Portable Storage Devices

• Important notes:
  1. Biometric USB keys are non-transferrable and can only be used by one employee.
  2. 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:
  1. Obtain Manager Approval.
  2. Complete the ESDC S&P5089 (E-Form). Include a business rationale for the request, and required approvals/signatures.
  3. Submit an online service request with National Service Desk (NSD) with the attached completed form. Retain a copy of the form for your records.
  4. The biometric eUSB key will be sent to the employee via inter-office mail.

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.

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:
  1. Complete the ESDC S&P5089 (E-Form). Include a business rationale for the request, and the required approvals/signatures.
  2. 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.
  3. Once all approvals have been received, you will be contacted with information for receiving the eHD.

1. Immediately inform your Team Leader or manager who will report the incident to the Regional Security Office
2. Manager or Team Leader to complete a Security Incident Report using the following link Incident Report.
3. Review Security Incidents for additional information.

• Follow the procedure below:
  1. Manage Your Information.
  2. Save information to the appropriate repository, encrypt and delete the data on the eHD according to the above information disposition requirements.
  3. Complete the return portion of the ESDC S&P5089 (E-Form) and have it signed by your Manager.
  4. Submit an online service request with the National Service Desk with the completed form. Retain a copy of the form for your records.
  5. IITB will contact you to sanitize the eHard Drive.
  6. Once the eHard Drive has been sanitized, contact the GD mailbox identified in the ESDC S&P5089 (E-Form) for return shipping instructions.

Prior to contacting your Branch/Region Pool Custodian:

1. Review the Disposition of Electronic IRBVs.
2. Save information to the appropriate repository, then encrypt and delete the data on the key according to the above information disposition requirements.

To return a biometric eUSB key:

1. Review the Disposition of Electronic IRBVs.
2. Save information to the appropriate repository, encrypt and delete the data on the biometric eUSB according to the above information disposition requirements.
3. Complete the return portion of the ESDC S&P5089 (E-Form) and have it signed by your Manager.
4. Submit an online service request with the National Service Desk with the completed form. Retain a copy of the form for your records.
5. IITB will contact you to sanitize the eUSB key.
6. Once the biometric eUSB key has been sanitized, contact the GD mailbox identified in the ESDC S&P5089 (E-Form) for return shipping instructions

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.

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

1. Submit an online service request with National Service Desk
2. 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.

You can read documents on portable media such as CD/DVD and floppy disks as these devices have read-only capabilities.

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:

1. Submit an online service request with National Service Desk.
2. 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.

To request read-only access:

1. Obtain Manager Approval.
2. Submit an online service request with National Service Desk. Attach the Manager approval to your service request.
3. 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.

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).

1. Immediately inform your team leader/manager, who will report the security incident to the Regional Security Office.
2. Manager or Team Leader to complete a Security Incident Report using the following link Incident Report.
3. Review Security Incidents for additional information.