safend usb device User manual

Author: Stuart Reading 04509-LPCT-Safend User Guide v1 Jan - 2011
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Contents
Safend System Background................................................................................................................. 2
Authorised USB Devices...................................................................................................................... 3
Procuring an Authorised USB Device.................................................................................................. 3
Other Authorised USB Devices ........................................................................................................... 4
Using Unauthorised USB Devices........................................................................................................ 6
Using Authorised USB Devices............................................................................................................ 7
Using an Authorised Device on a Non-Safend Machine ...................................................................12
Resetting Your Safend Password ...................................................................................................... 14
Frequently Asked Questions .............................................................................................................16
Safend System Background
The vast majority of Liverpool PCT staff work within patient’s homes, clinics and non-office
environments. This means that you may need to have confidential information with you, in
order to do your job. All electronic information must be secure (encrypted) in order to prevent
data loss and meet legal requirements.
We need to ensure we protect you as staff, our patients and the organisation which could be
affected by the loss of confidential data.
In order to do this we are going to implement a simple new system which will enable staff to
ensure any information held on CDs, DVDs, or USB devices will be secure (encrypted)
automatically.
This will mean that other unauthorised devices (such as mobile phones, ipods/iphones) will
not be able to be used to store information unless for work purposes.
The new system, called Safend will be installed onto all PCs and Laptops over the coming
weeks.
Once the system is in place certain rules will be applied to ensure:
You will be able to read data from CDs and DVDs.
You will be able to read data from USB Devices (certain devices may be blocked –
i.e. ipods).
You will not be able to save data to CDs and DVDs unless it encrypts the CD or
DVD.
You will not be able to save to any USB Devices unless it’s authorised to secure
(encrypt) data. See below.

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Authorised USB Devices
Trust owned devices being used for work purposes will be authorised. Such devices should
never be used for everyday storage and should be seen as a way of transferring information
securely only when necessary. If you are using your own personal device this will not be
authorised to allow data to be written to it and will be read-only. You must speak with your
line manager to obtain a Trust supplied device if it is required for business purposes.
How to Get Your USB Device Authorised
If you have a device owned by the Trust (not your personal device) you will need to get it
authorised for use following the steps below:
1. Get your line manager to approve the use of the device to save information on to it.
(Remember this should only be short term storage and not a long term solution).
2. Complete the USB Authorisation Form and ask your line manager to send the form to
the [e-mail]
3. A member from the IT Service Desk will contact you to authorise your device for use
from the 11th February onwards.
Procuring an Authorised USB Device
If you do not already have a Trust supplied USB pen drive for work purposes then you will
need to complete the following steps in order to obtain one:-
1. Obtain authorisation from your line manager that you require such a device for your
day to day duties.
2. Complete the ‘Business Case Form.doc’as appropriate.
3. Submit the completed Business Case to IT Procurement.
([e-mail] –IT Department, Bevan House, Wavertree
Technology Park Fax: [phone])
This is the normal IT procurement procedure and will ensure you obtain a Trust authorised
device.
Any pen drive now ordered through IT will need to be Safend compliant so the make, model
and size of the pen drive available will be much more restricted than it was previously. This
is mainly with the size of the device as Safend will not work with pen drives over 4Gb in size.
Therefore, the standard model currently being ordered is the Kingston 2Gb DataTraveler
memory stick (shown below) which was agreed on as being the Safend compliant model
with sufficient enough storage for work purposes only. The unit price for this device is
approximately £5:00.

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Other Authorised USB Devices
As mentioned in the ‘Authorised USB Devices’ section on page 3, Trust owned devices
being used for work purposes will be authorised. If you are currently using a USB pen drive
(or other USB device) previously purchased by the Trust then such a device will be
authorised for use with Safend. Most, if not all, of the USB pen drives purchased through the
Trust are Lexar JD Secure drives (2Gb example shown below) of various sizes (usually
128Mb, 256Mb, 512Mb, 1Gb, 2Gb and 4Gb). If you have such a device then you will need to
complete an authorisation form which can be found here. You will need your line manager’s
authorisation to confirm this is a Trust supplied device and they will email the completed
form to the IT Servicedesk [e-mail]. Further information
can be found on the form itself.
Important: Any pen drive over 4Gb will not work with Safend.
If this is not the device you have yet it has been bought for you by the Trust for work
purposes then, again, you will need to complete an authorisation form which can be found

