UNIVERSITY ENCRYPTION STANDARD. Quick User Guides Sophos Safeguard Educrypt Software

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1 Information Security Management UNIVERSITY ENCRYPTION STANDARD Quick User Guides Sophos Safeguard Educrypt Software (and incorporating Windows in-built encryption) Version 1.1 PLEASE NOTE: This document is being further developed as products within the Educrypt suite are tested and piloted. The latest version can always be found at University of Leeds 2013 The intellectual property contained within this publication is the property of the University of Leeds. This publication (including its text and illustrations) is protected by copyright. Any unauthorised projection, editing, copying, reselling, rental or distribution of the whole or part of this publication in whatever form (including electronic and magnetic forms) is prohibited. [Any breach of this prohibition may render you liable to both civil proceedings and criminal penalties].

2 Contents 1. Information The University s Encryption Standard 3 2. Device Encryption (DE) DE summary First logon after SafeGuard has been installation Logging on after SafeGuard has been installation Logon delay on failed logon attempts Account lockout Key recovery (password reset) Setting Self-Help password recovery How to logon using Self-Help password recovery Recovery via Challenge/Response Typical scenarios where you may require ISS assistance Requesting a challenge Entering the response Adding additional users Data Exchange (DX) DX summary FileShare FileShare summary Cloud Encryption Cloud encryption summary Guide to Microsoft Office Encryption Introduction Encrypting files 15 2

3 1 Information 1.1 The University s Encryption Standard The University has purchased Sophos Educrypt software 1 to be used as its Encryption Standard in support of its Information Protection policy. Primarily the software will be used to encrypt the hard disks of University-owned laptop computers, but users of some desktop PCs may also require the installation encryption software in order to securely manage classified information in accordance with the Information Protection Policy. The Educrypt software, which is branded as Safeguard, comprises the following applications: Device Encryption (DE) full hard disk encryption. Data Exchange (DX) removable storage encryption e.g. USB sticks, CD, DVD and external disk drives. FileShare. Cloud Encryption. This document provides a quick user guide for these applications. It has been published to coincide with the launch a project to initially deploy the DE application to secure the local hard disks of Windows laptops. However, Macintosh computers will be included at a later stage of the project and an alternative provision will be made to encrypt the hard disks of laptops using Linux operating systems. More details concerning the encryption of Macintosh and Linux laptops will be published in a subsequent version of this document once the project is in a position to address these requirements. Likewise, details regarding the use of DX, FileShare and Cloud Encryption will be published when the University is ready to deploy each application following successful testing and piloting. 2 Device Encryption (DE) 2.1 DE summary This product maintains data security by fully encrypting the hard drive of a computer and installing a new Power-on Authentication (POA) module to control access to the computer s boot process. The DE application must be installed on a computer in order to fully encrypt its hard drive. The procedure is straight forward and will be carried out by an IT technician; the procedure can take several hours from start (application install) to finish (fully encrypted drive). The application is managed by ISS via the SafeGuard Management Centre Console. Your computer receives its permissions and constraints from the console via the Internet. The connection will temporarily be disabled when, for example a laptop is turned off during transit, but even so the security of your computer is still managed by the console and it will check for any updated permissions and constraints the next time it connects to the Internet. The POA module ensures that the process of booting is locked down and it is the POA login screen that controls access to the encrypted data. Users should note that if they suspend, hibernate or lock a computer which has DE installed, the data will only be protected by Windows authentication (the data is 1 Licence derived from the Sophos Safeguard Enterprise suite of products. 3

