Encryption & Access Control Policy | Keep It Cyber

Encryption & Access Control Policy for Logistics Operations

Protect sensitive logistics data with comprehensive encryption standards and access controls. NIST-aligned and CMMC-ready for regulated environments.

NIST SP 800-171 CMMC v2 FMCSA Guidelines CTPAT Standards

Tier 3 Policy

What is an Encryption & Access Control Policy?

An Encryption & Access Control Policy establishes the formal standards, methods, and requirements for protecting sensitive logistics data and system access. It defines how your organization safeguards information through encryption technologies, authentication systems, and privilege management to ensure data confidentiality, integrity, and availability.

The policy creates a structured approach to data protection (through validated encryption) and identity management (through role-based access), addressing the complete security lifecycle from credential issuance through monitoring, incident detection, and secure decommissioning.

Why It Matters for Logistics Companies

Logistics operations handle sensitive shipment data, driver information, customer details, and route planning that require robust protection. Without proper encryption and access controls, your organization faces:

Increased risk of data breaches affecting drivers, customers, and regulatory information
Vulnerable mobile and field devices containing sensitive logistics routes and delivery details
Excessive system access that could lead to data theft or operational disruption
Regulatory violations with NIST, CMMC, FMCSA, and CTPAT requirements
Inability to prove secure data handling to auditors, customers, and partners
Limited visibility into user access to critical dispatch and fleet management systems

A well-implemented Encryption & Access Control Policy provides the foundation for data protection, secure system access, and regulatory compliance—ensuring your logistics operations maintain security even in distributed and mobile environments.

What's Typically Included

Our logistics-optimized Encryption & Access Control Policy addresses the unique challenges faced by freight brokers, carriers, and 3PLs:

Comprehensive encryption requirements for data at rest and in transit
Mobile device and ELD security standards for field operations
Secure cloud configuration requirements for TMS and dispatch systems
Multi-factor authentication standards with logistics-specific implementation guidance
Role-based access control frameworks tailored to logistics job functions
Privileged account management for system administrators and vendors
Zero Trust implementation guidance for distributed logistics environments
Key management procedures for encryption sustainability
Password policies and secure credential management
Log monitoring and security event detection

Why Your Logistics Operation Needs This Policy

Secure encryption and access control are essential for any logistics company with sensitive data, regulatory requirements, or diverse system access needs. It's particularly critical for:

Organizations handling driver PII, customer information, or regulated shipment data
Fleets with mobile technologies accessing company systems remotely
Companies pursuing government or defense logistics contracts (CMMC requirements)
Cross-border carriers subject to CTPAT security standards
Operations with distributed workforces accessing systems from various locations
Organizations with complex vendor ecosystems requiring system access
Companies undergoing cybersecurity insurance assessments

For comprehensive data security, pair this policy with a Data Classification & Handling Policy and Mobile Device Security Policy to create a complete data protection framework for your logistics organization.

Available in Our Regulated Logistics+ Tier

The Encryption & Access Control Policy is included in our advanced compliance package for logistics operations with complex regulatory requirements

Tier 3: Regulated Logistics+

$8,500 · One-time purchase

Comprehensive encryption standards for data at rest and in transit
Fleet-specific mobile device security requirements
Multi-factor authentication implementation guidance
Role-based access control frameworks
Privileged account management procedures
Zero Trust architecture guidelines
Full NIST, CMMC, CTPAT mapping

See Full Package

This policy is exclusively available in our Tier 3 package due to its specialized nature and advanced regulatory alignment.

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Frequently Asked Questions

Common questions about implementing an Encryption & Access Control Policy

What encryption standards should our logistics company use?

For logistics operations, we recommend FIPS 140-2/140-3 validated encryption technologies that meet both regulatory requirements and operational needs. At a minimum, implement AES-256 encryption for all data at rest, including company endpoints (using BitLocker or FileVault), dispatch systems, and ELD data storage. For data in transit, all communications should use TLS 1.2 or higher (TLS 1.3 preferred) for web applications, API connections, and cloud services. Mobile devices used by drivers should have full-disk encryption enabled and secure authentication methods. Cloud environments require special attention—ensure your TMS, WMS, and other SaaS platforms support customer-managed encryption keys where possible and enable encryption at both the tenant and storage levels. For regulated logistics operations, particularly those subject to CMMC or handling controlled information, we recommend implementing formal key management procedures with scheduled rotation and secured backup processes.

