■ For BIOS platforms administrators can choose between Sophos SafeGuard full disk encryption and BitLocker encryption managed by SafeGuard. The BIOS version comes with the BitLocker-native recovery mechanism.

Note: If SafeGuard Power-on Authentication or SafeGuard full disk encryption is mentioned in this manual, it refers to Windows 7 BIOS endpoints only.

■ For UEFI platforms BitLocker managed by Sophos SafeGuard (SafeGuard Easy) is the component for disk encryption. For these endpoints Sophos SafeGuard offers enhanced

Challenge/Response capabilities. For details on the supported UEFI versions and restrictions to SafeGuard BitLocker Challenge/Response support, please see the Release Notes at http://downloads.sophos.com/readmes/readsgeasy_7_eng.html

Note: Whenever the description only refers to UEFI, it is mentioned explicitly.

The table shows which components are available.

Windows 7 BIOS

Windows 7 UEFI

Windows 8 BIOS

Windows 8 UEFI

Windows 8.1 BIOS

Windows 8.1 UEFI

SafeGuard full disk encryption with SafeGuard

Power-on Authentication

(POA)

BitLocker with pre-boot authentication (PBA) managed by SafeGuard

SafeGuard C/R recovery for BitLocker pre-boot authentication (PBA)

YES

Note: SafeGuard C/R recovery for BitLocker pre-boot authentication (PBA) is only available on 64 bit systems.

SafeGuard full disk encryption with SafeGuard Power-on Authentication (POA) is the Sophos module for encrypting volumes on endpoints. It comes with a Sophos implemented pre-boot authentication named SafeGuard Power-on Authentication (POA) which supports logon options like smartcard and fingerprint and a Challenge/Response mechanism for recovery.

SafeGuard Easy

BitLocker with pre-boot authentication (PBA) managed by SafeGuard is the component that enables and manages the BitLocker encryption engine and the BitLocker pre-boot authentication.

It is available for BIOS and UEFI platforms:

■

The UEFI version additionally offers a SafeGuard Challenge/Response mechanism for BitLocker recovery in case users forget their PINs. The UEFI version can be used when certain platform requirements are met. For example the UEFI version must be 2.3.1. For details, see the

Release Notes.

The BIOS version does not offer the recovery enhancements by the SafeGuard Challenge /

Response mechanism and serves also as fallback option in case the requirements for the

UEFI version are not met. The Sophos installer checks whether the requirements are met, and if not automatically installs the BitLocker version without Challenge/Response.

User help

2 Sophos SafeGuard on Windows Endpoints

Sophos SafeGuard uses a policy-based encryption strategy to protect information on endpoints.

Data encryption and protection against unauthorized access are its main security functions. For end users Sophos SafeGuard is very easy and intuitive to use. The Sophos SafeGuard authentication system, SafeGuard Power-on Authentication (POA), provides powerful access protection and offers user-friendly support when recovering credentials.

Administration is carried out with the SafeGuard Policy Editor, which is used to create and manage security policies and to provide recovery functions. A Sophos SafeGuard protected computer receives policies in a configuration package created with the SafeGuard Policy Editor. The configuration package can be distributed with company distribution tools or manually on the computer.

The following modules are available for Sophos SafeGuard protected computers.

Note: Some of the modules/features are not included in all licenses. For information on what is included in your license, contact your sales partner.

■ SafeGuard full disk encryption

SafeGuard Power-on Authentication

User logon is performed immediately after you switch on the computer. After successful logon at SafeGuard Power-on Authentication you are automatically logged on to the operating system.

You can also deactivate SafeGuard Power-on Authentication. In this case user authentication is performed by the operating system.

Volume-based encryption

All data on volumes (including boot files, swap files, idle files/hibernation files, temporary files, directory information etc.) are encrypted transparently without the user having to change the normal operating procedure or consider security.

■ BitLocker with pre-boot authentication managed by Sophos SafeGuard

Sophos SafeGuard manages the Microsoft BitLocker encryption engine. On UEFI platforms

BitLocker pre-boot authentication comes with a SafeGuard Challenge / Response mechanism whereas the BIOS version allows to retrieve the recovery key from the SafeGuard Policy Editor.

■ SafeGuard Data Exchange

■

SafeGuard Data Exchange offers easy data exchange with removable media on all platforms without re-encryption.

File-based encryption.

■ All mobile writable media including external hard disks and USB memory sticks are encrypted transparently.

■ SafeGuard Cloud Storage

SafeGuard Cloud Storage offers file-based encryption of data stored in the cloud. It makes sure that local copies of your cloud data are encrypted transparently and remain encrypted when they are stored in the cloud.

SafeGuard Easy

Note: Some features described in this user help may not be available on your computer. This is because the features available depend on the policies set by your security officer.

User help

3 Security best practices

By following the simple steps described here, you can keep data on your computer secure and protected at all times.

