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 do es not have PGP installed.

You must also enter the correct passphrase to be ab le 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 no t be able to access this newly encrypted drive on a PC that does not ha ve PGP installed. You must also enter the correct passphrase to be able t o 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 res ponsible for securing passphrases for the drive ensuring only au thorized employees have access. It is also the employee’s responsibili ty 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.