Portable Storage Devices
Important note regarding encrypted USB keys
IITB is in the process of testing and piloting new encrypted USB keys that will replace current encrypted password USB keys and encrypted biometric USB keys.
- Depending on your branch/region, you could be using one of two types of encrypted USB keys. It is important to know which type you are using:
- IronKeys (click to see photo) are the current USB keys in use across ESDC. Please read this important information.
- New USB keys (click to see photo) are in limited use for pilot branches and some Passport employees. Please read this important information.
Measures to increase Security of Information
Portable Storage Devices (PSD) such as external hard drives and USB based memory sticks, along with Portable Medias such as Compact Disks and DVDs, offer fast, easy transfer of large amounts of information. Because of their portable nature and ability to hold vast amounts of information, these devices (or Medias) can lead to an increased risk of information loss.
Topics
How to move personal files from the ESDC network when departing or retiring
Reminder: All work related files belong to ESDC and must remain on the network.
Option 1: Move personal files via Email
- Employee to identify to Manager, personal files to be moved.
- Manager to review identified files.
- If Manager approves request, Manager to send an email to employee authorizing identified files to be moved to employee’s personal email account.
Option 2: Move personal files using Password eUSB key
- Employee to identify to Manager, personal files to be moved.
- Manager to review identified files.
- If Manager approves request, Manager to send email to the Branch Password Pool Custodian, approving employee request. Employee to be carbon copied on the approval email.
- Branch Password Pool Custodian contacts Employee with next steps.
- Employee will be provided with write-capability privileges for the eUSB key for 2 days. No exception form is required for using this eUSB key.
- Once employee has completed the transfer, the eUSB key is to be returned to the Branch Password Pool Custodian.
Option 3: Move personal files using an Unencrypted USB key or CD/DVD
- Employee to identify to Manager the personal files to be moved.
- Employee to submit an online service request with National Service Desk.
- Please note that this process may take 2 to 5 days once approval is received.
- Employee will be notified once the request has been processed.
Quick fix help for portable storage devices
Topics
eUSB Devices (Approved)
- Encrypted USB Device Troubleshooting Guide
- Initialize your Encrypted USB Device (Guide)
- Encrypted USB Devices (Web Page)
- How do I obtain a Biometric Encrypted USB (eUSB) key?
- How do I obtain a Password Encrypted USB (eUSB) key?
- How do I obtain an Encrypted External Hard Drive (eHD)?
- How do I report a lost, or stolen, approved eUSB Device (Password, Biometric, eHD)?
- How do I return an eHD if I no longer need it?
- How do I return the Password Encrypted USB Key that was given to me?
- Return my Biometric eUSB key if I no longer need it or if I am leaving the Department.
Other Approved USB Devices
- Can I connect a departmental device (like a camera or tablet) to my desktop?
- Connecting a BlackBerry device to your desktop via USB
Portable Media (Approved)
- Can a citizen use their personal USB key on CAWS?
- How do I get write-capability for a CD/DVD or an SD Card?
- How do I read documents that have been given to me at a learning session, or from an external partner or client, on a portable media (CD, DVD, etc.)?
Unencrypted USB Devices (Approved)
- How do I get write-capability for an approved unencrypted USB key?
- How do I read documents that have been given to me by an external partner or client on a non-encrypted USB key?
- How do I report a USB key that I found?
- How do I report if I have lost an approved unencrypted USB Device?
- My issue is not in this list
How do I obtain a Biometric Encrypted USB (eUSB) key?
- Important notes:
- Biometric USB keys are non-transferrable and can only be used by one employee.
- Instructions for use, including configuring and accessing the information stored on the device, must be followed or it may become unusable.
- Process for employee to request for Biometric eUSB key:
- Obtain Manager Approval.
- Complete the ESDC S&P5089 (E-Form). Include a business rationale for the request, and required approvals/signatures.
- Submit an online service request with National Service Desk (NSD) with the attached completed form. Retain a copy of the form for your records.
- The biometric eUSB key will be sent to the employee via inter-office mail.
- Important notes:
How do I obtain a Password Encrypted USB (eUSB) key?
Most Branches and Regions have established pools of password encrypted USB keys that may be shared amongst employees for short term use. Contact your Branch/Region Pool Custodian.
How do I obtain an Encrypted External Hard Drive (eHD)?
An eHD will be made available only if technical or business rationale precludes the use of the department’s electronic network from storing data or information.