Shut down your computer completely or put it into hibernation mode when it is not in use

On Sophos SafeGuard protected computers, encryption keys might be accessible to attackers in certain sleep modes where the computer's operating system is not shut down properly and background processes are not terminated completely. Protection is enhanced when the operating system is always shut down or hibernated properly.

When your computer is not in use or left unattended:

■ Avoid Sleep (Stand-by/suspend) mode as well as Hybrid Sleep mode. Hybrid Sleep mode combines hibernation and sleep.

■

Do not simply lock the desktop and switch off the monitor (or close the lid of your laptop), if this is not followed by a proper shut down or hibernation. Setting an additional prompt for a password when you resume working does not provide sufficient protection.

Always shut the computer down or put it into hibernation mode.

Note: It is important that the hibernation file resides on an encrypted volume. Typically it resides on C:\.

Follow these steps in particular when you use a laptop in public locations like airports.

When the computer is hibernated or shut down properly, SafeGuard Power-on Authentication is always activated the next time it is used, thus providing full protection.

Choose strong passwords

Strong passwords are a vital part of protecting your data. Use strong passwords, especially for securing the logon to your computer.

A strong password follows these rules:

■ It is long enough to be secure: A minimum of 10 characters is recommended.

■ It contains a combination of letters (upper and lower case), numbers and special characters/symbols.

■

It does not contain a commonly used word or name.

It is hard to guess but easy for you to remember and type accurately.

Change your passwords at regular intervals. Do not share them with anyone and do not write them down.

SafeGuard Easy

Ensure that all volumes have a drive letter assigned

Only volumes that have a drive letter assigned are encrypted. Consequently, volumes without a drive letter assigned may be abused to leak confidential data in plaintext.

To mitigate this threat:

■

If you find a volume without a drive letter assigned on your computer, contact your system administrator.

Do not change drive letter assignments.

User help

4 Key backup for recovery

For logon recovery, Sophos SafeGuard offers a Challenge/Response procedure (see Recovery with Challenge/Response or recovery key (page 68)) that allows information to be exchanged

confidentially.

To enable recovery with Challenge/Response, the required data has to be available to the helpdesk.

The data required for recovery is saved in specific key recovery files (.XML files).

When the Sophos SafeGuard configuration is applied to your computer the key recovery file is created automatically at a location specified by the security officer. If the security officer has not specified a file location, you are prompted to save the file manually.

The security officer can specify a file location for these files when creating the configuration package. Usually the file location is a shared path. The key recovery file is created automatically at this location.

If the specified file location is not accessible when Sophos SafeGuard tries to create the file, a balloon tip pops up, a message is written into the system event log and Sophos SafeGuard will try to save the file again later. If the security officer has not specified a file location, a dialog is displayed, prompting you to save the file manually.

If the security officer has specified a network share for the key recovery file and you are logged on to Windows with a local user account (for example, if the computer is not a domain member), you are prompted for a network share logon. Your security officer should provide you with the required user name and password.

Note: Save the file when prompted and make sure that the helpdesk has access to it. The file is encrypted and can be saved to any external media, which you then can provide to the helpdesk.

You can also send the file by e-mail. If you do not save the file, you are prompted to do so every time you restart your computer.

You can create a new key backup from the Sophos SafeGuard System Tray icon at any time.

Creating a new key recovery file may, for example, be necessary if existing key files have been corrupted or are no longer available to the helpdesk.

SafeGuard Easy

5 SafeGuard Power-on Authentication

SafeGuard Power-on Authentication (POA) requires you to authenticate before the computer's operating system is started. After you do this, Windows starts and you are logged on automatically.

The procedure is the same when the computer is switched back on from hibernation (Suspend to Disk).

SafeGuard POA look and feel

The look and feel of the SafeGuard POA can be customized according to your company's requirements. Your security officer does this in the policy settings in the SafeGuard Policy Editor.

The following adjustments are possible:

■ Logon image

The default logon image that is displayed in the SafeGuard POA is a SafeGuard design. This screen is customizable by policy to show your company logo, for example.

■ Dialog text

All text in the SafeGuard POA is displayed in the default language set in the Windows Regional and Language Options.You can change the language used in the POA by changing the default language. The language of the dialog text can also be specified by the security officer in a policy.

5.1 First logon after Sophos SafeGuard installation

If Sophos SafeGuard has been installed with SafeGuard Power-on Authentication, the startup procedure is different during the first system start after the installation of Sophos SafeGuard. A number of new start messages (for example, the autologon screen) are displayed because Sophos

SafeGuard has been incorporated into the startup procedure. Afterwards, the Windows operating system starts.

When you log on for the first time after installation, you must first log on successfully to Windows as usual using your credentials. Afterwards, you are registered as a Sophos SafeGuard user.

This registration process is required to make sure that your credentials are recognized in the POA the next time the system is started.

After successful registration, a tool tip informing you of this is shown on your computer.

When you restart the computer, the SafeGuard POA is activated. From now on, you enter your

Windows credentials at the SafeGuard POA. You are then logged on to Windows automatically without any further password entry (if automatic logon to Windows is activated).

You can log on at the SafeGuard POA by using your user name and password.

