How to Assess Grant Management Software Security

Grant-Security.pngGrant management software can organize, streamline and centralize critical grant data to ensure compliance.   

However, strong security measures are essential to protect this information, and help your organization to:

  • Maintain compliance with Federal and State regulations.
  • Determine who is inputting data and how it is being done.
  • Store all information in a centralized, secure hub.
  • Monitor sub-recipient data and activity for red flags or inconsistencies.
  • Transfer data seamlessly, knowing it will get into the right hands.
  • Limit information access to only authorized individuals.
  • Eliminate fraudulent activity, such as misappropriation of funds or internal embezzlement.

Security Features to Look for in Grant Software

Proper security controls start with your organization’s technology infrastructure. Don’t get locked into a grant management software solution that doesn’t have the flexibility or features required to keep data and information transfer secure.

When evaluating grant management software, look for key security features:

  • Individual logins for each employee and sub-recipient with strong organizational password management controls.
  • Ability to integrate with external authentication providers.
  • Role-based security privileges to designate access levels.
  • Limited access to certain files, documents, information or reports.
  • Ability to log system activity.
  • Ability to encrypt data in transit and at rest.
  • Secure, scalable, and compliant hosting environment.
  • Robust data backup processes.

In addition, look for certifications that demonstrate strong security; these include:

  • NIST 800-53 rev. 4: The National Institute of Technology (NIST) publication “Security Controls and Assessment Procedures for Federal Information Systems and Organizations” outlines security controls required for federal systems to ensure that proper risk management safeguards are in place.
  • FedRAMP: The Federal Risk and Authorization Management Program (FedRAMP) “provides a standardized approach to security assessment, authorization, and continuous monitoring for cloud products and services.”
  • SOC 2 and SOC 3: Service Organization Controls (SOC) audits assess the cloud service providers system to ensure proper control design and operation during specific time periods.
  • FISMA: The Federal Information Security Management Act (FISMA) requires federal agencies to meet information security standards for their own systems as well as those managed by an outside provider.

Overall, make sure security settings and features are robust enough to properly address your organization’s specific needs.

What security features do you look for in a grant management system? Share with us in the comments below.

How else can you assess your grant management software needs? Download our free guide to find out!

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