Sending Files to a Social Security Laptop

Transcription

1 Sending Files to a Social Security Laptop Introduction There are multiple options to send files to your Social Security laptop. A couple of options are to encrypt files and then send them by or transfer them onto a USB flash drive. Alternatively, WIPA staff may encrypt those files which need to be transferred with SecureZip and then use the USB drive to transfer the file. SecureZip is a file compression software that automatically integrates the added encryption security. Finally, staff with desktop scanners dedicated for use with their laptop may scan files directly to the Social Security laptop. Once a file has been transferred to a Social Security laptop, ETO users may upload that file to the ETO system. Please refer to the Uploading Documents to ETO job aid for more information. 1. Encrypting Files Staff should work with their local information technology (IT) support team to download and install SecureZip for encrypting files on the laptop where the files are stored. SecureZip is a FIPS compliant encryption software To download a 30 day free trial of SecureZip for your computer, please go to SecureZip is compatible with Windows XP SP3, Windows Vista or Windows 7. If you wish to download the free trial, Please select Standard Edition since your Social Security Administration laptop has SecureZip Standard Edition already installed. Please check your own computer to make sure you are using the same bit (32-Bit or 64 Bit) which your computer operating system has. After downloading, please run the SecureZip software and follow the steps to install the software onto your computer:

2 After the installation is complete, please log off from your computer and then log in again. This step is very important since FIPS cannot be activated until you have logged back into your computer. Once you have logged back into your computer, Please go to: Start SecureZip for Windows:

3 Click Add Files to go to the folder where your files need to be encrypted, and highlight the appropriate files. Then click the Options button shown in the screen below. Once you have done that, you will see SecureZip Options screen pop-up. Next, click Security on the left of the screen and select Use FIPS mode on Encryption Algorithms.

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5 Click OK, then Click Apply and then OK. Now, you need to enter a passphrase for your encrypted file: 2. Moving Encrypted Files to a Social Security Laptop Once the file(s) get encrypted and loaded on the USB drive, staff may move it to the Social Security laptop by attaching the encrypted file to an or by transferring the encrypted file (encrypted using SecureZip) on a USB flash drive. With the option, the passphrase for the encrypted file must be sent in a separate . In moving encrypted files via USB to a Social Security laptop case, after inserting the USB drive into the Social Security laptop, the staff can click this encrypted file and a SecureZip window will pop up. Please follow the steps to enter the passphrase to decrypt the files from the USB drive and move it into the related folders within the Social Security laptop.

6 Please note that the Social Security laptop cannot be used to encrypt a USB flash drive as individuals are not allowed to write from the Social Security laptop to any USB device. 3. Scanning Files In most cases, individuals will scan documents on a scanner that is connected to their work network. In such cases, the WIPA staff should transfer relevant files from the work network to the Social Security laptop using the methods described above. Some individuals will have desktop scanners that plug directly into a PC using a USB port. These users will need to contact the WIPA technical help desk to open a ticket for a Tier II technician to call them to install the necessary driver files for the desktop scanners.