Note: The settings for the computers which Sophos SafeGuard is installed on are defined by the security officer in the SafeGuard Policy Editor and distributed to the endpoints in policy files.

User help

5.1.1 First logon procedure

This section describes the procedure for the first logon to your computer after Sophos SafeGuard has been installed. The procedure will only correspond to the one described here if the SafeGuard

POA has been installed and activated for your computer.

1. The computer starts, and the Sophos SafeGuard Autologon dialog is displayed.

An autouser is logged on.

2. The Windows logon dialog is displayed.

Sophos SafeGuard offers the Sophos SafeGuard and the Windows Vista/Windows 7 authentication method.

3. Windows provides two icons for each authentication method:

■

Click the icon with Other User below it to you open a dialog for entering credentials.

Click the second icon (with a user name displayed below it) to open a dialog that contains the user information of the last user who has logged on to the system. You only have to enter the password.

If your user name is displayed below a Sophos SafeGuard icon, select the relevant icon. If this is not the case, select the icon with Other User below it.

4. Enter your Windows user credentials as usual.

The next time the system is started you only have to enter your Windows user credentials

(user name and password) in the SafeGuard POA and you are logged on automatically.

You must restart the computer to activate SafeGuard Power-on Authentication fully. After the restart, the SafeGuard POA protects your computer against unauthorized access.

5.2 Logging on at the SafeGuard Power-on Authentication

After successful activation of the SafeGuard Power-on Authentication (initial synchronization and restart), you log on by entering your Windows user credentials in the SafeGuard POA logon dialog.

You are logged on to Windows automatically.

Note: You can deactivate automatic logon to Windows by pressing the Options >> button in the logon dialog and clearing the Pass through logon to Windows check box. Deactivating the automatic logon is, for example, necessary to enable other users to use SafeGuard Power-on

Authentication on the computer (see Register further Sophos SafeGuard users

(page 14)). The security officer defines, in the relevant policies, whether logon pass-through to Windows is activated or deactivated and whether you are allowed to change this setting in the logon dialog.

Logon delay on failed logon attempt

If logon at the SafeGuard Power-on Authentication fails, for example, due to an incorrect password, an error message is displayed, and a delay is imposed before the next logon attempt. The delay period is increased with each failed logon attempt. Failed attempts are logged.

SafeGuard Easy

Machine lock

After a set number of failed logon attempts, your computer will be locked. To unlock your computer,

initiate a Challenge/Response procedure, see Recovery with Challenge/Response or recovery key

(page 68).

5.2.1 Logon recovery

For logon recovery for example, if you have forgotten your password, Sophos SafeGuard offers different options that are tailored to different recovery scenarios. The recovery methods available on your computer depend on the settings specified by the security officer. For further information, see

Recovery options (page 59).

5.3 Register further Sophos SafeGuard users

To allow another Windows user to log on to your computer at the SafeGuard Power-on

Authentication:

1. Switch on the computer.

The SafeGuard POA logon dialog is displayed. The second Windows user cannot log on at the SafeGuard POA because they do not have the necessary keys and certificates.

2. Enter your SafeGuard POA credentials.

3. In the SafeGuard POA logon dialog, click Options and clear the Pass through to Windows check box. Log on with your credentials as the computer's owner.

The Windows logon dialog is displayed, prompting the second user to log on.

4. The second user enters their Windows credentials.

5. An entry for the second user is created in the Sophos SafeGuard system core.

The next time the computer is started, the second user can log on at the SafeGuard Power-on

Authentication.

5.4 Temporary password in the SafeGuard POA

Sophos SafeGuard allows you to change the password temporarily in the SafeGuard POA.

Changing the password temporarily is recommended if you suspect that somebody has watched you enter your password.

Example: You start your notebook in a public place, for example at the airport. You think that somebody watched you enter your password at the SafeGuard POA. Since you are not connected to Active Directory (AD), you cannot change your Windows password.

Solution: You temporarily change your SafeGuard POA password, thereby ensuring that no unauthorized person knows your password. As soon as you are connected to AD again, you are automatically prompted to change the temporary password.

1. In the SafeGuard POA logon dialog, enter the existing password.

User help

2. Press F8.

Note: If you do not enter the existing password before you press F8, the system interprets this as a failed logon, and an error message is displayed.

3. In the dialog, enter the new password and confirm it.

The system reminds you that the password change is only temporary.

4. Click OK.

Note: If you cancel this dialog, you will be logged on with your old password.

The Windows logon dialog is displayed.

Note: Logon will not be passed through to Windows, even if your system is configured that way. Enter the "old password" here. The temporary password is only valid for logging on at the SafeGuard POA.

5. Click OK.

You are logged on to Windows.

For logging on at the SafeGuard POA, you can now only use the temporarily password. The temporary password is valid until the password is changed at the Windows logon. Only after you do that logon can be passed through from SafeGuard POA to Windows again.

Changing the temporary password

The password changed temporarily in the SafeGuard POA has to be changed later to synchronize passwords again.