4 already decrypted at this point) and local administrators will be able gain access to the data with a Windows administrator username and password, effectively bypassing the POA security. Only users that are registered with the respective POA of a given PC can logon onto it. This is a change from the traditional PC configuration where a PC registered in the Leeds Active Directory could be logged in to by any Active Directory User. A machine running DE can only be accessed via accounts registered in the POA. The first person to log into the machine via the POA following installation of DE becomes the machine Owner by default. The Owner account is a privileged account in so much that it can be used to permit additional users to access the encrypted data via their own account at the POA. The Owner of the machine can subsequently be changed by ISS using the console. 2.2 First logon after SafeGuard has been installation Once DE has been enabled on your computer through the installation of the Safeguard software, a number of new start messages (for example, the Autologon screen) are displayed. The Windows operating system starts following this. SafeGuard uses certificate-based credentials to log on and users need keys and certificates to successfully log on at the POA. User-specific keys and certificates are only created after a successful logon to Windows. When logging on for the first time after installation, you first have to successfully log on to Windows as usual. Afterwards you will be registered as a SafeGuard user. This registration process is required to make sure that your credentials are recognized in the POA the next time the system is started. Note: After successful registration and receipt of all required data, a tool tip confirming this is shown on your computer (see Fig.1). Fig. 1 When you restart the computer the POA will have been activated and you will be presented with a different logon screen (see Fig. 2) and will logon following the procedure in Logging on after SafeGuard has been installation When you boot-up the PC after Safeguard has been installed you will be presented with the POA (see Fig.2). 4

5 Fig. 2 This screen will be displayed each time that you boot up or reboot your computer. To decrypt the local disk and access the computer resources and data you need to enter your University username and encryption key (password) at the POA. If the computer is attached to the University s network (either the DS or Admin Domain) you will also need to select the domain from the drop-down tab as shown above). Remember that the strength of the encryption software is dependent upon the strength of your encryption key, so choose a strong and memorable password or passphrase which other people will not be able to guess and which you do not have to write down. Advice regarding choosing and managing passwords can be found at Once you have entered your username and encryption key hit the return key or select OK and the PC will boot up, as normal. You will still have to select OK on the legal notice when it is displayed during the bootup process (see Fig. 3). 5

6 Fig. 3 When the Windows logon screen appears after this, the computer will automatically enter your user-id and password (see Fig. 4 for XP logon and Fig. 5 for Windows 7 logon). 6

7 Fig. 4 Fig. 5 7

8 You will then be logged into Windows automatically. Note: You can deactivate the automatic logon to Windows by pressing the Options >> button in the logon dialog and deactivating Pass through Logon to Windows. Note: There is one owner per PC. By default, the first user to log on is the owner. Deactivating the automatic logon is, for example, necessary to enable other users to use POA to register as additional users on the relevant computer. 2.4 Logon delay on failed logon attempts If logon at the POA fails, for example, due to an incorrect key entry, an error message is displayed, and a delay is imposed for the next logon attempt. The delay period is increased with each failed logon attempt. Failed attempts are logged. 2.5 Account lockout Your computer will be locked after 5 failed logon attempts. To unlock your computer you either have to logon using Self-Help password recovery (this needs to have been set up before hand see 2.6.1) or initiate the Challenge/Response procedure (see 2.6.3). 2.6 Key recovery (password reset) If you lose your key (forget your password) there are two ways through which you can still access your computer. These are through Self-Help password recovery, which can be used at anytime and anywhere (providing you have activated this mechanism beforehand) and Challenge-Response, which requires ISS Username Administration staff and so is restricted to the working hours of those members of staff. The following sub-sections describe these two components Setting Self-Help password recovery When a new user has registered with the POA they can choose to answer any 6 of 20 predefined challenge questions to provide a Self Help key recovery mechanism. Having done this if the user subsequently forgets their POA key the Self Help password recovery process can be initiated by the user by clicking the Recovery button in the POA logon dialog (see Recovery in Fig. 6). It is strongly recommended that you complete this process at the first opportunity to avoid any inconvenience if you lose your key when you are not in a position to contact the ISS Help Desk. 8

9 To activate Local Self Help: Fig Right-click the SafeGuard Enterprise System Tray icon on the Windows taskbar. 2. Select Local Self Help - the Local Self Help Wizard Welcome dialog is displayed, and for security reasons, you are prompted to enter your key. 3. Enter your key, and click Next - the Status Overview dialog is displayed, which offers a short instruction on how to activate Local Self Help. 4. Click Next - the Predefined questions dialog is displayed (see Fig. 7): 9