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here. You will need your line manager’s authorisation to confirm this is a Trust supplied
device and they will email the completed form to the IT Servicedesk
Liverpoolpct.Ser[email protected]s.uk. Further information can be found on the form
itself.
Important: You may only have Trust supplied pen drives authorised for use with Safend.
Personal drives WILL NOT be authorised and WILL be blocked and set to read-only. Your
line manager will need to authorise the use of your pen drive by verifying with the
Servicedesk (using the authorisation form) that the device is Trust supplied.
Important: Using Pre-encrypted Pen Drives with Safend. If your Trust supplied pen drive
has built-in encryption software (such as the Lexar JD Secure drives have) and you are
using this built-in encryption vault then you will need to complete the following steps in order
to use your pen drive with Safend:-
1. Back-up the contents of your pen drive to your personal area on the network (should
be your F:\ drive).
2. Have your Trust supplied pen drive authorised as shown above on Page 3 (How to
Get Your USB Device Authorised).
3. Once your pen drive is authorised complete the encryption process as documented
in this user guide on Page 7 (Using Authorised USB Devices).
4. Once the encryption process is completed restore your data from the location you
specified in step 1 to the now encrypted pen drive.

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Using Unauthorised USB Devices
If you do NOT have an authorised trust supplied device then you will see the following error
messages when attempting to use such a device:-
The above message is informing you that the device you have attached to your workstation
will be ‘read-only’and, therefore, blocked by Safend as it is not a Trust authorised device. If
you attempt to write to the unauthorised device the following message will appear:-
The name of the file/folder you are attempting to write (or copy) to the unauthorised device
will be displayed as being unable to be copied. In this case the example file/folder is:-
‘Training Matrix’.

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Using Authorised USB Devices
1. Important: Once you are in possession of an authorised pen drive supplied by the
Trust you must first insert the device into a work PC that has the Safend client
installed (your own PC) in order to encrypt the device. When inserting the device into
your PC for the first time you will see the following screen appear as normal.
2. At the same time and, more importantly, when inserting the device into your PC for
the first time you will see the following screen appear in the bottom right hand corner
of the screen.
3. You must choose to ‘Encrypt’ in order to write to your pen drive. However, if ‘Close’
is selected your pen drive will be set to read-only and this will give you an opportunity
to back-up your data if you have not already done so. Simple re-insert the device
after you have backed-up your data to start this process again and choose ‘Encrypt’.

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4. The screen shown below will then appear and you must choose one of the options:-
Automatically backup and restore the data
oThis option will attempt to back-up your data and then encrypt the pen drive.
This is the IT recommended approach to encrypting your data. IT will not be
held responsible for any data loss if this option is chosen.
Important: you must ensure you have backed-up any data on your device prior to the go-
live and before selecting this option. Although this option should keep all your data after
encryption IT will NOT be held responsible for any loss of data should this not be adhered to.
There will be a period of notice allowing plenty of time for users to back-up their pen drives
prior to Safend going live.
Delete all existing data
oThis option will delete all existing data by formatting and then encrypting your
device.
Important: If you do choose this option then it is imperative to back-up any data on your
device prior to selecting this option. IT will NOT be held responsible for any loss of data
should this not be adhered to. ‘Point 3’ will tell you how to do this.

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5. If you select the second option you see the following warning message. Click ‘OK’ to
continue.
6. You are then required to enter a unique password (as shown below) which will need
to be entered each time you insert your device to read/write any data from it. The
password must be at least six characters long. It is recommended that a combination
capital letters and alphanumeric characters are used for extra security but this is not
obligatory.
7. Enter your unique password and re-type the password to confirm then click ‘Next’.
8. The device will then encrypt displaying a progress bar as shown below. The
encryption process will take approximately 10 minutes using the ‘Delete all existing
data’ option. It may take slightly longer if you have chosen the recommended option
to ‘Automatically backup and restore the data’.

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9. Once the encryption process is complete click ‘Finish’.
You now have a secure and encrypted device that will allow full read/write access. The use
of your encrypted device is as before but with some minor changes.

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1. When you insert the device into a workstation with Safend installed you will now be
presented with the following screens:-
The below screen will open as normal along with the Safend Protector ‘Device Password’
screen in the bottom right hand edge of the screen (illustrated further below).
2. Enter your unique password that you first set when encrypting the device and press
‘Enter’ or click on ‘Access this device’. Once your password is entered correctly you
can then use the device as normal with full read/write access safe in the knowledge
all data held on it or written to it will be encrypted.

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Using an Authorised Device on a Non-Safend Machine
If, for instance, you are required to use your Safend encrypted device with a workstation that
does not have Safend installed (i.e. at home or at another Trust etc) then you must follow
this simple procedure.
Important: Safend encrypted devices do NOT work with Windows 64-bit operating systems
and Apple Macs.
1. Insert your authorised device into the workstation you wish to use and the following
screen will appear as usual.
2. Select the option to ‘Open folder to view files’ and the following window will appear.

