Recommended Approach to Encrypting GNL Files

Transcription

1 Recommended Approach to Encrypting GNL Files 1

2 2 The Needs Identify a method to securely transport and store personal and/or confidential government information, which is readily accessible to government employees

3 3 When To Use Encryption Scenarios Store or Transport Information on USB Flash Drive Attachments Store or Transport Information on CDs/DVDs Encryption Types Hardwarebased with integrated real-time encryption Hardwarebased with software supported encryption Software-based software encryption (Software, i.e. WinZip + / CDs/DVDs) (USB flash drive) (Encryption software + USB flash drive) USB USB drives drives with with encryption encryption will will be be clearly clearly labelled labelled

4 4 Scenarios Store or Transport Information on USB Flash Drive Attachments Store or Transport Information on CD/DVD Encryption Type Hardware-Based with Integrated Real-Time Encryption Hardware-Based With Software Supported Encryption Software-Based Software Encryption Content Any personal and/or confidential information Non-personal and/or confidential information Non-personal and/or confidential information and situations where hardware-based encryption method is not available (i.e. attachment) Type Example MXI Security Kanguru Solutions WinZip Price Range (Encrypted Flash Drives Master Standing Offer) $120-$330 $ $0 Where to Get Computer store Computer store GNL licensed WinZip installed on computers

5 5 Encryption Instruction Step by Step Hardware-based with integrated real-time encryption (USB flash drive) Hardware-based with software supported encryption (Encryption software + USB flash drive) Software-based software encryption (Software, i.e. WinZip + / CDs/DVDs)

6 6 Hardware-Based with Integrated Real-Time Encryption Plug the hardware-based USB flash drive to your computer The system will automatically detect the drive Does not require the installation of additional software on your computer

7 7 Hardware-Based with Integrated Real-Time Encryption This window will be displayed; Select Run the program Display may look slightly different depending on brand name of encryption USB hardware

8 8 Hardware-Based with Integrated Real-Time Encryption Select the password option

9 9 Hardware-Based with Integrated Real-Time Encryption Utilizing the password function will protect files in the encrypted USB This drive will need to be assigned a password at the Administrator level, AND another one at the User level (see next page)

10 10 Hardware-Based with Integrated Real-Time Encryption Now that Administrator level password has been established, you will need to create a User level name (eg. John) and password

11 11 Hardware-Based with Integrated Real-Time Encryption Once both passwords have been chosen, a space on the drive will be prepared for storage use (Partitioning is a procedure where a section of the drive becomes prepared for the storage of files)

12 12 Hardware-Based with Integrated Real-Time Encryption Once partitioning has completed, this window will pop open Enter your passwords and now the drive is ready for files to be imported

13 13 Hardware-Based with Integrated Real-Time Encryption User can copy sensitive data from the source to USB drive (The encryption occurs automatically) Data is copied by dragging and dropping files from the source drive onto the USB flash drive This should prompt a copying window to indicate the process Once this copying window has completed, your drive is ready to be removed

14 14 Hardware-Based with Integrated Real-Time Encryption When you are now ready to access your stored files, plug USB flash drive into computer and this window will pop up To access the files saved on the USB flash drive, you need to enter the passwords Beware! Unsuccessful password attempts will lock the drive and you will NEVER be able to access the files

15 15 Hardware-Based with Integrated Real-Time Encryption By entering the correct passwords, the encrypted files can be accessed on any computer

16 16 Encryption Instruction Step by Step Hardware-based with integrated real-time encryption (USB flash drive) Hardware-based with software supported encryption (Encryption software + USB flash drive) Software-based software encryption (Software, i.e. WinZip + / CDs/DVDs)

17 17 Hardware-Based with Software Supported Encryption Plug the hardwarebased USB flash drive to your computer The system will automatically detect the drive

18 18 Hardware-Based with Software Supported Encryption The first step is to have your IT helpdesk install the pre-loaded security software to your source computer This occurs by running the software installation file with your USB flash drive attached to the computer

19 19 Hardware-Based with Software Supported Encryption Once the pre-loaded security software has been installed, click OK USB drive is now ready for use. Files can now be encrypted using a software-based encryption product The next steps indicate software encryption for files going on a USB flash drive or going elsewhere

20 20 Hardware-Based with Software Supported Encryption Encryption of files via software encryption Open up your encryption software program and encrypt files accordingly Note: The actual steps for encrypting files defers with each encryption program

21 21 Encryption Instruction Step by Step Hardware-based with integrated real-time encryption (USB flash drive) Hardware-based with software supported encryption (Encryption software + USB flash drive) Software-based software encryption (Software, i.e. WinZip + / CDs/DVDs)

22 22 Software-Based Software Encryption Software-based should only be used if hardwarebased is not applicable Encrypted files can be stored to hard drive, CDs/DVDs, USB drives, any portable storage devices or transmitted through Users need to understand the limitation of software encryption before using it (Page 28)

23 23 Software-Based Software Encryption Encryption Recommendation for WinZip GNL currently has enterprise licensing for WinZip 11.0 WinZip 11.0 provides three encryption methods Zip 2.0 compatible 128-Bit AES 256-Bit AES encryption Only 256-Bit AES is recommended

24 24 Software-Based Software Encryption WinZip Configuration Select files for encryption Right click and select WinZip, then Add to Zip file

25 25 Software-Based Software Encryption WinZip Configuration This window will be displayed; Select a name for your WinZip file

26 26 Software-Based Software Encryption WinZip Configuration Be sure to select Encrypt added files

27 27 Software-Based Software Encryption WinZip Configuration Type in password that will be used by those you want to access this information Confirm password AND select 256-Bit AES encryption (stronger) Other options are not recommended (ie Zip 2.0 & 128 Bit)

28 28 The Limitation of WinZip Encryption Encryption applies only to the contents of files stored within a zip file; Some information about an encrypted file, such as its size is stored in unencrypted form in the zip file's directory Encrypted files within a final zip file can be deleted or renamed New, unencrypted, files can be added to a zip file, without a password

29 29 Software-Based Software Encryption WinZip Configuration This is what the receiver will get on their end

30 30 Password Guidelines Password Strength Having a strong password plays a key role in the encryption process The composition of the all passwords should be at least 10 characters A strong password (for example: 4pRte!ai@3) mixes uppercase, lowercase, numbers, and punctuation Password Distribution Keep passwords confidential Passwords should be exchanged via a alternative secure method (e.g. face-to-face meeting, telephone calls, or mail) When using , the password should never be included with the message that includes the encrypted information If If you you lose lose your your WinZip WinZip passwords, passwords, the the information information cannot cannot be be decrypted decrypted or or recovered recovered

31 31 For Additional Information For further information regarding policies for the management of personal or confidential information, please go to: Personal information is defined by the ATIPP Act: Contact your department Helpdesk