10 Fig. 7 To answer the questions, click on the relevant question, and enter your answer in the Answers column. After you enter the answer, the text entered is hidden. To view the text, select Show answers. Note: When answering the questions during a recovery process in the POA, you will have to enter the answers exactly as you entered them in the Local Self Help Wizard. For example, answers are casesensitive in Local Self Help. We therefore recommended that you use all lower case characters. 5. After you have finished answering the predefined questions, click Next. The last dialog of the Local Self Help Wizard shows the new status information after you answer the questions. A message indicates whether the prerequisites for activating Local Self Help have been met. 6. Click Finish. The questions and answers are saved. A message is displayed indicating that Local Self Help was activated successfully. 7. Click OK. Local Self Help is active on your computer. You can use Local Self Help for logon recovery in the POA. Note: If Local Self Help is active on your computer and you have reset your key via a Challenge/Response procedure (see 2.6.3) the answers stored for Local Self Help are no longer valid and Local Self Help is no longer active on your computer. To activate Local Self Help again, answer the questions again How to logon using Self-Help password recovery To log on at the POA via Local Self-Help, you have to answer three questions, randomly selected by DE, from the six which you have pre-answered. 1. Enter your user name in the POA logon dialog - the Recovery button becomes active. 2. Click Recovery: If only Local Self-Help is activated for logon recovery, Local Self Help is started. 10

11 If Local Self Help and Challenge/Response are available for logon recovery, a dialog with both recovery methods for selection is displayed. Click Local Self Help. The Local Self Help Welcome dialog is displayed (see Fig. 8). This dialog provides a short description of the next steps. 3. Click Next to start answering the questions - the first question is displayed in the Local Self Help - Question 1 of 3 dialog. 4. Enter your answer - By default, the text entered is not displayed in the input field for security reasons. To display the answer, clear the Hide answer check box. Fig After answering the question, click Next. You can only click Next and continue with the next question after you have entered an answer. 6. Continue to answer the remaining two questions. After answering the last one, click OK (see Fig. 9). In the this dialog, you can display your current password. 7. To display the password, press Enter or the Spacebar or click the blue box. Note: Do not click OK. After clicking OK the boot process will continue without showing the password. Fig. 9 11

12 The password will be shown for a maximum of five seconds. Afterwards, the boot process continues automatically. Note: Ensure that no unauthorized person can view the contents of your screen, be it by chance or on purpose. You can immediately hide your password by pressing the Spacebar, Enter, or by clicking the blue display box. 8. You can read the password and use it for logging on at the POA again. 9. After reading the password, click OK. Otherwise, the boot process will continue automatically, five seconds after showing the password. You are now logged on to the POA and to Windows. Note: If you enter a wrong answer for one or several questions, the logon fails. In this case, a message indicating the failed logon is displayed. For security reasons, Local Self-Help does not indicate which of the answers were wrong. A failed Local Self-Help recovery procedure is considered a failed logon attempt and logged as an event. In this case, a logon delay goes into effect. The logon delay period increases with every failed logon attempt. If you restart your computer after a failed logon attempt, and select logon recovery via Local Self Help again, five questions are randomly selected again. Users who have not previously registered answers to 10 of the 20 question will not be able to use the Self-Help password recovery facility. Likewise, those who have registered 10 answers but who cannot remember them can still recover their password through a Challenge Response mechanism via the ISS Help Desk (generally 08:00 hours to 18:00 hours Monday to Friday, excluding public holidays) Recovery via Challenge/Response For recovery, SafeGuard Enterprise offers a Challenge/Response procedure for exchanging information confidentially. The Challenge/Response procedure is very secure and efficient. If you have lost your key, you can regain access to your computer very quickly through ISS Username Administration (08:00 hours to 18:00 hours, Monday to Friday, excluding dates when the University is closed). Note: It is strongly recommended to use Local Self-Help to recover a forgotten password. With recovery via Local Self-Help you can have the current key displayed in a confidential way in the POA and may continue using this key. This will avoid the key having to be reset and will also avoid the need for support assistance. During the Challenge/Response procedure, you generate a challenge code (an ASCII character string), and provide this code to ISS Username Administration staff member either in person or over the telephone. Based on the challenge code provided, ISS Username Administration staff will generate a response code that authorises you to perform a specific action on your computer. Having verified that you are who you claim to be, they will disclose this code to you for you to enter in the Challenge/Response dialog (see Fig. 10). 12

