PGP Desktop Encrypting Removable Media May 1 2012 Version 1.3
Table of Contents Introduction... 3 Installation Notes... 3 Encrypting Removable Media... 5 Adding and Deleting Users... 10 Changing a Passphrase... 12 Deleting a User... 13
Introduction Protecting Data on External Drives All Xerox computer drives must be encrypted to protect company and client data. The following procedures show you how to encrypt external drives such as peripheral hard drives and USB flash drives (sometimes called thumb drives) using PGP Desktop. The PGP Desktop disk encryption software allows employees to encrypt the drive and also add a user that can access the decrypted data if it has to be shared. You must have PGP Desktop disk encryption software installed on your computer to complete these procedures. Note: Company security policies prohibit any employee from storing company or client data on their personal data storage devices. Use only company owned and provided to store data. Installation Notes Print this document for reference before beginning the procedure. ATTENTION LAPTOP USERS: Do not disconnect the AC power from your computer during this process. Doing so could cause a loss of data. Process Note: After the encryption is complete, you will not be able to access this newly encrypted drive or media on a PC that does not have PGP installed. You must also enter the correct passphrase to be able to access the data on the disk. 1. Connect the drive needing encryption, to your PC Note: If you are encrypting a USB flash drive (thumb drive), skip ahead to Step 3. If you are encrypting an external (peripheral) hard drive, proceed to the next step. 2. Run Windows Check Disk (chkdsk.exe) on the hard drive and repair any disk errors found otherwise, the encryption process could be interrupted.
a. Double click on your My Computer icon on the Desktop b. Right click on the disk to be encrypted and select Properties c. Click on the Tools tab and then click on the Check Now button under Error-Checking d. Select Automatically fix file system errors and click on Start. Once complete, close the window and continue to the next step below. Note: Power Failure Safety While you can pause the encryption process at any time by properly shutting down or restarting your computer, it is exceptionally important to avoid unexpected shutdowns (power failures, power cord gets pulled out, and so on). If this is a possibility for you or; if you do not have an uninterruptible power supply for your computer; consider choosing the Power Failure Safety option. When Power Failure Safety is selected, encrypting is logged. If the power fails, the encryption process can safely and accurately resume where it was interrupted. However, this option can cause initial encryption to take several times longer to complete. This is also useful when encrypting USB devices. Interrupting encryption by removing a USB device during encryption can corrupt the device causing loss of data and require that it be reformatted. Encrypting with Power Failure Safety mode permits you to remove the USB device during encryption and resume encryption once it is reinserted.
Encrypting Removable Media 1. Open your PGP Desktop program by clicking on the Start menu. Select Programs > PGP > PGP Desktop 2. Click on Encrypt Whole Disk or Partition on the right side of your screen
3. Select the external drive that you wish to encrypt and check the box for Maximum CPU Usage. 4. At the bottom of the screen, click on New Passphrase User
5. At the PGP Disk New User window enter your WIN ID in the username field. Create and confirm a unique passphrase and then click OK. 6. After completing the step above, you will have a new user listed in the User Access section of your PGP Desktop window similar to what you see below.
7. Click on Encrypt at the top right-hand corner. 8. A PGP Alert window will pop-up notifying you of the encryption process. Click on Yes to begin the process. Note: Encryption times will vary depending on the size of the drive. The disk encryption progress and estimated completion time will be displayed
9. You may now close PGP Desktop and the encryption will continue in the background while you work 10. Once the encryption is complete, another dialog box will appear stating that the encryption has stopped Note: After the encryption is complete, you will not be able to access this newly encrypted drive on a PC that does not have PGP installed. You must also enter the correct passphrase to be able to access the data on the disk.
Adding and Deleting Users If you have an encrypted drive that you need to share with another authorized person, you can add another user for access using a passphrase you set up for them. Note: The employee responsible for the drive is responsible for securing passphrases for the drive ensuring only authorized employees have access. It is also the employee s responsibility to delete any user as needed in the event that a user s access status changes, i.e., as in some changing jobs. 1. From the PGP Desktop screen, select the drive that you wish to add a user. You then see the specific Disk Properties and User Access info..
2. In the User Access section, click on the New Passphrase User... button. 3. As a security precaution, the system prompts you to enter passphrase to unlock disk. Enter the passphrase you set up for yourself to access the disk (drive) and click on OK. 4. At the Create New User window), enter the username or email address of the new user. Then, enter the passphrase (using at least eight characters) you choose for the new user and confirm it below. There is not a minimum passphrase quality standard. Click on OK. 5. You will now see the new user added to the list of all users with access.
Changing a Passphrase You may change a user s passphrase anytime by selecting the user s name from the list and clicking on the Change Passphrase... button to the right. Fill out the onscreen information as you did in the procedure above.
Deleting a User You may delete a user (and their access) anytime by selecting the user s name from the list and clicking on the Delete User... button to the right. You will be prompted to reaffirm the deletion. Click on Yes.