No matter how conscientious you are, no matter how much physical security you provide for your laptop (or your desktop) the fact remains that the possibility of your computer being stolen is real. Once your computer has been stolen, there’s usually no way to determine if the data stored on your hard drive has been compromised or not. You may be among the lucky ones to have their stolen computer returned and still be the victim of data theft.
The easiest way to prevent a thief from making use of the data on your computer is to encrypt the data itself, or make the data invisible to anyone but yourself.
Here’s what Microsoft recommends for users of Windows XP…
This article describes how to encrypt a folder by using Encrypting File System (EFS).
Encryption is the process of converting data into a format that cannot be read by others. You can use EFS in Windows XP to automatically encrypt your data when it is stored on the hard disk.
The EFS feature is not included in Microsoft Windows XP Home Edition.
NOTE: You can encrypt files and folders only on volumes that use the NTFS file system.
- 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.
The folder becomes an encrypted folder. New files that you create in this folder are automatically encrypted. Note that this does not prevent others from viewing the contents of the folder. This prevents others from opening items in the encrypted folder. For example, if another user attempts to open a Microsoft Word document that has been created in the encrypted folder, the following message appears:
Word cannot open the document: Username does not have access privileges
(drive:\filename.doc)
If another user attempts to copy or move a document from the encrypted folder to another location on the hard disk, the following message appears:
Error Copying File or Folder
Cannot copy Filename: Access is denied.
Make sure the disk is not full or write-protected
and that the file is not currently in use.
(Source-MS kb 308989)
Encrypting a file or folder in Windows Vista is even easier, provided you have either the Business, Enterprise or Ultimate version installed. Users of Vista Home Premium or Basic will need to find an alternate method, which we’ll get to shortly.
In Vista…
To encrypt a folder or file
1.Right-click the folder or file you want to encrypt, and then click Properties.
2.Click the General tab, and then click Advanced.
3.Select the Encrypt contents to secure data check box, and then click OK.
NoteThe first time you encrypt a folder or file, you should back up your encryption certificate. If your certificate and key are lost or damaged and you do not have a backup, you won’t be able to use the files that you have encrypted.
To decrypt a folder or file
1.Right-click the folder or file you want to decrypt, and then click Properties.
2.Click the General tab, and then click Advanced.
3.Clear the Encrypt contents to secure data check box, and then click OK. (Source-Windows Help & How-to)
Since not everyone runs Windows, let’s take a moment to see how this is done on a Mac.
Encrypted data is thoroughly scrambled and can be unscrambled only with the correct password. The best encryption methods—known as strong encryption —make it essentially impossible to decrypt data, no matter how much trickery or brute force the thieves use.
Encrypted folders are particularly good if you carry your data around on a laptop. In the office, you can often copy confidential files to a secure server, and you have other security tools (like locked doors and server-based backup systems) to protect your data. When you’re carting your livelihood around in a shoulder bag, you’re better off building the security into it.
Fortunately, Mac OS X has some powerful built-in encryption tools. It has included FileVault—which encrypts your entire Home folder—since version 10.3. But few Mac owners use FileVault, and security experts agree that it’s overkill, because it’s clunky and less than foolproof, and because it’s kind of silly to encrypt all your music, photo, and video files along with your truly confidential documents.
Your Mac also includes a less blunt instrument: Disk Utility. With it, you can create encrypted disk images that act (in most respects) like regular folders, except for one big difference—they won’t mount unless you supply the correct password; when unmounted, they’re digitally scrambled. You can even set up such an encrypted folder to open automatically (with a password) whenever you restart or log in to your Mac. You can then put only the files you really need to protect into that encrypted folder, while leaving your iTunes and iPhoto libraries, browser cache files, and less sensitive documents alone.
Here’s how to create such a folder and set it to open only with the proper password. (You must be running OS X 10.4.)
Create your disk image
First, launch Disk Utility (/Applications/Utilities). Choose File: New: Blank Disk Image. Choose a maximum size for your folder; I use 4.7GB, so even if I fill up the disk image, I can still burn it to a DVD-R. Under Encryption, choose AES-128 (the only encrypted option). From the Format pop-up menu (near the bottom of the New Blank Image dialog box), choose Sparse Disk Image. Give your encrypted disk image a name in the Save As field, and choose a storage location on the hard disk. I called mine Cryptobaby.sparseimage and saved it in my Documents folder. When you’re done with all of that, click on the Save button.
Now it’s password time. When the Authenticate dialog box appears, choose a password. Many of us choose bad passwords—we use obvious words or number sequences that anyone with a bit of patience, intelligence, and password-cracking software could figure out.
That’s why you should press the key button next to the Password text box. Doing so will summon Apple’s Password Assistant, which will help you generate a good, strong password. In the Type menu, select Memorable (it uses combinations of words, numbers, and punctuation that are relatively easy to remember). You can create shorter or longer passwords by adjusting the Length slider; longer passwords are, obviously, more secure. If you don’t like the password in the Suggestion box, click on the down-arrow button to see more. Password Assistant will rate each suggestion in its Quality bar. You can provide your own passwords; Password Assistant will tell you what’s wrong with them in the Tips box. If you absolutely must, write down the password and store the paper in a secure place away from your laptop; otherwise, commit it to memory. Remember that if you lose the password, you’ll lose the data in the folder.
