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2 Table f Cntents Abut...3 System Requirements...3 Hw it Wrks...4 Abut... 4 Hw SFA Admin Prtects Data... 4 Hw SFA User Wrks with Prtected Data... 4 Sandbxed Sessin Restrictins... 4 Secure File Access User Interface...7 Hw t Use Secure File Access Settings...8 Abut... 8 Managing Admin/User Flash Drives... 8 Hw t Add Admin/User Flash Drives... 8 Hw t Edit Admin/User Flash Drives Hw t Delete Admin/User Flash Drives Defining File Exceptins Editing File Exceptins Deleting File Exceptins Prtecting Data with Secure File Access Unprtecting Prtected Data with Secure File Access Abut Hw t Unprtect Data Wrking with Prtected Data Abut Decrypting Prtected Data

3 Abut Secure File Access is an applicatin meant fr prtecting data frm unauthrized access and distributin. It allws prtecting any types f data (text, graphics, multimedia, etc.), created in any types f applicatins (AutCAD, Adbe Phtshp, MS Office, etc.). System Requirements The Secure File Access Admin applicatin (SFA Admin): Operating System: Windws XP/Vista/7/8. USB prt fr USB flash drives. The Secure File Access User applicatin (SFA Decryptr): Operating System: Windws XP/Vista/7/8. USB prt fr USB flash drives. 3

4 Hw it Wrks Abut Secure File Access (SFA) prtects files with encrypting them and allws the user t view and wrk with the prtected data nly if the crrespnding USB flash drive is plugged int the USB prt f the user cmputer. Only SFA administratrs can define USB flash drives with which the user will be able t view prtected files and wrk with them. Hw SFA Admin Prtects Data As sn as the administratr selects the needed data fr prtectin and defines parameters f prtectin, the Secure File Access applicatin des the fllwing peratins: 1. Cpies files t the lcatin defined by the administratr and encrypts them. 2. Creates <File name>.sfa files with SFA metadata near each prtected file. During data prtectin the administratr can create file exceptins t define files, which will nt be read-nly when wrking with the prtected data. The user can wrk with the prtected files nly when he plugs an allwed USB drive int his cmputer. Hw SFA User Wrks with Prtected Data When the allwed USB drive is plugged by the user t the USB prt f the cmputer, all prtected files are pened by crrespnding applicatins in the s-called sandbxed sessin. WARNING! Befre the user starting t wrk with the prtected files, the user has t clse all instances f applicatin in which these prtected files will be pened, and nly after that he can launch the SFADecryptr.exe applicatin. Sandbxed Sessin Restrictins Belw there is a table, which illustrates user pssibilities when wrking with files in the sandbxed sessin. User Actin Respnse The peratin f pening is perfrmed fr the prtected files The user is trying t pen the encrypted file withut launching the SFADecryptr.exe file and withut plugging the crrespnding USB drive int the USB prt f the cmputer. The file is pened in the encrypted state. 4

5 The user is trying t pen the encrypted file after launching the SFADecryptr.exe file but withut plugging the crrespnding USB drive int the USB prt f the PC. The user is trying t pen the encrypted file after launching the SFADecryptr.exe file and after plugging the crrespnding USB drive int the USB prt f the PC. The user pens the encrypted file after launching the SFADecryptr.exe file and after plugging the crrespnding USB drive int the USB prt f the PC. But the digital signature f the applicatin with which the user pens the file is nt allwed by the SFA administratr. The user pens the file using the applicatin, which has been already pened befre running the SFADecryptr.exe file. The file is pened in the encrypted state. The file is pened and can be edited. The file is nt pened. The file is nt pened. Wrking with prtected files (file peratins) The user perfrms the Save As peratin. The applicatin that pens the current prtected file creates a temprary file, fr example, *.tmp. The new file will be created in the current versin f Secure File Access. This file will be prtected. In the current versin f Secure File Access, the new temprary file will be prtected. The user wrks with the prtected file and tries t pen anther prtected file in the same applicatin. The user creates a new file while wrking with the current file. In the current versin f Secure File Access, it is pssible t wrk nly with ne pened prtected file using the same applicatin. The secnd file is nt pened, an errr message is displayed. The new file is encrypted in flight and remains encrypted after the user clses this file. The user is wrking with prtected files and pens the already existing nt prtected file nt added t the exceptins list (r the file is pened by a sandbxed applicatin). The user is wrking with prtected files and pens the already existing nt prtected file added t the exceptins list (r the file is pened by a sandbxed applicatin). The file is pened in read-nly mde, it cannt be edited. The file is pened, it can be edited and it will nt be encrypted. 5

