Risk Assessment Policy

Version1.0.3 Last Updated2023-10-27 APPROVED

1. Overview

This Risk Assessment Policy outlines the guidelines and procedures for conducting information security risk assessments at AccuCode AI Inc. The purpose of this policy is to identify and mitigate potential vulnerabilities in our systems, processes, and procedures, with a special emphasis on protecting Protected Health Information (PHI).

2. Purpose

The primary purpose of this policy is to authorize and empower the InfoSec team to perform periodic risk assessments, both internally and with the assistance of third-party penetration testing (pentesting) providers. By identifying areas of vulnerability, the InfoSec team can initiate appropriate remediation measures to ensure the confidentiality, integrity, and availability of sensitive data, particularly PHI.

3. Scope

Risk assessments can be conducted on any information system within AccuCode AI Inc., including applications, servers, networks, and any process or procedure by which these systems are administered and/or maintained. Additionally, risk assessments may be performed on outside entities that have signed a Third Party Agreement with AccuCode AI Inc.

4. Policy

4.1 The InfoSec team is responsible for conducting periodic risk assessments to identify potential vulnerabilities in AccuCode AI Inc.’s information systems and processes.

4.2 The execution, development, and implementation of remediation programs is the joint responsibility of the InfoSec team and the department responsible for the system area being assessed.

4.3 Employees are expected to cooperate fully with any risk assessment being conducted on systems for which they are held accountable. They are further expected to work with the InfoSec Risk Assessment Team in the development of a remediation plan.

4.4 When engaging third-party pentesting providers, the InfoSec team must ensure that appropriate measures are in place to protect PHI. This includes, but is not limited to:

• Signing a Business Associate Agreement (BAA) with the third-party provider
• Ensuring that the provider has adequate security controls and procedures in place to safeguard PHI
• Limiting the scope of the pentest to minimize exposure of PHI
• Reviewing and redacting any reports or findings that may contain PHI before sharing them with the third-party provider

4.5 The InfoSec team must maintain detailed documentation of all risk assessments, including the scope, findings, and remediation plans.

5. Policy Compliance

5.1 Compliance Measurement The InfoSec team will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner.

5.2 Exceptions Any exception to the policy must be approved by the InfoSec team in advance.

5.3 Non-Compliance An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Server Audit Policy

Version1.0.3 Last Updated2023-12-20 APPROVED

1. Overview

This Server Audit Policy outlines the requirements and guidelines for conducting audits on servers owned or operated by AccuCode AI Inc. The purpose of this policy is to ensure that all servers are configured according to the company’s security policies and applicable regulatory compliance standards.

2. Purpose

The purpose of this policy is to:

• Ensure the integrity, confidentiality, and availability of information and resources processed by AccuCode AI’s servers
• Verify conformance to the company’s security policies
• Meet applicable regulatory compliance requirements, such as HIPAA, for protecting PHI (Protected Health Information) and PII (Personally Identifiable Information)

3. Scope

This policy applies to all servers owned or operated by AccuCode AI Inc., as well as any server present on the company’s premises, regardless of ownership or operation.

4. Policy

AccuCode AI Inc. hereby provides its consent to allow authorized personnel to access its servers to the extent necessary to perform scheduled and ad hoc audits of all servers.

4.1 Specific Concerns

Servers used by AccuCode AI support critical business functions and store sensitive company information, including PHI and PII. Improper configuration of servers could lead to the loss of confidentiality, availability, or integrity of these systems.

4.2 Guidelines

• Approved and standard configuration templates shall be used when deploying server systems
• All system logs shall be sent to a central log review system
• All sudo/administrator actions must be logged
• Use a central patch deployment system
• Host security agents, such as antivirus software, shall be installed and kept up-to-date
• Network scans shall be conducted to verify that only required network ports and shares are in use
• Verify administrative group membership
• Conduct baselines when systems are deployed and upon significant system changes
• Changes to configuration templates shall be coordinated with approval from the change control board

4.3 Responsibility

The InfoSec team shall conduct audits of all servers owned or operated by AccuCode AI Inc. Server and application owners are encouraged to perform this work as needed.