When you log on to Windows, Sophos SafeGuard automatically prompts you to change your password as soon as you are connected to Active Directory again.

You can close the dialog prompting you to change the password without actually changing the password. In this case, the dialog is shown each time you log on until you change the password.

Note: The SafeGuard POA password can also be changed temporarily while you are connected to Active Directory. In this case, the dialog for changing the password is shown immediately after changing the password temporarily in the SafeGuard POA. You can close this dialog without any changes and use the "old password" for logging on. You can change the password later.

5.5 Virtual keyboard

At the SafeGuard POA, you can show/hide a virtual keyboard on the screen, and click the on-screen keys to enter credentials, etc.

Prerequisite: The security officer has activated the display of the virtual keyboard by policy.

To show the virtual keyboard in the SafeGuard POA, click Options >> in the SafeGuard POA logon dialog, and select the Virtual Keyboard check box.

The virtual keyboard supports different layouts. It is also possible to change the layout using the

same options used for changing the SafeGuard POA keyboard layout, see Keyboard layout

(page

16).

SafeGuard Easy

5.6 Keyboard layout

Almost every country has its own keyboard layout. The keyboard layout in the SafeGuard POA is very important when entering user names, passwords, and response codes.

By default, Sophos SafeGuard adopts the keyboard layout which is set in Windows' Regional and

Language Options for the Windows default user at the time that Sophos SafeGuard is installed.

If “German” is the keyboard layout set under Windows, the German keyboard layout will be used in the SafeGuard POA.

The language of the keyboard layout being used is displayed in the SafeGuard POA, for example

"EN" for English. Apart from the default keyboard layout, you can also use the US keyboard layout

(English).

5.6.1 Change the keyboard layout

The SafeGuard Power-on Authentication keyboard layout (including the virtual keyboard layout) can be changed.

1. Select Start > Control Panel > Regional and Language Options > Advanced.

2. On the Regional Options tab, select the required language.

3. On the Advanced tab, under Default user account settings, activate Apply all settings to

the current user account and to the default user profile.

4. Click OK.

The SafeGuard POA recognizes the keyboard layout used for the last successful logon and automatically enables it for the next logon. This requires two restarts. If the previous keyboard layout is deselected in the Regional and Language Options, it is still maintained unless you select a different one.

Note: You must also change the language of the keyboard layout for non-Unicode programs.

If the language you want is not available on your system, Windows may prompt you to install it.

After you have done so, you need to restart your computer twice so that, first, the new keyboard layout can be read in by the SafeGuard POA and, secondly, the POA can set the new layout.

You can change the required keyboard layout for the SafeGuard POA by using the mouse or keyboard (Alt+Shift).

To see which languages are installed and available on your system, select Start > Run > regedit:

HKEY_USERS\.DEFAULT\Keyboard Layout\Preload .

5.7 Supported hotkeys/function keys in the SafeGuard

Power-on Authentication

Certain hardware functionality and settings can lead to problems when starting computers, causing the system to no longer respond. The SafeGuard Power-on Authentication supports a number of hotkeys for modifying these hardware settings and deactivating functionality. Furthermore, a greylist of hardware settings and functionalities that are known to cause these problems is integrated in the .msi file installed on the computer.

User help

We recommend that you install an updated version of the SafeGuard POA configuration file before any significant deployment of Sophos SafeGuard. The file is updated on a monthly basis and made available to download from here: http://www.sophos.com/en-us/support/knowledgebase/65700.aspx

You can customize this file to reflect the hardware of a particular environment.

Note: When you define a customized file, this will be used instead of the one integrated in the

.msi file. Only when no SafeGuard POA configuration file is defined or found will the default file be applied.

To install the SafeGuard POA configuration file, enter the following command:

MSIEXEC /i <Client MSI package> POACFG=<path of the SafeGuard POA configuration file>

The SafeGuard Power-on Authentication also supports a number of function keys.

5.7.1 Hotkeys

Shift-F3 = USB Legacy Support (on/off)

Shift-F4 = VESA graphic mode (off/on)

Shift-F5 = USB 1.x and 2.0 support (off/on)

Shift-F6 = ATA Controller (off/on)

Shift-F7 = USB 2.0 support only (off/on) USB 1.x support remains as set by Shift-F5.

Shift-F9 = ACPI/APIC (off/on)

Hotkeys dependency matrix

Shift - F3 off on off on off on off on

Shift - F3 off off on on off off on on

Shift - F7 off off off off on on on on

Legacy on off on on on off on on

1. Shift - F5 disables both USB 1.x and USB 2.0.

USB 1.x

on on off off on on off off

USB 2.0

on on off off off off off off

Comment

Default

1., 2.

SafeGuard Easy

Note: Pressing Shift - F5 during startup will considerably reduce the time it takes to launch the SafeGuard POA. However, if your computer uses a USB keyboard or USB mouse, they might be disabled when pressing Shift - F5.

The SafeGuard POA may use the USB keyboard via BIOS SMM. There is no USB token support.

