System and Services Acquisition

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Secure acquisition practices are essential for selecting and integrating systems and services that align with organizational goals and security requirements. Effective system and services acquisition ensures that security controls are embedded in new technologies and vendor relationships, protecting sensitive information and reducing risk. Executives play a critical role in establishing acquisition practices that support both security and operational objectives.

This guide provides a structured approach to system and services acquisition with practical steps that enhance security and alignment with organizational needs.

Establish an Acquisition Policy (SA-1)

An acquisition policy sets standards for procuring systems and services, ensuring security and compliance requirements are integrated into acquisition processes.

Practical Solution:

• Define criteria for evaluating vendors based on security standards, regulatory compliance, and service quality.

• Establish roles and responsibilities for managing acquisitions and overseeing security requirements.

• Include security requirements in all acquisition planning to ensure new systems align with organizational policies.

A clear acquisition policy ensures consistent standards for selecting secure, compliant systems and services across the organization.

Integrate Security Requirements into Acquisition Contracts (SA-2)

Embedding security requirements into contracts ensures that vendors are held accountable for maintaining security standards.

Practical Solution:

• Include data protection clauses that specify security measures and incident response obligations for vendors.

• Require adherence to security standards such as NIST guidelines, ensuring alignment with organizational policies.

• Establish terms for audits and assessments to verify vendor compliance and security controls.

Integrating security into contracts reduces risks by holding vendors accountable for protecting sensitive information.

Evaluate Suppliers for Security Compliance (SA-4)

Conducting security assessments of suppliers helps ensure that they meet the organization’s security and regulatory standards.

Practical Solution:

• Perform security evaluations of suppliers before finalizing contracts to confirm compliance with security requirements.

• Request relevant certifications or documentation that demonstrate a supplier’s commitment to cybersecurity.

• Conduct periodic reviews to assess ongoing compliance with security standards over the duration of the contract.

Supplier evaluations ensure that third-party providers meet the necessary security criteria, reducing potential risks from vendor relationships.

Monitor and Manage System Lifecycle Costs (SA-5)

Managing lifecycle costs for acquired systems enables organizations to budget for ongoing maintenance, updates, and security enhancements.

Practical Solution:

• Estimate total costs of ownership for each system, including maintenance, security updates, and end-of-life planning.

• Allocate funds for future security upgrades and compliance requirements.

• Review cost projections periodically to ensure that ongoing needs are met within budget constraints.

Lifecycle cost management ensures that systems remain secure and functional throughout their use, supporting long-term budget planning.

Ensure Secure Development Practices for Custom Systems (SA-8)

For custom-developed systems, secure development practices help protect against vulnerabilities and improve overall resilience.

Practical Solution:

• Incorporate secure coding practices and vulnerability assessments into the development process.

• Conduct security testing at each phase of development to identify and address vulnerabilities.

• Document and enforce coding standards to ensure consistency in security across all custom systems.

Secure development practices minimize risks by embedding security into the system from the outset, reducing potential vulnerabilities.

Final Thoughts

System and services acquisition is a critical component of security strategy in government and higher education institutions. By establishing an acquisition policy, integrating security into contracts, evaluating suppliers, managing lifecycle costs, and ensuring secure development for custom systems, executives can create a secure foundation for acquiring new technologies. This structured approach enhances the organization’s resilience, aligns technology with security goals, and builds trust with stakeholders and users.