- To request for an eHD, you must follow the process below:
- Complete the ESDC S&P5089 (E-Form). Include a business rationale for the request, and the required approvals/signatures.
- Submit an online service request to the National Service Desk and attach the completed form. Retain a copy of the form for your records.
- You may be contacted if other portable storage alternatives are available.
- Once all approvals have been received, you will be contacted with information for receiving the eHD.
- To request for an eHD, you must follow the process below:
How do I report a lost, or stolen, approved eUSB Device (Password, Biometric, eHD)?
- Immediately inform your Team Leader or manager who will report the incident to the Regional Security Office
- Manager or Team Leader to complete a Security Incident Report using the following link Incident Report.
- Review Security Incidents for additional information.
How do I return an eHD if I no longer need it?
- Follow the procedure below:
- Manage Your Information.
- Save information to the appropriate repository, encrypt and delete the data on the eHD according to the above information disposition requirements.
- Complete the return portion of the ESDC S&P5089 (E-Form) and have it signed by your Manager.
- Submit an online service request with the National Service Desk with the completed form. Retain a copy of the form for your records.
- IITB will contact you to sanitize the eHard Drive.
- Once the eHard Drive has been sanitized, contact the GD mailbox identified in the ESDC S&P5089 (E-Form) for return shipping instructions.
- Follow the procedure below:
How do I return the Password Encrypted USB Key that was given to me?
Prior to contacting your Branch/Region Pool Custodian:
- Review the Disposition of Electronic IRBVs.
- Save information to the appropriate repository, then encrypt and delete the data on the key according to the above information disposition requirements.
Return my Biometric eUSB key if I no longer need it or if I am leaving the Department.
To return a biometric eUSB key:
- Review the Disposition of Electronic IRBVs.
- Save information to the appropriate repository, encrypt and delete the data on the biometric eUSB according to the above information disposition requirements.
- Complete the return portion of the ESDC S&P5089 (E-Form) and have it signed by your Manager.
- Submit an online service request with the National Service Desk with the completed form. Retain a copy of the form for your records.
- IITB will contact you to sanitize the eUSB key.
- Once the biometric eUSB key has been sanitized, contact the GD mailbox identified in the ESDC S&P5089 (E-Form) for return shipping instructions
Can I connect a departmental device (like a camera or tablet) to my desktop?
I have a departmental device (like a camera or tablet) that I use for work. Can I plug it in to transfer files to my computer?
If the USB device that you use was purchased by ESDC for work purposes, you can plug it in to transfer files to your computer. If, however, you need write-capability for the SD card, you must:
- Obtain Manager Approval.
- Submit an online service request with National Service Desk. Attach the Manager approval to your service request.
- You and your manager can expect a response within three business days.
Can a citizen use their personal USB key on CAWS?
Citizens can use their personal USB keys on CAWS. The decision to permit this for clients is independent of the departmental policy affecting employees*. CAWS does not reside on the department’s network and has been certified for use by our clients.
* Information taken from the CAWS – Workgroup Record of Decision 2013-11-27, under section 4 - USB Keys
How do I get write-capability for a CD/DVD or an SD Card?
- Submit an online service request with National Service Desk
- You will be notified after your request has been processed.
- Please note that this process may take 2 to 5 days once approval is received.
How do I get write-capability for an approved unencrypted USB key?
Do not plug in any unencrypted USB key to a departmental desktop or laptop, or connect it to any ESDC equipment without approval for write-only access.
To request write-capability:
- Submit an online service request with National Service Desk.
- You will be notified after your request has been processed.
- Please note that this process may take 2 to 5 days once approval is received.
How do I read documents that have been given to me by an external partner or client on a non-encrypted USB key?
To request read-only access:
- Obtain Manager Approval.
- Submit an online service request with National Service Desk. Attach the Manager approval to your service request.
- You and your manager can expect a response within one to two business days.
Do not plug in any unencrypted USB key to a departmental desktop or laptop, or connect it to any ESDC equipment without confirmation of approval for read-only access to the USB port from IT-SECURITY-ARCHITECTURE.
How do I report a USB key that I found?
Contact the National Service Desk. Be prepared to identify all pertinent information such as the brand, make, color, serial number (if applicable), and whether it is tagged (green tag attached).
How do I report if I have lost an approved unencrypted USB Device?
- Immediately inform your team leader/manager, who will report the security incident to the Regional Security Office.
- Manager or Team Leader to complete a Security Incident Report using the following link Incident Report.
- Review Security Incidents for additional information.