4.4 Relevant Findings

All relevant findings discovered during the audit shall be listed in the tracking system to ensure prompt resolution or appropriate mitigating controls.

4.5 Ownership of Audit Report

All results and findings generated by the InfoSec team must be provided to appropriate management within one week of project completion. This report will become the property of AccuCode AI Inc. and be considered company confidential.

5. Policy Compliance

5.1 Compliance Measurement

The InfoSec team shall never use access required to perform server audits for any other purpose. The team will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner.

5.2 Exceptions

Any exception to the policy must be approved by the InfoSec team in advance.

5.3 Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

6. Logging Requirements

6.1 General Requirements

All systems that handle PHI, PII, accept network connections, or make access control decisions shall record and retain audit logging information sufficient to answer the following questions:

1. What activity was performed?
2. Who or what performed the activity, including where or on what system the activity was performed from (subject)?
3. What the activity was performed on (object)?
4. When was the activity performed?
5. What tool(s) was the activity used to perform the activity?
6. What was the status (such as success vs. failure), outcome, or result of the activity?

6.2 PHI and PII Logging Requirements

In addition to the general logging requirements, systems handling PHI and PII must adhere to the following:

1. PHI and PII must never be logged in clear text.
2. If PHI or PII must be logged, it should be redacted, masked, or hashed.
3. Access to systems containing PHI and PII must be logged.
4. Failed access attempts to systems or data containing PHI and PII must be logged.

6.3 Activities to be Logged

Logs shall be created whenever any of the following activities are requested to be performed by the system:

1. Create, read, update, or delete PHI or PII
2. Create, update, or delete information not covered in #1
3. Initiate or accept a network connection
4. User authentication and authorization for activities covered in #1 or #2
5. Grant, modify, or revoke access rights
6. System, network, or services configuration changes
7. Application process startup, shutdown, or restart
8. Application process abort, failure, or abnormal end
9. Detection of suspicious/malicious activity

6.4 Elements of the Log

Logs shall identify or contain at least the following elements, directly or indirectly:

1. Type of action
2. Subsystem performing the action
3. Identifiers for the subject requesting the action
4. Identifiers for the object the action was performed on
5. Before and after values when action involves updating data
6. Date and time the action was performed, including time-zone
7. Whether the action was allowed or denied by access-control mechanisms
8. Description and/or reason-codes of why the action was denied

Software Installation Policy

Version1.0.0 Last Updated2024-03-08 APPROVED

1. Overview

AccuCode AI Inc. must ensure the security and integrity of its computing systems. Allowing employees to install unauthorized software on company devices can lead to various risks, including:

• Conflicting file versions or DLLs that can prevent programs from running properly
• Introduction of malware from infected installation software
• Use of unlicensed software that could be discovered during audits
• Programs that can be used to hack the organization’s network

2. Purpose

The purpose of this policy is to outline the requirements for installing software on AccuCode AI Inc.’s computing devices. The policy aims to:

• Minimize the risk of loss of program functionality
• Protect sensitive information contained within the computing network
• Reduce the risk of introducing malware
• Avoid legal exposure from running unlicensed software

3. Scope

This policy applies to all employees, contractors, vendors, and agents with AccuCode AI Inc.-owned mobile devices. It covers all computers, servers, smartphones, tablets, and other computing devices operating within the company.

4. Policy

4.1. Employees are prohibited from installing software on computing devices operated within the AccuCode AI Inc. network.

4.2. Software requests must first be approved by the requester’s manager and then submitted to the Information Security (InfoSec) team in writing or via email.

4.3. The InfoSec team will review and approve software requests based on security, compatibility, and licensing requirements. If no approved software meets the requester’s needs, the InfoSec team will work with the requester to find a suitable alternative.

4.4. The InfoSec team will obtain and track licenses, test new software for conflicts and compatibility, and perform the installation.

5. Policy Compliance

5.1. Compliance Measurement The InfoSec team will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner.

5.2. Exceptions Any exception to the policy must be approved by the InfoSec team in advance.

5.3. Non-Compliance An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.