2. If no USB support is active, the SafeGuard POA tries to use BIOS SMM instead of backing up and restoring the USB controller. The Legacy mode may work in this scenario.

3. Legacy support is active, USB is active. The SafeGuard POA tries to back up and restore the

USB controller. The system might hang depending on the BIOS version used.

Note: The changes that can be carried out using the hotkeys may already have been specified during Sophos SafeGuard Client installation using an .mst

file.

When you change hardware settings by using the hotkeys in the SafeGuard POA, a dialog is displayed prompting you to save the changed settings. This dialog shows an overview of the configuration that will be saved. To save your changes, click Yes. When you restart your computer, the new settings become active. If you click No, your changes are not saved, and the old configuration remains active when you restart your computer.

By pressing F5 in any SafeGuard POA dialog, you can open a dialog showing the hotkeys configuration used to start the SafeGuard POA. If hotkeys were changed during the startup, the relevant key states will be shown in blue. Blue means that the key was used in this state to start the SafeGuard POA, but it has not been saved yet. Unchanged values are shown in black. To close the dialog, press F5 again or press Return.

For details see http://www.sophos.com/en-us/support/knowledgebase/107785.aspx

5.7.2 Function keys in the logon dialog

Note: The function keys are not hotkeys.

F2 = abort Autologon.

F5 = displays a dialog showing the hotkey configuration used to start the SafeGuard POA.

F8 = change password in the SafeGuard POA. Use instead of the Enter key to trigger a password change in the SafeGuard POA after logging on.

Alt + Shift (left-hand Alt and left-hand Shift keys) = change keyboard from German to English

(or the reverse).

Cancel and prepare SafeGuard POA for shutdown

Ctrl + Alt + Del = if authentication has failed but you need to shut down the computer safely. This key combination has the same function as the Shutdown button.

Note: If fingerprint logon is activated, you can use Ctrl + Alt + Del to change to the SafeGuard

POA dialog for logging on with a user name and password. For further information on fingerprint logon, see

Logging on with the Lenovo Fingerprint Reader (page 24).

User help

5.8 Password synchronization

Sophos SafeGuard automatically detects when the Windows password has been changed and no longer corresponds to the stored one. This may happen if the Windows password has been changed through a VPN, on another computer, or in Active Directory.

If Sophos SafeGuard detects this situation, you are informed and prompted to enter the old password. Afterwards, the password stored by Sophos SafeGuard is updated with the new

Windows password.

Password synchronization takes place in two different situations:

■ During the logon process.

■ During a Windows lock/unlock procedure.

SafeGuard Easy

6 Logging on to Windows

Sophos SafeGuard offers an additional authentication method under Windows.

If you clear the Pass through logon to Windows check box in the logon dialog of the SafeGuard

Power-on Authentication, the Windows logon dialog is displayed. In this dialog, you can also select a different authentication method.

Note: Using a different authentication method does not mean that Sophos SafeGuard is inactive on your computer. In this case, the logon at Sophos SafeGuard is not done during the Windows logon but after the Windows logon.

6.1 Log on with Sophos SafeGuard

Usually, you are automatically logged on to Windows after entering your password at the SafeGuard

Power-on Authentication (POA). If you clear the Pass through logon to Windows check box in the SafeGuard POA logon dialog, and use the Sophos SafeGuard method for logging on to

Windows, Sophos SafeGuard is available with its complete functionality after you log on to

Windows.

The required keys are available, and all data is encrypted and decrypted according to the policies defined.

6.2 Log on with the Windows authentication method

In the Windows logon dialog, you can select an alternative authentication method for logging on to Windows instead of the Sophos SafeGuard authentication method.

If you use the Windows authentication method, the logon to Sophos SafeGuard is performed after the logon to the operating system.

After logging on to Windows, the Sophos SafeGuard authentication application is started automatically, if necessary, to achieve full Sophos SafeGuard functionality.

Depending on the logon settings in central administration, either a dialog for entering user credentials or a PIN entry dialog is displayed.

1. Enter your credentials or the PIN, and click OK.

Now the Sophos SafeGuard functionality is available and you can, for example, access encrypted data, if you have the necessary key.

User help

7 Logging on with non-cryptographic smartcards or tokens

There are two possible types of logon with non-cryptographic smartcards or tokens:

■ Logon is only allowed with smartcards or tokens.

■ Logon on is allowed either with user name and password or with smartcard or token.

The security officer defines the allowed logon type in a policy.

Note: Sophos SafeGuard handles smartcards and tokens in the same way. So the terms "token" and "smartcard" mean the same in the product and the manual. In the following sections, the term

"token" is used.

7.1 First logon with token after installation

The first logon with a token is identical to the logon procedure without a token.

If a token with your user credentials is available, you can use it to log on to Windows by entering the token PIN.

Note: We recommend that you configure your token with Windows user credentials (see

Store

Windows user credentials on your token (page 21)) before you restart the computer. The security

policies that apply to you may require using a token at the SafeGuard POA. If your token does not contain your credentials, you cannot log on at the SafeGuard Power-on Authentication.

