5 Steps To Secure Your Data

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5 Steps To Secure Your Data

• Presented by Darren Kearney

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Overview

• Identify your data
• Organize your data
• Secure your data
• Backup
• Recover

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Identify your data

• The first step toward data security is to
  identify what your data is and where it is.
• What?
• Word
• Excel
• Email, etc
• Where?
• Local Storage Hard Drive
• Network Storage Network Drive
• Removable Storage Flash Drive, CD, Floppy

4
Organize your data

• Determine what data needs to be protected.
• Considerations
• FERPA Family Educational Rights and Privacy Act
• Customer Confidentiality Agreements
• State Computing Policies

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Organize Your Data

• Group your data.
• Classify
• C1-Sensitive (FERPA)
• C2-Departmental (No personal data but sensitive
  to department or university)
• C3-Non-sensitive (Memos, Office hour, Public
  Information)
• All data should be considered sensitive until it
  has been verified to be non-sensitive.
• Everyone in the group should use the same system
  of classification to limit confusion. Make it
  the office standard.

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Organize your data

• Create a standard on where sensitive data should
  be stored.

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Organize your data

• Make it a habit to automatically save/move
  sensitive data to the appropriate location.
• Audit your stored data to ensure the proper
  handling.

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Secure your data

• Now that your sensitive data has been organized
  you need to protect it.
• Encrypt and Decrypt (EFS)

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Encryption

• Does not need to be used on all data.
• Are you planning on sharing the data?
• Does it contain any sensitive information.
• What does encryption do to my data?

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Windows Encryption (EFS)

• EFS Encrypting File System
• Short for Encrypting File System, part of the
  Microsoft NTFS file system. EFS is a transparent
  public key encryption technology that works in
  conjunction with NTFS permissions to grant and
  deny users access to files and folders in Windows
  NT (excluding NT4), 2000 and XP (excluding XP
  Home Edition) operating systems.
• NOTE You can encrypt files and folders only on
  volumes that use the NTFS file system.

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Windows Encryption (EFS)

• EFS Encrypting File System (contd)
• EFS uses a public key and a private key for
  encryption. If the user does not have one, the
  EFS generates the key pair automatically. Files
  can be encrypted individually, or a folder can be
  designated as encrypted, so that any file written
  to that folder is automatically encrypted.
  Because EFS encryption technology integrates into
  the file system, users can't access the hard disk
  without going through the file system.

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Encrypting a folder in Windows XP

• Click Start, point to All Programs, point to
  Accessories, and then click Windows Explorer.
• Locate and right-click the folder that you want,
  and then click Properties.
• On the General tab, click Advanced.
• Under Compress or Encrypt attributes, select the
  Encrypt contents to secure data check box, and
  then click OK.
• Click OK.
• In the Confirm Attribute Changes dialog box that
  appears, use one of the following steps
• If you want to encrypt only the folder, click
  Apply changes to this folder only, and then click
  OK.
• If you want to encrypt the existing folder
  contents along with the folder, click Apply
  changes to this folder, subfolders and files, and
  then click OK.

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Encrypting a folder in Windows XP

• Common Questions
• What happens when I encrypt a folder?
• How do I tell if a folder is encrypted?
• What happens when I copy an encrypted file to a
  network drive or cd?

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Decrypting a file

• Windows does the work for you.
• Demo

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4. Backup

• No matter what you do to protect your data,
  without a backup all your hard work could be for
  naught.

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Secure your data

• It isn't data if you cant access it.
• Back up your security certificate
• Make sure you can access your data.
• http//www.microsoft.com/technet/prodtechnol/winxp
  pro/deploy/cryptfs.mspx

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Backup Windows XP

• Creating a folder backup using the Windows Backup
  utility.
• Easy to follow instructions http//www.microsoft.
  com/windowsxp/using/setup/learnmore/bott_03july14.
  mspx

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Backup Outlook 2003

• Outlook 2003 data can easily backed up using an
  MS utility.
• Easy to follow instructions http//www.microsoft.
  com/downloads/details.aspx?FamilyID8b081f3a-b7d0-
  4b16-b8af-5a6322f4fd01DisplayLangen

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Disaster Recovery

• Ask yourself questions and answer honestly.
• What would happen if you got hit by a bus?
• I accidentally ate the backup before drinking my
  coffee this morning. Is my backup, backed up?
• If the buildings gone does the information still
  exist?
• If I need to use the backup, do I know it will
  work?

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Recovery Practice

• Practice
• Make sure that you have gone though recovering
  data.
• Set up a practice schedule.
• New employees should get to practice as part of
  their welcome.

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Thank you.

• And your data thanks you.