounts payable and receivable
- Budgeting documentation and forecasting,
- Financial reporting.
Cloud-based software offers features for supply chain management like inventory, procurement, and order management. NetSuite also provides CRM features like sales force automation, marketing automation, and customer service management.
You can also use NetSuite for eCommerce functions like an online storefront, order, inventory, and fulfillment management. It allows you to integrate eCommerce platforms like Shopify, Magento, and WooCommerce.
However, NetSuite also needs enhanced security measures to ensure secure applications. Take an example of the Apache Log4J vulnerability found in NetSuite, which required an update from Oracle. So, you need to have effective NetSuite data security in place to ensure better system protection.
Top 10 NetSuite Data Security Measures
NetSuite’s features offer real-time data, which means you need enhanced security to protect sensitive information. From encrypting the data to authentication processes and access policies, you can use different security best practices to safeguard NetSuite data.
Users request data, and the front end of the NetSuite software fetches data from the database. If the communication channel is insecure, attackers can execute man-in-the-middle (MITM) attacks to access sensitive data.
So, how to secure your database?
Cryptographic encryption secure the communication between your NetSuite database and the user’s device. You can use digital certificates based on cryptographic encryption to secure a database. Secure Sockets Layer (SSL) certificate is a digital certificate that helps secure the data exchange and ensure protection against MITM.
You can get SSL certificates from a trustworthy certificate authority (CA). The first step to getting an SSL certificate is to submit a certificate signing request or CSR with your details. However, the validation of a certificate can differ based on the type of SSL certificate.
For example, if you request a Domain Validation (DV) SSL certificate, OV certificate, and EV SSL certificate. However, DV SSL certificate is helpful for small businesses, new startups, and smaller brands. It is easy to get and offers quick issuance of a certificate.
Integrating software like NetSuite into your operations can lead to multiple access points. Multiple users at your organization may access data from NetSuite’s database for different business functions. Role-based Access(RBAC) policy ensures that data access is allowed only to authorized users with specific roles in the organization.
RBAC helps improve NetSuite data protection by providing secure data access. It enables organizations to restrict information access and prevent data leakages.
One of the significant security threats to NetSuite software can be unauthorized access initiated by attackers using social engineering practices. Attackers gain access to user credentials through a malicious link that the user may click under the pretext of being a genuine source.
Multi-factor authentication (MFA) is a security measure that provides additional protection for NetSuite data and prevents such attacks.
With MFA, users need to authenticate their identity using multiple layers of security to access the system. Apart from the email ID and password, users get a message or passcode on their device, which they must provide for authentication.
NetSuite offers several MFA options, including.
- SMS Authentication- A unique code is sent via SMS to the user’s mobile device, which they must enter to access NetSuite.
- Google Authenticator – NetSuite generates a unique code that users must enter in their authenticator app to access NetSuite.
Duo Security- The software sends a push notification using which they use can authenticate to access NetSuite.
Software like NetSuite has several applications for business activities ranging from operations to human resources. Applying application-based access can provide granular restrictions and improve NetSuite data security. It allows organizations to restrict users from accessing specific application data in their domain or function.
Some of the benefits of an application-only access policy are
- Limited access to specific applications
- Control on which applications a user can access
- Separation of information access based on function
- Improved integrity of application data and code with restricted access
- Enhanced NetSuite data protection
Maintaining NetSuite data security can be challenging, especially if you have remote teams working worldwide. Fortunately, you can use IP restriction to ensure data security across geolocations. It is a process of limiting the data access to specified and registered IP addresses only.
Applying the IP restriction will allow admins to specify the IP addresses to log into the employee’s accounts and access data. If a user tries to access business data with an IP address outside the specified range, it will show an error.
You can use IP-based restriction with two main types of IP addresses,
- Static IP- The IP address of a user remains the same each time they connect with the network.
- Dynamic IP- The IP address changes when a user login or connects with the network.
Static IP is preferred for business data and SaaS-based software like NetSuite because dynamic IP keeps changing with each connection.
NetSuite allows setting up a redundant server for your business operations. For example, if you have an eCommerce website with a mobile application. You can set up a redundant server with all the critical data and services. So if a cyberattack occurs, operations are not disrupted due to a redundant backup server.
The best part about this security measure is that it allows you to ensure that business activities continue even if a server fails due to a cyberattack.
Automatic Data Backup
Setting up automatic data backup is crucial because if there is a data loss due to a cyberattack, applications will be operational due to information in the backup. A data backup automatically backs up all your NetSuite data, including your customer files, applications, and databases.
If there is a problem with the server that hosts your NetSuite system or any other issue that causes data loss, you will have copies of your critical information to work from.
If a user is logged in to NetSuite and moves away from the device for a long time, another person can misuse the account to access sensitive data. This is where NetSuite’s idle disconnect feature helps by automatically logging the user out of the session.
When you enable idle disconnect, it terminates the user session after 15-30 minutes of inactivity. This is important because most users have access to financial, personal, and sensitive data while logged in, and if a hacker gets access, it can lead to information leakage.
Accessing data from the NetSuite database over the internet can lead to cyberattacks. Attackers use malicious code injections and MITM to access data in transit. However, 256-bit encryption ensure NetSuite data protection by scrambling the data into an unreadable format.
NetSuite comes with 256-bit encryption, so each connection with the software is secure from cyber-attacks.
When you think about how to secure your database, operational security becomes crucial. It is a set of processes to ensure security for software operations. In NetSuite, operational security means better data access control, an incident response mechanism, and secure network infrastructure.
To ensure operational security in NetSuite, you need to
- Implement access controls and ensure that only authorized users can access NetSuite data.
- Set up firewalls, intrusion detection systems, and network segmentation
- Establish an incident response mechanism
- Provide security awareness training to employees
Software like NetSuite does come with tons of security features that ensure data protection. However, cyber threats keep evolving, so you need to use different security measures to reduce data theft.
You can improve NetSuite’s data security by using better data access policies, limited permissions, operational security, and encryption. However, which security measure you should employ will depend on specific system requirements.