7.2 Store Windows user credentials on your token

If your token does not contain your Windows user credentials, you can store them on the token yourself.

Note: We recommend that you configure your token during the first logon. The security policies that apply to you may require using a token at the SafeGuard POA. If your token does not contain any user information, you cannot log on at the SafeGuard Power-on Authentication.

1. During the first logon after installation, connect your token with the system when the Windows logon dialog is displayed.

If the system detects an empty token, the Issue Token dialog is displayed automatically.

2. Enter your Windows user name and password.

3. Confirm your password.

4. Select or enter the domain, and click OK.

The system tries to log you on to Windows using the data entered. If logon is successful, the data is written to the token.

You are logged on to Windows.

SafeGuard Easy

If token logon is defined as optional for your user (that is you have already logged on once at the

SafeGuard POA with your user name and password), you can also issue the token later.

To do so, click Options in the SafeGuard POA logon dialog and clear the Pass through to

Windows check box. The Windows logon dialog is displayed, and you can store your credentials on the token as described.

7.3 SafeGuard POA logon with token

Prerequisites: Make sure that USB support is activated in the BIOS. Token support has to be initialized, and the token has to be issued for you.

1. Plug in the token.

2. Switch on the computer.

The dialog for token logon is displayed.

Note: If your policy allows you to log on with your user credentials and you disconnect the token, you are prompted to enter your user credentials for logging on. If the dialog for logging on with a user ID and password is not displayed, you can only log at the SafeGuard Power-on

Authentication with a token.

3. Enter your token PIN.

You are logged on at the SafeGuard Power-on Authentication and to Windows as well (if the

Pass through to Windows check box is selected in the logon dialog).

7.4 Change the PIN

You can change your token PIN in the Windows logon dialog.

If Pass through to Windows is selected at the SafeGuard Power-on Authentication (POA), the

Windows logon dialog is usually not displayed. To display the Windows logon dialog, you have to clear this option during SafeGuard POA logon.

Note: You are automatically prompted to change the PIN if the security officer has defined rules requiring a PIN change (for example, at specific time intervals).

1. In the PIN dialog for Windows logon, select the Change PIN check box.

2. Enter your token PIN and click OK.

The PIN Change dialog is displayed.

3. Enter the new PIN and confirm it.

4. Click OK.

The token PIN is changed and Windows logon continues.

User help

7.5 Token logon recovery

If you have forgotten your PIN, you can regain access to your computer with one of the following recovery methods:

■

Recovery with Local Self Help, see Recovery with Local Self Help

(page 60).

■ Recovery with Challenge/Response, see

Recovery with Challenge/Response or recovery key

(page 68).

The recovery methods available on your computer depend on the settings specified by the security officer.

To initiate recovery, click the Recovery button in the token logon dialog.

7.6 Unblock tokens

If you enter your PIN incorrectly several times, your token is blocked. The security officer can configure Sophos SafeGuard to display the Unblock Token dialog in this case.

The security officer has to provide you with the administrator PIN defined for your token.

1. In the Unblock Token dialog, enter the administrator PIN.

2. Enter a new PIN and confirm it.

The PIN you enter is subject to the rules defined for PINs (for example, specific character combinations may be required, PINs already used may be banned from being used again).

3. Click OK.

The token is unblocked and logon continues.

Note: If this function is not available on your computer, you can regain access to your computer with Challenge/Response. But you cannot change the PIN or your user credentials with

Challenge/Response.

SafeGuard Easy

8 Logging on with the Lenovo Fingerprint

Reader

Note: Logon with the Lenovo Fingerprint Reader is only supported for Windows 7 (BIOS) endpoints.

Users must remember many different passwords and PINs in order to access their computers, applications, and networks. With a fingerprint reader, all you need to do is swipe your finger over the reader to log on instead of using a password.

You cannot lose or forget your credentials. Nor can any unauthorized individuals guess this information. Using fingerprint readers thus simplifies the logon process and increases security.

Sophos SafeGuard supports fingerprint logon for SafeGuard Power-on Authentication as well as the Windows logon phase. For example, you can log on to a Lenovo notebook simply by swiping your finger over the fingerprint reader integrated into the notebook. The rest of the logon procedure then runs automatically. You can also lock and unlock your desktop in Windows by swiping your finger over the fingerprint reader.

Fingerprint readers are integrated directly into certain Lenovo notebooks. However, you can also use an external USB keyboard for a fingerprint logon.

Note:

■ Only one fingerprint reader may be connected to a computer at any given time.

■

Token and fingerprint logon procedures cannot be combined on the same computer.

Remote fingerprint logon is not supported.

8.1 Requirements

The following requirements must be satisfied in order to use fingerprint logon:

General requirements

■

Lenovo hardware

Lenovo Fingerprint Reader in the notebook or a USB keyboard with a fingerprint reader

The latest BIOS (recommended)

Sophos SafeGuard

The recommended vendor-specific software version must be installed before Sophos

SafeGuard:

■ ThinkVantage Fingerprint for AuthenTec

User help or

■ ThinkVantage Fingerprint for UPEK.

