13-Point Checklist for MSPs to Secure IT Documentation

In the fast-paced world of IT, managed service providers (MSPs) play a critical role in protecting sensitive information and IT infrastructure. With cyberthreats growing more sophisticated and relentless, the responsibility on MSPs’ shoulders has never been greater. Beyond just managing their clients’ IT systems, MSPs today must ensure that the documentation detailing these systems is securely protected as well. IT documentation is a treasure trove of information — detailing everything from network configurations to security protocols — and if it falls into the wrong hands, the consequences can be devastating for both the MSPs and their clients.

We’ve created a comprehensive checklist of 13 essential questions that will help MSPs like you evaluate and strengthen the security of your clients’ IT documentation. Whether you’re looking to enhance your current security protocols or simply ensure that you’re covering all your bases, these questions will guide you to facilitate a more secure and resilient IT environment for your clients.

Why secure IT documentation matters

As an MSP, you’re entrusted with your clients’ sensitive data. Ensuring that the IT documentation is secure is fundamental to protecting this trust. A breach not only jeopardizes your clients’ information but also your reputation. Here’s a closer look at the key areas you should evaluate:

1. Is your clients’ documentation access protected by firewalls, MFA or SSO?

Access control is your first line of defense. If the IT documentation isn’t shielded by robust security measures, like firewalls, multifactor authentication (MFA) or single sign-on (SSO), you’re leaving a door wide open for potential threats. These security measures ensure that only authorized users can access the sensitive information, significantly reducing the risk of unauthorized breaches.

2. Do you have access to a backup of your IT documentation?

In case of a disaster or emergency that renders you unable to access your IT documentation solution, you need to ensure you have this information accessible elsewhere by exporting an all-encompassing backup for later access. Without a secure backup, retrieving lost or compromised data can be impossible. To ensure your clients’ businesses can continue operating smoothly, make sure the assets, passwords and knowledge you manage are still accessible in emergencies.

3. Is your documentation tool SOC 2 Type II certified?

SOC 2 Type II certification isn’t just a badge — it’s a rigorous standard that ensures your documentation tool meets high-security criteria. If your tool is certified, you can rest easy knowing it has been thoroughly vetted for data protection, giving both you and your clients peace of mind.

4. Can you control who has access to the documentation?

Not everyone needs access to all the documentation. Role-based access control lets you restrict who can view or modify specific information. This capability is crucial in minimizing insider threats and ensuring that only those who need access to certain data have it, helping to protect your clients’ most sensitive assets.

5. Are you able to block unauthorized IP addresses?

IP whitelisting is a powerful tool to block unauthorized access from external networks. By allowing only pre-approved IP addresses to access the documentation, you add a significant layer of security, keeping intruders at bay and ensuring that only trusted networks can interact with your clients’ data.

6. Does your documentation tool offer host-proof hosting?

Host-proof hosting is all about keeping the data encrypted and secure — even from the hosting provider. This feature ensures that the documentation remains inaccessible to anyone without the proper decryption keys, adding an extra shield against unauthorized access.

7. Are audit trails and activity logs enabled for documentation changes?

Keeping track of every change made to the documentation is vital for security and accountability. Audit trails and activity logs allow you to monitor who did what and when, helping you spot suspicious activity early and take corrective action before it’s too late.

8. Does your documentation platform support one-time password (OTP) generation?

An OTP generator adds an additional security layer by requiring a unique, time-sensitive password for accessing sensitive data. This makes unauthorized access even more difficult, as passwords are constantly changing, reducing the risk of breaches.

9. Can you set and enforce a password policy across all organizations?

It’s critical to have the ability to determine the type of password (complex or passphrase) and its strength, for instance, based on parameters such as length or symbols required. This will ensure every new password created is secure and follows a familiar structure. The goal is to give you more control and flexibility in creating and enforcing strong passwords that meet the highest security standards and align with your clients’ organizational policies and requirements.

10. Can you automatically rotate passwords or do it on-demand?

Password rotation is a crucial security measure, with outdated passwords posing a major security risk. However, MSPs must manage multiple clients and dozens of passwords at a time, making manual updating a very tedious and time-consuming endeavor. That’s where automated password rotation can be a game changer, ensuring passwords stay fresh and updated regularly without wasting valuable resources and time.

11. Can you safely store personal and team-shared passwords in a single secure tool?

Managing passwords can be a headache, especially when juggling both personal and team-shared credentials of multiple clients. A centralized, secure storage tool simplifies this process, allowing you to keep all passwords safe and accessible, without sacrificing security.

12. Can you securely access IT information on the go via a mobile app?

In today’s mobile world, being able to access sensitive IT information on the go is essential. However, it’s equally important that this access is secure. A mobile app that prioritizes security lets you manage the documentation from anywhere, without compromising on protection.

13. Can you access essential passwords during a disaster?

Disasters strike when you least expect them. Ensure you have access to mission-critical passwords even during emergency and unforeseen situations. This capability is crucial for maintaining operations during emergencies, ensuring that your business can continue to serve your clients without interruption.

Revolutionize your clients’ IT documentation management with IT Glue

It’s evident that strong security measures are critical for securing your clients’ sensitive information — and that’s where IT Glue excels. IT Glue is a SOC 2 Type II-compliant IT documentation management platform that consolidates all mission-critical IT information in one pane, providing easy access to information like assets, passwords, users and SOPs. Powered by its AI engine, Cooper Copilot, IT Glue not only tackles the security challenges highlighted but also delivers advanced features that elevate your clients’ IT documentation to the next level.

• Enterprise-grade security: IT Glue provides top-tier security with MFA and SSO capabilities, ensuring only authorized users access sensitive data.
• SOC 2 Type II certified: Our SOC 2 Type II certification guarantees that IT Glue meets rigorous security and privacy standards, protecting your clients’ documentation and giving you peace of mind.
• Role-based access control: With IT Glue, you can precisely manage who accesses the documentation, reducing the risk of unauthorized access with role-based permissions.
• IP access control: It adds an extra layer of security to your valuable data by allowing you to limit IT Glue access to a specified list of IP addresses or a range of IP addresses.
• Detailed audit trails: IT Glue’s audit trails and activity logs give you full visibility into every change made, helping you quickly identify any suspicious activity.
• Secure mobile access: Access the documentation securely from anywhere with IT Glue’s mobile app, providing flexibility without compromising security.
• Automated backup and recovery: With automated account backup, you will always have access to up-to-date IT Glue data all the time. In an emergency, you can easily download the backup of your entire IT Glue account.
• Efficient password management: Manage personal and team-shared passwords securely with IT Glue’s comprehensive password management portfolio that includes features like password policy enforcement, one-time passwords and automated password rotation.

Ready to see IT Glue’s powerful documentation in action? Get a demo now.