6 Other actins The user is trying t print the prtected file while wrking with prtected files. The user is trying t send the prtected file via /ftp while wrking with prtected data. The user is trying t make a screensht while wrking with prtected data. The user is wrking with the prtected files and perfrms the Cpy-Paste peratin in the prtected file. The user is cpying and pasting the infrmatin frm the prtected file t the unprtected ne. The user is cpying and pasting the infrmatin frm unprtected file t the prtected ne. Printing des nt start. In the current versin f Secure File Access, the file will be sent via /ftp but the user wn t be able t pen it. A screensht f the prtected data is nt made. The peratin is perfrmed crrectly. Data is cpied in the encrypted frm. The user wn t be able t decrypt the cpied data in the unprtected file. The peratin is perfrmed crrectly. 6

7 Secure File Access User Interface The starting page f the Secure File Access applicatin cnsists f the fllwing parts: The Prtect Data buttn: Evkes the SFA Admin Data Prtectin wizard, where the administratr can prtect data and define its lcatin fr the user wh will be wrking with prtected data. The Settings buttn: Evkes the SFA Admin Settings wizard, where the administratr can define the flash drives that can be used fr extracting prtected data via the SFA Decryptr applicatin by the user. The Unprtect Data buttn: Evkes the SFA Admin Data Unprtectr page, where the administratr can unprtect the previusly prtected data and define the lcatin fr it. The Help buttn: Opens the help guide fr administratr. The Abut buttn: Evkes the Abut page, in which infrmatin abut the Secure File Access applicatin is displayed. 7

8 Hw t Use Secure File Access Settings Abut Befre starting prtecting data with the Secure File Access applicatin, the administratr has t define the fllwing settings in the Secure File Access applicatin: Admin flash drives: Flash drives with which it will be pssible t unprtect data via the SFAAdmin.exe applicatin. User flashes drives: Flash drives with which it is pssible t wrk with the prtected data n the user side using the SFADecryptr.exe applicatin. File exceptins (ptinally): File masks that will define which files will be nt read-nly when wrking with the prtected data. Managing Admin/User Flash Drives Only the Secure File Access administratr can add/delete/rename Admin/User Flash Drives. USB flash drives must be added via the Secure File Access Admin applicatin n the cmputer, n which files will be prtected. It is pssible t add the same USB flash drive nly nce and int ne list: either Admin flash drives r User flash drives. Hw t Add Admin/User Flash Drives T add Admin/User Flash Drives, d the fllwing: 1. Plug the flash drive int USB prt f yur cmputer. NOTE: It is pssible t use nly USB flash drives and n ther USB strage devices. 2. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 3. The SFA Admin Settings wizard pens. 8

9 4. Open the Admin Flash Drives/User Flash Drives page. 5. Click the green plus sign t add the needed flash drives. 6. The SFA Adding Flash Drive page pens. 7. In the Flash drive drp-dwn list, select the needed flash drive and click OK. 8. The added USB flash drive appears in the list. 9

10 9. T change the name f the flash drive, edit it. 10. Click Save in the SFA Admin Settings wizard. 11. Unplug the flash drive. Having added the flash drive int the Admin Flash Drives list, yu wn t need this flash drive fr further wrk. Yu need it fr unprtectin f files, which were prtected when this flash drive was in the Admin Flash Drives list. Having added the flash drive int the User Flash Drives list, yu wn t need this flash drive fr further data prtectin. Please give it t the user, s that he can wrk with the prtected data n his cmputer. Hw t Edit Admin/User Flash Drives It is pssible t edit nly the name f the flash drive. T edit the name f the Admin/User Flash Drive, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 2. The SFA Admin Settings wizard pens. 3. Open the Admin Flash Drives/User Flash Drives page. 4. Duble-click the needed name f the flash drive and start editing it. 10

11 5. In the SFA Admin Settings wizard, click Save t apply changes. Hw t Delete Admin/User Flash Drives If yu delete the Admin Flash Drive, yu wn t be able t unprtect data, which was prtected when this flash drive was in the Admin Flash Drives list. If yu delete the User Flash Drive, it will be pssible t pen files, which were allwed t wrk with when this flash drive was in the User Flash Drives list. Yu wn t be able t pen new prtected files with this flash drive. T delete the Admin/User Flash Drive, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 2. The SFA Admin Settings wizard pens. 3. Open the Admin Flash Drives/User Flash Drives page. 4. Select the needed flash drive and click the red sign t delete it. 5. If yu delete an Admin flash drive, a warning message appears: Yu might be unable t unprtect files that were prtected when this flash drive was in the Administratr flash drives list. D yu really want t remve it frm the list?. Click Yes t cntinue. 6. Click Save t apply changes. Defining File Exceptins It is pssible t define file exceptins by entering the full path t the file r simply the name f the file. Fr this purpses, yu can use file masks. T define file exceptins, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 2. The SFA Admin Settings wizard pens. 11

12 3. Open the File Exceptins page. 4. Click the green plus sign t add a new file exceptin. 5. The SFA Adding File Exceptin page pens. 6. Enter the needed parameters in the File Mask and Descriptin bxes. 7. Click OK t clse the page. 8. Click Save in the SFA Admin Settings wizard t apply changes. Editing File Exceptins It is pssible t change the File Mask and Descriptin in the File Exceptins. 12