■ The security officer must have activated fingerprint logon by policy.

System requirements

■ Windows 7, SP1

■ Windows 8.0 or Windows 8.1

Supported hardware

For information on supported fingerprint logon hardware, refer to http://www.sophos.com/en-us/support/knowledgebase/108789.aspx

Supported software

For information on supported fingerprint software, refer to http://www.sophos.com/en-us/support/knowledgebase/111626.aspx

8.2 Enroll fingerprints

In order to log on to your notebook/PC with a fingerprint, you must first enroll one or more fingerprints using the recommended vendor-specific software. The enrollment process links your enrolled fingerprint with your credentials (user name and password).

Prerequisites: The following procedure assumes that both the recommended vendor-specific software and Sophos SafeGuard are installed.

1. Log on at the SafeGuard Power-on Authentication (POA) by entering your user name and password.

2. Register one or more of your fingerprints by using the installed vendor-specific software. This registration links your fingerprint with your Windows credentials.

a) Refer to the documentation for the ThinkVantage Fingerprint software for instructions on how to enroll a fingerprint.

b) Enable the option POA password in BIOS. (UPEK only. For AuthenTec this step is not necessary) c) To use fingerprint logon in the SafeGuard POA, you first have to log on to Windows once with your fingerprint to transfer your credentials to the fingerprint reader. For UPEK you only have to swipe an enrolled fingerprint over the fingerprint reader. For AuthenTec you also have to enter your Windows password at first logon.

3. Restart your PC/notebook.

4. To test your enrolled fingerprint, swipe your finger over the fingerprint reader after restarting the computer.

If your fingerprint matches the enrolled one, you are automatically logged on to Windows.

SafeGuard Easy

8.3 Logging on to SafeGuard Power-on Authentication with a fingerprint

Prerequisites:

■ The security officer must have set up the fingerprint option in the relevant Authentication policy.

■ You must have enrolled one or more fingerprints.

1. Restart your computer.

The SafeGuard POA dialog for logging on with a fingerprint is displayed.

2. Swipe one of your enrolled fingers over the reader.

If the software recognizes your fingerprint, SafeGuard Power-on Authentication reads your credentials and sends them to Windows.

The logon procedure uses icons with short text messages as prompts, notifications, and warnings (see

Icons used in the logon process

(page 26)).

You are automatically logged on to Windows without any further requests for your data.

Note:

■

If the enrollment process in Windows was not completed successfully (for example, after enrolling fingerprints, you have not logged off from and logged on again to Windows) a match with the fingerprints enrolled will be found in the SafeGuard POA.

However, there will not be any credentials. In this case, an error message is displayed, prompting you to log on with your user name and password, although this does not pass you through to Windows. Your credentials are transferred to the fingerprint reader.

■

In the policies that apply to you, the security officer specifies whether pass-through to Windows has been enabled or disabled and whether you can change these settings in the SafeGuard

POA dialog for logging on with a user name and password (see Log on with a user name and password

(page 29)).

8.3.1 Icons used in the logon process

When you log on at the SafeGuard Power-on Authentication with a fingerprint, the system uses icons as prompts, notifications, and warnings. These icons are displayed during the logon process, along with a short text message.

Prompts you to swipe your finger over the fingerprint reader.

User help

Indicates that fingerprint logon is not currently enabled. This can occur, for example, if the fingerprint logon module has not yet been initialized.

Indicates that the fingerprint reader is working and is busy.

Indicates that the fingerprint was read successfully and a match was found.

Indicates that the fingerprint was read successfully, but no match was found.

Indicates that the fingerprint could not be read. Swipe your finger across the fingerprint reader again.

Indicates that you have placed your finger too far to the left (or too far to the right). Move your finger to the center of the fingerprint reader.

Indicates that your finger swipe was too skewed.

Swipe your finger across the fingerprint reader again.

SafeGuard Easy

Indicates that you moved your finger too fast. Swipe your finger across the fingerprint reader again.

Indicates that your finger swipe was too short. Swipe your finger across the fingerprint reader again.

8.3.2 Failed logon attempts

If the system is unable to read your fingerprint after five attempts, it considers this to be a failed logon attempt and logs it as an event. In this case, a logon delay goes into effect.

If the system was able to read your fingerprint without errors, but did not find a match with the registered fingerprint after five attempts, it also considers this to be a failed logon attempt and logs it as an event. In this case, a logon delay also goes into effect.

The logon delay period increases with every failed logon attempt.

User help

8.3.3 Log on with a user name and password

Even if fingerprint logon is enabled, you can still log on at the SafeGuard Power-on Authentication with your user name and password, for example, if your fingerprint reader does not work.

1. Press the Esc key or Ctrl+Alt+Del in the SafeGuard POA dialog for logging on with a fingerprint.

The SafeGuard POA dialog for logging on with a user name and password is displayed.

