Encrypting and decrypting files on CDs and DVDs - myroyalmail

<strong>Encrypting</strong> <strong>and</strong> <strong>decrypting</strong> <strong>files</strong> on CDs <strong>and</strong> DVDsStore Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> securely on CDs <strong>and</strong> DVDs.What is it?If you use a Royal Mail Group laptop or desktop then you have access to Symantec Endpoint Encryption (SEE). Thissoftware enables you to encrypt Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> so that they can be securely emailed ortransported via portable storage devices such as memory sticks, portable hard drives, CDs <strong>and</strong> DVDs.Why do I need it?Encryption is a powerful safeguard against valuable information falling into the wrong h<strong>and</strong>s. Confidential <strong>and</strong> StrictlyConfidential <strong>files</strong> can only be emailed or transported if they are encrypted. If the email is intercepted, or you losethe portable storage device they were stored on, there is a significantly reduced chance of the <strong>files</strong> being read byunauthorised people.How do I use it?There are two methods outlined in this guide for storing Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> on CDs <strong>and</strong> DVDs.Use Method 1 if the CD or DVD is only going to be used by Royal Mail Group computers. For example, you are simplystoring <strong>files</strong> for your own use, or are passing the CD or DVD to a colleague.Use Method 2 if the CD or DVD is going to be used by a non-Royal Mail Group computer. For example, if you aresharing <strong>files</strong> with an external partner or supplier.Method 1: Saving <strong>files</strong> to a CD or DVD for use on RoyalMail Group computersTo save Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> onto a CDor DVD:1. Insert a blank CD or DVD into your Royal Mail Groupcomputer.2. Launch the Symantec Endpoint Encryption SEE-RSEdition CD-DVD Burner (see fig. a). This can be foundin the programs list on your computer’s Start menu.Navigate to the “Symantec Endpoint Encryption Client”menu <strong>and</strong> choose “SEE-RS Edition CD-DVD Burner”.Alternatively you can right-click on the “SEE UserClient” icon in the system tray at the bottom rightcorner of your screen. (see fig. b)a)b) Alternative

3. The SEE-RS Edition CD-DVD Burner window will open.Complete the fields as follows:• Select the required CD/DVD drive from the “DestinationDrive” drop-down list. The “Disc Information” box givesyou information about the disc in the selected drive.(see fig. c)• Click on the “Add Files” icon button <strong>and</strong> select individual<strong>files</strong> from your computer to be added to the disc, orclick on the “Add Folders” icon button to add a completefolder. The “Files <strong>and</strong>/or Folders to be burned” boxwill display a list of the <strong>files</strong> <strong>and</strong> folders that you haveselected for burning. The “Policies” box indicates thatthe <strong>files</strong> you are burning to the disc will be encrypted.• To remove <strong>files</strong> <strong>and</strong> folders from the list, select them<strong>and</strong> click on the “Remove <strong>files</strong>” icon button.• You can also give the disc a name in the “Disc VolumeLabel” box.4. When you have added the required <strong>files</strong> <strong>and</strong> folders tothe disc, click on the “Burn Disc” icon button.(see fig. d)Progress can be monitored in the “Progress” bar <strong>and</strong>the “Activity Details” box. (see fig. e)c)d)e)5. When the successful burn window appears, click OK toconfirm.6. If you wish to burn another CD or DVD with the same<strong>files</strong> <strong>and</strong> folders, insert a new disc <strong>and</strong> click “Yes”. If youhave finished, click “No” to close the program. (seefig. f)f)To open encrypted Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> on a CD or DVD using a Royal Mail Group computer:1. Insert the CD or DVD into your Royal Mail Group computer.2. Navigate to the disc using Windows Explorer. File icons with a gold padlock can be opened immediately.3. File icons with a red padlock will require a password to open them. Files with a .exe extension are self-extractingexecutable archives that will also require a password to open them. See Method 2 below.Method 2: <strong>Encrypting</strong> <strong>files</strong> for use on other computersTo save Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> onto a CD or DVD in a format that non-Royal Mail Group computerusers can open, you will need to create a self-extracting archive. This is a folder that encrypts all of the <strong>files</strong> that youplace within it:1. Browse to the location of the <strong>files</strong> that you want to save onto the CD or DVD using Windows Explorer <strong>and</strong> selectthem (click once to highlight). Right-click over the <strong>files</strong> <strong>and</strong> choose “Encrypt to self-extracting file” from theSymantec menu.

2. The Symantec Endpoint Encryption Removable StorageSelf-Extracting Archive window will open. Complete thefields as follows (see fig. g):g)• Use the default archive name for the self-extracting file thatis already displayed in the “Archive Name” field, or type a newname. If you are passing the USB portable storage device toa colleague, please note that changing the archive name canmake it harder to find the <strong>files</strong> once they have been extractedto their computer. Please ensure that you tell your colleaguethe names of the <strong>files</strong> so that they can be found easily.• Choose a location on your computer for the self-encryptingarchive. Make sure this is easy to locate as you will need tofind it again in order to burn it to the disc. Select the file pathfor the location in the “Encrypt to” field, or browse to it usingthe “Folders/Drives” box. If required, you can create a newfolder using the “New” button.• If you have already saved a self-extracting file of the same name to this location <strong>and</strong> want to replace it, tick the“Overwrite existing <strong>files</strong>” box.• Tick the “Password” box to allow you to enter a password in the “Password” <strong>and</strong> “Confirm” fields. Make sure you usea strong password. This should be at least eight characters in length, <strong>and</strong> use a mix of upper <strong>and</strong> lower case letters,numbers <strong>and</strong> special characters (e.g. &%£!@). For more information about strong passwords, visit the “Create strongpasswords <strong>and</strong> keep them secure” section of www.myroyalmail.com/ThinkSecure• Click on the “Encrypt” button.3. When the successful encryption window appears, click OK to confirm.4. Follow the procedures outlined in Method 1 for burning the <strong>files</strong> to a CD or DVD. When you add <strong>files</strong> to the disc,simply add the self-extracting archive that you have just created.5. Once the CD or DVD has been burned, pass it to the recipient. The password must be sent separately, either in anemail or verbally.To open encrypted Confidential <strong>and</strong> Strictly Confidential <strong>files</strong> on a CD or DVD using a non-Royal Mail Group computer:1. Insert the CD or DVD into the computer.2. Navigate to the self-extracting archive on the disc using Windows Explorer <strong>and</strong> double-click on it to launch theSymantec Endpoint Encryption Removable Storage Extractor window. Complete the fields as follows:• In the “Extract to” field type the name of the computer folder where the encrypted <strong>files</strong> are to be extracted to.Alternatively, click on the green arrow button to navigate to the required folder.• Enter the password that has been provided to you. It’s worth noting that you have five chances to get the passwordcorrect, after which a further attempt cannot be made for a period of five minutes.• Click on the “Extract” button.3. When the successful extraction window appears, click OK to confirm.4. Navigate to the computer folder that you extracted the <strong>files</strong> to. You can now open them as normal. When looking forthe extracted <strong>files</strong>, bear in mind that their names may be different to the encryptedself-extracting archive they came in. If you are unsure of the document names, contact the person who created thearchive.Need help?If you’re having difficulty with any of these steps, please contact the IT Helpdesk. For further information on howto protect information, visit www.myroyalmail.com/ThinkSecure.