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3. You will now need to double-click the ‘AccessSecureData’ icon which will install the
drivers for your device on a non-Safend workstation. When this is done (about 10
seconds) you will be presented with the Safend Protector ‘Device Password’ screen
as normal (shown below). Enter your unique password that you first set when
encrypting the device and press ‘Enter’ or click on ‘Access this device’. Once your
password is entered correctly you can then use the device as normal with full
read/write access knowing all data held on it or written to it will be encrypted.

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Resetting Your Safend Password
If you wish to change your Safend password for your authorised device then follow this
simple procedure.
Important: You will need to know your current Safend password to change your password
and this procedure can only be done on a PC with the Safend client installed (your works PC
for instance). If you have forgotten your Safend password then you will need to contact the
Servicedesk on 7777.
1. Insert your encrypted memory stick into a Trust PC that has the Safend software
installed and enter your current password (as mentioned previously in this guide).
2. Once this is done double-click the ‘My Computer’ icon on your desktop.
3. Right-click the icon for your device (usually Removable Disk).
4. From the menu that appears highlight the option ‘Safend Protector’. This will then
display a further sub-menu with the option ‘Set Device Password…’. Highlight this
option and left-click to activate the Set Device Password screen as shown below.

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5. You will then be presented with the following screen. Enter your new password and
re-type to confirm it. Press ‘Enter’ or click ‘Next.
6. The following message will appear to confirm your password change. Press ‘Enter’ or
click ‘Finish’.

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Frequently Asked Questions
It is hoped any questions and queries have been answered by the User Guide but what
follows is a list of the most common queries and FAQ’s.
Q. How do I go about obtaining an authorised Trust supplied device?
A. As mentioned in the User Guide and new USB pen drives purchased by the Trust will be
the 2Gb Kingston DataTraveler. They can be purchased via the normal IT procurement
process (i.e. via a Business Case –see page 3 of this User Guide).
Q. How do I know if my USB pen drive has been provided by work?
A. Most USB pen drives purchased through the Trust are made by Lexar with a wide array
of sizes (usually ranging from 128Mb to 4Gb –see page 4 of this User Guide). If this is not
the case but you are sure the pen drive is a Trust bought device then we will need to see
confirmation of this so the device can be ‘Whitelisted’ in order for it to be an authorised
device. If any new USB pen drives are purchased by the Trust they will be the Safend
compliant 2Gb Kingston DataTraveler.
Q. What do I do if my USB pen drive is Trust bought but isn’t approved?
A. If the device was Trust bought for your day to day duties then you will need to contact the
Servicedesk on ext. 7777 to have your USB device authorised. Proof that the device was
Trust bought maybe required to ensure only genuine devices are authorised and allowed for
use with Safend. Personal pen drives WILL NOT be authorised (see page 4 of this User
Guide).
Q. What if I don’t have a Trust supplied pen drive and just try to use it anyway?
A. If the device is not a Trust bought device when you attempt to use it you will see a
message stating that the device is not authorised and it will be set to read-only. Basically,
this means you can only read the data already on the device but you cannot write/save
anything to it (see page 5 of this User Guide). Personal pen drives or pen drives supplied by
third party companies WILL NOT be authorised.
Q. Can I use my authorised and encrypted pen drive at home?
A. Yes you can use your authorised and Safend encrypted pen drive at home or on any PC
that does not have Safend installed (e.g. another PC outside of the Trust). Encrypted
devices can be used but with a slight change to the normal process as outlined on page 11
of this User Guide. However, they cannot be used with 64-bit Windows operating systems or
with Apple Mac’s.

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Q. Can I use my authorised and encrypted pen drive outside of the Trust (for
presentations/meetings etc)?
A. Yes. Similarly to home use, you can use your authorised Safend encrypted pen drive on
any PC that does not have Safend installed (e.g. another PC outside of the Trust). Encrypted
devices can be used but with a slight change to the normal process (see page 11 of this
User Guide). However, they cannot be used with 64-bit Windows operating systems or with
Apple Mac’s and it is recommended users contact the location they are visiting in advance to
ensure the PC they will be using is not a 64-bit Windows operating system or that Safend is
not already in use at that location.
Q. What if I am visiting a location outside of the Trust where Safend is already being used?
A. You may need to contact the IT department at the location you are visiting so they can
‘allow’your own Trust authorised device with their version of Safend. If Safend is being used
at a location you are visiting then their IT department will know how to do this. It is likely that
you will need to provide them with the make and model of your device.