Data Protection FAQData Protection FAQ
Listed here are the five most frequently asked support questions related to Managed Data Encryption service, Data Defense. If the answer you are looking for is not listed here, please contact the Service Team directly on 0800 0789 438 or by email at support@backupdirect.net.
- How do I know if my files have been encrypted?
-
When you are viewing your files, in My Documents for example, encrypted files are shown with green filenames. Folders where all of the contents are encrypted are also shown with green text. In cases where only some of the contents of the folder are encrypted the folder text remains in black. DataDefense will automatically encrypt new files or files moved into locations marked for encryption, although it may take up to 15 minutes for this to happen. The time it takes to encrypt files will depend on file size and available system resources.
- What is EFS encryption?
-
Built into the Windows operating system is a method of encryption known as Encrypting File System (EFS). This allows a user to manually encrypt a file. The system then creates a 128-bit key known as an EFS Certificate which it then uses to access the encrypted data. DataDefense provides a management console to automate this function and ensure data is encrypted to the user’s specifications. The EFS certificate is escrowed to the DataDefense server so should the EFS certificate be deleted (in the event of an attempt to access the machine without authorisation) it can be recovered and the data rendered accessible again.
- If I email an encrypted file, will the recipient be able to view it?
-
Yes - EFS encryption operates at a user level, so if the user is able to view the file so will the recipient. The file will not maintain its EFS encryption when sent as an email attachment. Likewise, if an encrypted file is put on a USB device it will not remain encrypted, allowing the user to move files between machines but ensure that the files are encrypted on the computer’s drives.
- Can DataDefense encrypt my USB Flash drive?
-
Yes – machines that have DataDefense operating can be configured to ensure all USB Flash drives must be protected by DataDefense. This will require the user to install a small program on the USB drive which means that to access the data on the stick the user must login to the drive with the authorised credentials. Machines running DataDefense can also be configured to only recognise USB Flash drives with the DataDefense software pre-installed, preventing data being moved on unencrypted and unauthorised USB sticks.
- I receive the error ‘cannot open the document: user does have access privileges'
-
A user will receive this message, or similar, following the deletion of the EFS certificates. This could be due a rule to prevent unauthorised users accessing information being enacted. If you are receiving this error message when attempting to open documents or your email, you will need to contact your system administrator in order to restore the EFS certificates and make the files accessible again.
