SafeStick/SafeXs. User Guide. Created by BSO ITS Security Team Version 1.4

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1 SafeStick/SafeXs User Guide Created by BSO ITS Security Team Version 1.4

2 Version Control V0.1 Initial draft 23/09/2009 V1.0 Version 1 Approved 28/09/2009 V1.1 Updated for HSCNI Safeconsole 03/11/2011 V1.2 Updated to reflect SafeXs data pens 01/11/2012 V1.3 Added procedure where password is already set. 12/12/2012 V1.4 Updated for SafeXs firmware version /06/2015 Contributors David Cassidy Michael Harnett Conor Kinnear Matthew Lagan Table of Contents Why SafeStick/SafeXs... 3 SafeStick/SafeXs Central Management... 3 How to Register my SafeStick/SafeXs... 3 How do I access my files?... 6 Changing My Password... 6 I have Forgotten my Password. Can it be Reset?... 7 Automatic Locking... 9 Safely Removing the SafeStick/SafeXs from the PC... 9 Auditing of Files... I have lost my SafeStick/SafeXs, who should I notify?... Who do I Contact if I Have Problems?... Page 2 of

3 Why SafeStick/SafeXs SafeStick/SafeXs 1 are provided to staff who have identified and had approved a business need to transfer patient and sensitive data securely. They are encrypted to the HSC standard and require a complex style password to access the content. SafeStick/SafeXs however should not be used as permanent storage. Anything held on a SafeStick/SafeXs must be a copy with the original held on a network folder that is backed up. Documents and data must be removed from the SafeStick/SafeXs when no longer required, i.e. the transfer is complete. The guidance above also applies to Ironkeys and Kingston Data Travellers that were issued to staff. The information below however only applies to SafeStick/SafeXs i.e. there is no central management for Ironkeys and Kingstons. SafeStick/SafeXs Central Management SafeStick/SafeXs will now be centrally managed by BSO Information Technology Services. This will:- maintain an electronic register of SafeStick/SafeXs s allow passwords to be reset without having to delete all files held on the pen: maintain a record of the file names copied onto and off the SafeStick/SafeXs allow access to be disabled to a lost or stolen SafeStick/SafeXs enforce a standard password strength to meet HSC ICT Security Policy requirements enforce a standard lockout time to meet HSC ICT Security Policy requirements How to Register my SafeStick/SafeXs The first time you use your SafeStick/SafeXs you will need to register it with the central management server. IMPORTANT: To do this, insert the SafeStick/SafeXs into YOUR computer, i.e. you are logged onto it using your Windows account e.g. jbond007. The computer must be connected to the HSC network. If the computer fails to autorun the SafeStick/SafeXs application, you can start it manually by navigating to My Computer and clicking on the drive letter marked with SafeStick Login or Login SafeXs. NOTE: The drive letter may be different on your PC depending on how many hard drives and CD/DVD drives it has installed. In the example above this is the D drive. On older SafeStick/SafeXs it will say Login SafeStick/SafeXs. The drive has an executable called SafeStick.exe or SafeXs.exe. Double click this to start the enrolment process if required. 1 SafeStick has been rebranded as SafeXs by the manufacturer. Throughout this document the image on the left relates to a SafeStick and the one on the right to a SafeXs encrypted data pen. Page 3 of

4 Once the application is running you should see the following box below. IMPORTANT: You should only activate the SafeStick/SafeXs you are directly responsible for. Where is your name. Click the No button if the User Name displayed is not your name or the SafeStick/SafeXs belongs to someone else. Click the Yes button and you will be connected to the central management server. From SafeXs version onwards (the version is shown on the top of the SafeXS windows frame) there are additional steps. First you get asked the following question: Click Yes if this applies, click No if the Safestick has not been supplied by HSCNI. You will then see the Confirm ownership window (above) which prompts for your network login credentials. Please provide them and click the OK button. The stick should then be registered. Note: If you have previously set the password on your SafeStick/SafeXS you will not be prompted to set it. Instead you will be prompted to enter an address which is described below. Page 4 of

