Information, Technology & Consulting

Securing a FileMaker Database

Details

Dartmouth provides a secure, centralized environment for hosting FileMaker databases that contain DISC level 2 and 3 data. Each database hosted on this server must adhere to certain security guidelines.

There are four parts to getting your FileMaker database ready and hosted on the secure FileMaker server.

Part 1: Request Active Directory Security Groups

Send an email to [email protected] request Active Directory security groups be created for your database. They'll need the following information for this request:

  • The name of the database;
  • A list of the names of the people who should be added to each of the security groups for this database. Three security groups will be created for each database. The group name will consist of the database name and the privilege - Read, Write or Developer. So, for example, if your database name is "Widgets" then you will have 3 security groups "Widgets Read", "Widgets Write" and "Widgets Developer".

Once the security groups have been created, proceed to Part 2 where you configure your database security.

Part 2: Configure FileMaker Database Security

  1. Open your FileMaker database.
  2. Click File then Manage then Security.
  3. Uncheck the Guest account, if it is not already.
  4. Highlight the Admin account and click Edit.
  5. Enter a password and click OK. The password on the Admin account must not be blank and should be easily guessed. The password should be at least 8 characters, contain upper and lower case letters, numbers and special characters. Keep this admin password in a safe place. If it is lost or forgotten, there is no way to recover it.
  6. Add the Active Directory security groups created for you in Part 1:
    • Click New.
    • Set the Account is authenticated via option to External server.
    • Enter one of the Active Directory security group names created for this database into the Group name field.
    • Set the Privilege Set to the corresponding security level for this group. "Read" would be set to "Read-Only Access"; "Write" would be set to "Data Entry Only"; "Developer" would be set to "Full Access".
    • Click OK.
    • Repeat this process until all three of the security groups have been added.
  7. Click the File Access tab.
  8. Check the box next to Require full access privileges to use references to this file.
  9. Click OK.
  10. When prompted, enter Admin in the Full Access Account field, and enter the password for that account.
  11. Click OK.

Part 3: Configure FileMaker Database Sharing

  1. Open your FileMaker database.
  2. Click File then Sharing then Share with FileMaker Clients.
  3. Select Off in the Network Sharing field.
  4. Click OK.
  5. Click File then Sharing then Configure for FileMaker WebDirect.
  6. Select No users.
  7. Click OK.

Part 4: Submit FileMaker Database to be Hosted

  1. Create an email to send to [email protected]. The subject line should be "FileMaker database for secure server".
  2. The body of the email should contain the following information:
    • the name of the database;
    • the name of the owner of the database;
    • the owner's department;
    • the owner's division;
    • a statement verifying that the security configuration described in parts 2 and 3 above has been completed on the database being submitted.
  3. Attach the database to the email message and send it to [email protected].

You should receive a confirmation when the database is hosted.

Service Levels

The secure FileMaker server will be supported in the following manner by ITS:

Availability

All systems will be available as defined in the specifications below

Connectivity

Supports FileMaker Pro and ODBC

Performance

Up to 250 maximum simultaneous server connections

Capacity

Per FileMaker, unlimited database size

Backups

Transactional Backups will be taken daily, weekly, monthly and yearly. The daily backups will be retained for 30 days, the weekly backups will be retained for 4 weeks, the monthly backups will be retained for 13 months, the yearly backups will be retained for 7 years.

Support

8:00am – 5:00pm M-F excluding holidays

Inactivity

Databases are to be considered inactive, subsequently de-hosted, and archived when the last date of access is greater than 12 months

Database Development

This is a hosting service only. Departments will need to contract with outside vendors if they need a database created or updated.

Software

This service does not provide FileMaker licenses. Anyone connecting to a FileMaker data on the secure server will need to have their own license for the supported version of FileMaker - currently FileMaker 12, 13 and 14.

Please contact [email protected] if you are interested in this service.

 

Topic: 
Computer and Device Services
Subtopic: 
Desktops and Laptops
Last updated: 
Tuesday, July 19, 2016

If you have questions or need further information, contact your department's IT support office, or contact the IT Service Desk via email at [email protected], via phone at 603-646-2999 or walk in to see them in Baker/Berry 178J.

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Information, Technology & Consulting