13 When yu edit file exceptins, the new cnfiguratin will be applied nly t thse files, which will be prtected after applying new parameters fr the file exceptins. T edit file exceptins, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 2. The SFA Admin Settings wizard pens. 3. Open the File Exceptins page. 4. Duble-click the needed clumn f the file exceptin and start t edit it. 5. In the SFA Admin Settings wizard, click Save t apply changes. Deleting File Exceptins If yu delete file exceptins, the new cnfiguratin will be applied nly t thse files, which will be prtected after deletin f file exceptins. T delete file exceptins, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Settings. 2. The SFA Admin Settings wizard pens. 3. Open the File Exceptins page. 4. Select the needed file exceptin and click the red sign t delete it. 5. Click Save t apply changes. 6. The file exceptin is successfully deleted. 13

14 Prtecting Data with Secure File Access Data prtectin is perfrmed via the SFA Admin Data Prtectin wizard. Befre starting prtecting data, the administratr has t define settings in the Secure File Access applicatin. T pen the SFA Admin Data Prtectin wizard, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Prtect Data. 2. The SFA Admin Data Prtectin wizard pens. 3. On the General page, d the fllwing: T add files fr prtectin, click the green plus sign. If yu need t remve data frm the prtectin list, select the needed file and click the red sign t remve it. In the Lcatin bx, define destinatin flder t which the prtected files will be cpied and click Next. WARNING! If yu define the riginal destinatin f the files fr prtectin, the files will be rewritten and yu wn t have unprtected cpies f files. 14

15 4. On the Allwed Flash Drives page, select thse flash drives with which the user will be able t pen prtected data and click Next. If there is n needed flash drive in the list, add it via the SFA Admin Settings wizard. NOTE: Secure File Access will autmatically add all User Flash Drives t the Allwed Flash Drives list. By default, all User Flash Drives are selected in the SFA Admin Data Prtectin wizard. 5. If needed, n the File Exceptins page, select external files which will nt be read-nly while wrking with the prtected data and click Next. NOTE: By default, all File exceptins are selected in the SFA Admin Data Prtectin wizard. 6. If needed, n the Applicatin Checking page, d ne f the fllwing: Select Allw pening files nly with trusted applicatins. In this case, the user is able t pen prtected files nly with the fllwing applicatins: Micrsft Wrd. Micrsft Outlk. 15

16 Micrsft Excel. Micrsft Access. Micrsft InfPath. Micrsft OneNte. Micrsft PwerPint. Micrsft Prject. Micrsft Publisher. Micrsft Share Pint. Adbe Acrbat. Adbe Reader. Autdesk Autcad. Autdesk Maya. Unselect Allw pening files nly with nly trusted applicatins. In this case, the user will be able t pen prtected files with all types f prgrams. 7. Click Finish. 8. The Secure File Access applicatin cpies files t the defined lcatin and encrypts them. <File name>.sfa files with SFA metadata appear near each prtected file. D nt delete/edit these files, therwise the user wn t be able t wrk with them. 16

17 17

18 Unprtecting Prtected Data with Secure File Access Abut Only the Secure File Access administratr can unprtect the previusly prtected data by the Secure File Access applicatin. During the prcess f unprtectin, Secure File Access decrypts the selected files and as a result, the files becme unprtected. Hw t Unprtect Data T unprtect data, d the fllwing: 1. Run the SFAAdmin.exe file and in the SFA Admin main page, click Unprtect Data. 2. The SFA Admin Data Unprtectr page pens. 3. In the SFA Admin Data Unprtectr page, d the fllwing: In the Unprtect t bx, brwse the lcatin t which the data will be unprtected. 18

19 NOTE: If yu unprtect data t the same lcatin with the prtected cpy f this data, such data will be unprtected but the metadata file (the file with the.sfa extensin) wn t be deleted. T add the needed data fr unprtectin, click the green plus sign. If yu need t delete files frm the list, select the needed file and click the red sign. 4. Click Unprtect. 5. The data is successfully unprtected. The prcess f files unprtectin is displayed in the SFA Admin Data Unprtectr page. 19

20 Wrking with Prtected Data Abut The user is able t decrypt and after that wrk with the prtected data nly after he launches the SFADecryptr.exe applicatin and plugs the allwed USB flash drive int his cmputer. Pay attentin! T unprtect data, the user must have the prtected file and a crrespnding file with the.sfa extensin, which was created during the file prtectin. These tw files must be in the same lcatin, therwise the user wn t be able t pen the prtected file. Decrypting Prtected Data T decrypt prtected data, d the fllwing: 1. Plug the allwed USB flash drive int yur cmputer. 2. Clse applicatins in which prtected files will be pened. 3. Run the SFADecryptr.exe file. 4. Duble-click the prtected file t pen it. 5. Start wrking with the prtected file in the sandbxed sessin. Restrictins f the sandbxed sessin can be fund here. 20

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