How should we implement multi-factor authentication for drivers and field personnel?

Implementing MFA for logistics field personnel requires balancing security with operational efficiency. Our policy recommends mobile authenticator apps as the primary method for drivers and field staff, as they work offline and don't require cellular connectivity at authentication time. For company-issued devices, configure biometric authentication (fingerprint or facial recognition) as a convenient second factor. Avoid SMS-based authentication for drivers who may be in areas with limited cell service. For ELD systems and vehicle-mounted tablets, implement device certificates as a possession factor combined with PIN or password knowledge factors. The policy includes procedures for emergency authentication when primary methods are unavailable, which is essential for drivers in remote locations. For dispatch and warehouse staff using shared terminals, consider hardware tokens that can be assigned to individuals at shift start. The policy also provides guidance on MFA enrollment during onboarding and periodic re-enrollment to maintain security posture without disrupting operations.

What roles should have privileged access in a logistics environment?

In logistics operations, privileged access should be tightly controlled and granted based on specific job functions. Our policy recommends limiting full administrative access to a small group of senior IT personnel who manage core infrastructure. For TMS and dispatch systems, create tiered administrative roles that separate configuration management from user administration and reporting functions. Fleet managers should receive elevated access only to specific vehicle management systems rather than broad administrative rights. For ELD administrators, create dedicated privileged accounts that can manage driver profiles and compliance settings without accessing financial or HR data. Vendor access should be provisioned through temporary, limited-scope accounts with just-in-time activation when support is needed. The policy includes guidance on implementing privileged access management (PAM) solutions that enforce session recording, automatic timeout, and approval workflows for sensitive operations. All privileged access events should be logged to your SIEM and reviewed regularly, with alerts configured for unusual access patterns or after-hours administrative activities.

How do we secure mobile devices used by drivers and field personnel?

Securing mobile devices in logistics operations requires a multi-layered approach outlined in our policy. First, implement mobile device management (MDM) solutions that can enforce encryption, password policies, and remote wipe capabilities on both company-issued and BYOD devices. For company tablets and ELD devices, configure inactivity timeouts (maximum 15 minutes) and automatic screen locking to prevent unauthorized access during driver breaks. The policy recommends application whitelisting to restrict devices to authorized logistics applications and prevent installation of potentially harmful apps. Data containerization is essential to separate company logistics data from personal information on driver devices. For lost or stolen devices, implement automated location tracking and remote lock/wipe procedures that can be triggered by dispatch or security teams. The policy includes specific guidance for securing different device types—ruggedized tablets for warehouse operations, DOT-compliant ELD systems for drivers, and multi-purpose devices for management staff—with security requirements tailored to each use case and the sensitivity of data accessed.

What logging and monitoring should we implement for access control?

For logistics operations, comprehensive logging and monitoring are essential to detect unauthorized access and demonstrate compliance. At minimum, all authentication events (successful and failed logins), privilege elevations, access changes, and sensitive data interactions should be logged with timestamp, user identity, source IP, and action details. For regulatory compliance, these logs must be forwarded to a central SIEM platform and retained for at least 3 years to support investigations and audits. The policy recommends automated alerting for suspicious patterns such as failed login attempts, after-hours access to TMS or dispatch systems, unusual geographic access locations, and privileged account usage from non-standard devices. For mobile and fleet operations, establish baseline activity patterns for different roles (drivers, dispatchers, warehouse staff) and alert on deviations that might indicate compromised credentials. The policy includes guidance on regular review schedules (monthly at minimum) for security and compliance teams to examine access logs, with specific procedures for investigating and documenting anomalies. For CMMC and CTPAT compliance, the policy provides verification procedures to demonstrate that your monitoring controls are functioning effectively during audits.

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