5 Enter a Password to protect the data on the data pen. It MUST Be at least 8 characters long. Contain at least 1 lower case letter Contain at least 1 upper case letter And contain 1 digit. This complexity of password is in line with the HSC ICT Security Policy. You can also enter a Password Hint if you wish. The hint must not contain any part of the password otherwise it will not be accepted. If the entered password meets the necessary criteria, the password box background will turn green. To continue, place a tick in the box beside I have read and understood the warranty and click the Green Arrow to continue. The next box allows you to add details to personalise your data pen. Enter Your Name (should be automatically completed for you) and Address. When complete click the Green Arrow to continue. Note: - To allow the data pen to be disabled or to have its password reset without destroying the data, the server will require a valid address. You have now registered the SafeStick/SafeXs with the central management server. Page 5 of

6 You will now be prompted to re-enter the password you have just selected to unlock the data pen. Press the Enter key or click the Green Arrow and all currently held data on the data pen will be displayed. How do I access my files? Once a valid password is entered for a SafeStick/SafeXs, a new drive will be opened in Windows Explorer where you can retrieve and save your documents. The drive letter is displayed on the SafeStick/SafeXs Main Window, the G and I Drives respectively in the example above. The data drive will normally open automatically in Windows Explorer. If you need to open it manually, navigate to My Computer and select the appropriate drive Note: the SafeStick/SafeXs Login drive (the D and H drives respectively in this example) is write-protected and you cannot copy files to this. This drive is solely used for the management of the SafeStick/SafeXs s configuration. Changing My Password This option is available on the SafeStick/SafeXs Main Window by clicking on Actions and then Change Password Enter your existing password when prompted. SafeStick/SafeXs Main Window Page 6 of

7 When validated you will be presented with the Change Password screen Enter a new password; confirm it and optionally a hint to remind you. The following message will be displayed if your new password is too similar to your old password You will have to select another password and repeat the process above. Once completed, click on the Green button to finish the password reset process. I have Forgotten my Password. Can it be Reset? If you have entered your password incorrectly, the application will provide a Password Hint (but only if you provided a hint in the original enrolment process or when you reset your password.) Update: SafeXs version does not show you the Password Hint after a failed attempt you must manually check your hint, as instructed below You can also retrieve your password hint by clicking on Help and the Password hint. Page 7 of

8 If you continually enter an incorrect password it will count down the number of attempts you have remaining. Once the number of attempts reaches zero the data pen is permanently locked and any data it contained cannot be retrieved. To recover the password and prevent the data from being permanently erased, click on the Action button on the SafeStick/SafeXs Main Window and then select Forgot Password. You will then be presented with the screen below A dialogue box will appear in the middle of the screen which will have an address and a phone number to contact the BSO ICT Service Desk. Once you contact the BSO ICT Service Desk they will ask for the 8 character Password ID. In turn they will provide you with the appropriate Response Code. Enter the Response Code into the box at the bottom (as shown above.) If the code has been entered correctly, the arrow button will turn green and allow you to click on it to continue. Page 8 of

9 You will now be asked to choose a new password. This must follow the same guidelines as before. Once you have chosen your new password click on the Green Arrow to continue. Enter your new password and the data pen should open as normal. Automatic Locking After minutes of inactivity on the PC, the SafeStick/SafeXs will lock itself, encrypting the data. This is in line with the screensaver policy applied to the PC. You will need to re-enter your password to decrypt the data pen. A warning message will be displayed 30 seconds before the SafeStick/SafeXs locks. Any movement of the mouse or a keystroke will reset the clock. Safely Removing the SafeStick/SafeXs from the PC Once you are finished using the SafeStick/SafeXs, right click the SafeStick/SafeXs Icon in the system tray (bottom left of your screen) Page 9 of

10 and choose the option Lock and Exit. This will allow the SafeStick/SafeXs pen to be safely removed without causing any data loss. Auditing of Files All file names copied onto and from a SafeStick/SafeXs is recorded in the central management server. This will allow the Information Governance Teams to help assess what information is involved if a SafeStick/SafeXs is lost or stolen. As with other HSC provided ICT equipment, no files should be copied onto SafeStick/SafeXs that would be in breach of the Copyright Laws e.g. personal audio and video files. I have lost my SafeStick/SafeXs, who should I notify? As per the HSC ICT Security Policy, if your SafeStick/SafeXs is stolen or lost you should immediately inform the HSC ICT Security Manager (ictsecuritymanager@hscni.net). He will ensure that it is marked as disabled and prevent anyone from accessing it even if they do know the password. Who do I Contact if I Have Problems? If you are experiencing issues connecting your SafeStick/SafeXs data pen to your PC or have any queries about your SafeStick/SafeXs you should direct them to the BSO ICT Service Desk. Page of