13 Fig Typical scenarios where you may require ISS assistance You may need ISS assistance with Challenge/Response key recovery in the following scenarios. All requests for assistance will need to be submitted via the ISS Help Desk: You have lost your key (forgotten your password). You have entered your key incorrectly too often at POA level, and the computer has been locked. A different user needs access to the SafeGuard Enterprise protected computer Requesting a challenge Note: If you have entered your key incorrectly too often or if the policy cache is damaged, SafeGuard Enterprise informs you automatically, and offers to solve the problem via Challenge/Response. 1. In the Power-on Authentication (POA) logon dialog, click Recovery (the Recovery button is only activated when you enter your user name) your user data and a randomly generated challenge code are displayed. For better readability, the challenge code is divided into five-character blocks (as shown in Fig. 10). 2. Call the ISS Help Desk ( ) inform them that you are a University Device Encryption user and that you require a key recovery. Help Desk staff will record your details and transfer your call to ISS Username Administration. 3. When connected to ISS Username Administration you will be asked additional questions by staff who will verify your identity against your personal data which is held in SAP. Following this you will be asked for your user data (user ID, computer ID, etc) as shown in the Challenge dialog, along with the challenge code - to facilitate the process of stating the challenge code, you can display a spelling aid by clicking Spelling Aid 4. Click Next. 2 This would only be necessary in an emergency when the normal user was unavailable, and then only under controls which obtained the correct level of authority and provided and audit trail of activity. 13

14 2.6.6 Entering the response 1. ISS Username Administration staff will generate a response code via the SafeGuard Management Console and will read this to you so that you can key it in - enter the response code and confirm it by clicking OK. If you enter the response code incorrectly, the character block containing the error will be marked in red. 2. You are now logged on at the POA. If necessary, SafeGuard Enterprise will prompt you to change your Windows logon credentials. 2.7 Adding additional users 3 If you need to add other users (such as local computer support staff as administrators, in faculties which require computer support staff to have an administrator account on each users computer) the following steps have to be taken once the first user has become the owner: 1. The owner switches on the computer and the POA is displayed. 2. Pass through logon to Windows is deactivated by the owner 3. The Windows logon dialog is displayed, and the next user enters his/her University username and password 4. If the new user s user policies, certificate, and key are all available on the computer (evident from the relevant balloon tool tip), an entry for him/her is created in the SafeGuard Enterprise system core. 5. The next time that the computer is started, the new user can log on at the POA. 3. Data Exchange (DX) 3.1 DX summary Details will be added here in due course. 3 The computer must be attached to the wired network (DS or Admin Domain) for this operation. 14

15 4. FileShare 4.1 FileShare summary Details will be added here in due course. 5. Cloud Encryption 5.1 Cloud encryption summary Details will be added here in due course. 6. Guide to Microsoft Office Encryption 6.1 Introduction In the absence of a University encryption application, the encryption tools which are available through the Microsoft Office application should be used by those using computers based on the Windows operating system to encrypt confidential documents before attaching them to an . Note: As this application does not provide key-life-time management controls, the availability of data which is encrypted using these applications will be put at a risk unless care is taken to remember (or even record) the password given to each document. University policy prohibits the recording of passwords for user accounts, so recording passwords in this context should not be confused with that policy. Users who need to retain documents for reference in the future should either save an encrypted copy in their file system, or record the file name and password they have used in an encrypted document, especially if they have a need to encrypt a number of documents. That way they will only have to remember one password, which should be a strong but memorable password or passphrase. 6.2 Encrypting files To Encrypt a Microsoft Word document, Excel spreadsheet, PowerPoint presentation etc, simply: 1. With the file open, left click on the Office Button (the large button) in the top left corner of the screen (see Fig. 11). 15

16 Fig Move your cursor to the Prepare option which appears in the drop-down list. Then move it across to Encrypt Document in the window which appears on the right hand side (see Fig. 12). Fig Left Click on Encrypt Document and enter a password or passphrase in the box which appears note that the strength of the encryption will only be as strong as the password or passphrase that you choose, so choose something which is long and difficult to guess, but remember that the system is case sensitive. An example of a good passphrase is three words connected by a +, a & or a = character; i.e. Favourite+Holiday+Jamacia (see Fig. 13). 16

17 Fig Once you have entered your password or passphrase, click OK. You will then be prompted to re-enter it again, matching precisely what you typed the first time (see Fig. 14). Fig The next time and every time thereafter that you want to open the document you will be prompted for the password or passphrase that you used to encrypt it (see Fig. 15). 17

18 Fig

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