Once you’ve picked a password, verify it in the Verify box, deselect the Remember Password option, and click on OK. Disk Utility will save your new disk image wherever you specified, with the name you supplied.
Test your new disk image by double-clicking on it and supplying the password. It should appear as a new disk in the Finder sidebar, just like any other drive or removable disk. The only difference is that when you eject it, the disk image file remains on your hard drive, though no one can read or mount it without the password.
Encryption in action
Now that you’ve created your folder, it’s time to put files in it. Since it’s a working folder, not an inactive archive, you’ll be adding files to it all the time. Perhaps you just need to protect certain project folders; in that case, those are the only ones you need to copy into your disk image. Subfolders are fine; you just want to make sure you have everything you want to protect, and nothing you don’t, in one place. Once you’ve figured out which files to include, just open your new disk image and copy them into it.
Check that everything works. Eject and try to remount the virtual disk. Log out and back in. Open the files you copied into the virtual disk, to make sure they work properly. Once you’ve confirmed that your data is safe yet accessible, you can erase the unencrypted originals (or keep backups somewhere else). Choose Finder: Secure Empty Trash to make sure they’re really gone.
For maximum convenience, you can add the encrypted disk image file to your login items. That way, it’ll open and be available whenever you launch OS X. To do so, choose System Preferences: Accounts and select the Login Items tab. Click on the plus-sign (+) button, select the disk image, and click on Add. (You could also just drag the file from the Finder into the Login Items tab.) Now, whenever you restart or log in to your account, your Mac will ask for your decryption password; once you supply it, the virtual disk will mount. If you choose not to enter the password, you can continue working without mounting the disk image. If you do mount it, you can protect your files by ejecting it at any time—such as when you put your computer to sleep or step away from your desk.
Finally, make sure that whatever backup system you have includes your encrypted disk image, and that those backups are stored off-site. (Source-Derek K. Miller/macworld.com)
Encryption on a Gnu/Linux system is usually rather easy to accomplish but the methods change based on which version of which distribution you’re using. For that reason I won’t try to cover each method but will instead refer my Linux readers to this Sourceforge article.
For those running a version of Windows that doesn’t provide built-in encryption there are applications available online and in stores that will allow you to encrypt your files and folders. In some instances these applications are better than the options built into Windows. Some offer stronger encryption than provided by the operating system. For the most part these are shareware, programs that cost money to download and install, though some may offer free trial periods. If the data on your computer is sensitive enough to demand high security, I’d recommend a commercial product designed for just that task.
Following are a few examples of shareware applications:
New Software’s Folder Lock (free trial, $39.95 to buy) With Folder Lock, you can choose either to encrypt using 256-bit AES on-the-fly encryption or lock files, folders and drives anywhere on your computer. Each Locker can contain your encrypted files as well as your personal list of locked items.
Furthermore, Folder Lock’s options like hack monitoring, stealth mode, data shredding, history cleaning, auto protection, portable USB autoplay feature & virtual keyboard can enhance data security beyond anything ever achieved. In addition, a locker’s delete, move and rename are password protected to prevent data loss.
SecureIT Encryption Software 3.1.8 (free trial, $29.95 to buy) Cypherix’s Secure IT 2000 is a simple, easy to use, 448 bit encryption program that protects all your files and folders. Features Blowfish Encryption, a powerful, customizable file shredder, a Secure e-mail module and full command line support. Encrypts and protects daya on all media whether floppy disk, removable hard drive, zip drive or tape drive. Runs on all 32-bit/64-bit versions of Microsoft Windows.
Dekart Secrets Keeper 3.11 (30 day free trial, $24.00 to buy) File encryption software that combines hardware and biometric authentication with 256-bit AES encryption to protect users’ important documents and files on hard drives and portable media. With Secrets Keeper, companies eliminate data theft possibilities while meeting federal compliance regulations like Sarbanes-Oxley, GLBA, HIPAA. Tailored to satisfy an increasing global demand for encryption of endpoint equipment, such as desktop PCs, notebooks, USB flash drives, and different portable storage devices, Secrets Keeper ensures data security without long deployment procedures or personnel training.
None of the above software has been personally tested and I cannot vouch for their usefulness. They are provided solely as examples. Explore at your own risk.
One last suggestion on this topic for today.
One of the easiest and least expensive methods of file and folder security these days is to use a USB drive to store all your sensitive documents and audio/video libraries. Don’t even put these items on your hard drive. Entrust them to a USB drive and with the drive removed and safely in your pocket, no sensitive data is on your computer for anyone to steal. Remember, USB drives have a finite life, just so many read/write cycles. So be sure you have backup copies of anything stored on a USB drive.