Note: If you press Ctrl+Alt+Del in the SafeGuard POA dialog for logging on with a user name and password, the computer shuts down. In this dialog, Ctrl+Alt+Del corresponds to the

Shutdown button.

The SafeGuard POA dialog for logging on with a user name and password is also displayed automatically if a fingerprint reader is unavailable or if the system does not find any user data on the fingerprint reader.

Note: Logging on with a user name and password is also enabled automatically if the local cache is corrupt. If this happens, your computer will be locked, and you must log on using a

Challenge/Response procedure.

2. Optionally, press Esc again to return to the SafeGuard POA dialog for logging on with a fingerprint.

If you pressed Esc to switch to the SafeGuard POA dialog for logging on with a user name and password, you can still log on by swiping your finger over the fingerprint reader without having to return to the SafeGuard POA fingerprint logon dialog first.

8.4 Changing your password

1. If fingerprint logon is enabled in SafeGuard Power-on Authentication, you can change your password in Windows by pressing Ctrl+Alt+Del.

When you change your password, the system prompts you to swipe your finger over the fingerprint reader in order to transfer your new password to the fingerprint reader.

Note: Whenever you change your password, the change applies to all your enrolled fingerprints.

8.4.1 Synchronize your password

If your Windows password no longer matches the password stored on the fingerprint reader, for example in cases where you changed your password, but the new password was not transferred to the fingerprint reader, you can synchronize your password:

1. Restart your computer.

2. Press the Esc key or Ctrl+Alt+Del in the SafeGuard POA dialog for logging on with a fingerprint.

The SafeGuard POA dialog for logging on with a user name and password is displayed.

3. Click Options, and clear the Pass through logon to Windows check box.

Note: In the policies that apply to you, the security officer specifies whether pass-through to

Windows has been enabled or disabled and whether you can change these settings in the

SafeGuard POA dialog for logging on with a user name and password.

SafeGuard Easy

4. Log on with your password.

5. The Windows logon dialog is displayed. Swipe one of your enrolled fingers over the fingerprint reader.

6. The system recognizes the fingerprint, but Windows rejects the password linked to the fingerprint. This is not viewed as a failed logon attempt, however, so no logon delay goes into effect.

A message indicating that the password was changed is displayed, and the system prompts you to enter your current Windows password.

7. Enter the correct Windows password.

Note: If you enter an incorrect Windows password here, a failed logon attempt is logged, and a logon delay goes into effect. If you close the input prompt without entering a password, a failed logon attempt is likewise logged, and a logon delay goes into effect.

A successful transfer of the password completes the password synchronization process and you can then use the password for your logon.

8.5 Fingerprint logon recovery

If fingerprint logon does not work and you have forgotten the password required to log on, Sophos

SafeGuard offers the following recovery methods:

■

Recovery with Local Self Help (page 60).

■

Recovery with Challenge/Response or recovery key

(page 68).

The recovery methods available on your computer depend on the settings specified by the security officer.

To initiate recovery, click the Recovery button in the fingerprint logon dialog.

Note: Due to a recovery procedure, you may have to change your password, when you start your computer, for example if you have forgotten your password. In this case, the system also offers to update your fingerprint credentials.

User help

9 Disk encryption

For disk encryption, Sophos SafeGuard offers the following depending on the operating system in use on the endpoints:

■ Windows 7 endpoints:

■

SafeGuard full disk encryption with SafeGuard Power-on Authentication, see

SafeGuard full disk encryption (page 31).

BitLocker Drive Encryption with Windows logon, see

BitLocker Drive Encryption (page 33).

■ Windows 8 endpoints: BitLocker Drive Encryption with Windows logon, see

BitLocker Drive

Encryption

(page 33).

9.1 SafeGuard full disk encryption

Sophos SafeGuard provides transparent full disk encryption in a volume-based manner. In the security policies, your security officer defines the volumes that are to be encrypted.

9.1.1 Transparent encryption

The files on an encrypted volume are encrypted transparently. You do not see any prompts for encryption or decryption when opening, editing, and saving files. When you open the files, they are decrypted and you can edit them. When you close or save the files, they will be encrypted again.

If you copy or move files (also with Save as) from an encrypted volume to an unencrypted file location on your computer, they are decrypted. The files are stored in the new file location in plaintext.

9.1.2 Initial encryption

After the first encryption policy has been deployed to your computer, initial encryption is performed according to the policy received. Depending on the encryption policy settings, initial encryption is started automatically or you have to start it manually.

Note: During initial encryption of the system partition (that is the partition where the hiberfil.sys

file is located) do not hibernate the computer. After initial encryption of the system partition is completed, restart the computer to make sure that hibernation works properly again.

9.1.3 Volume-based full disk encryption

On a Sophos SafeGuard protected computer, an automatically generated computer key is used for volume-based data encryption.

SafeGuard Easy

If a policy specifying an encryption of this type applies to your computer, the data is encrypted automatically. No further keys can be added to the volume.

During the encryption process, an Encryption Viewer shows the encryption progress of the volume to be encrypted. If available, it also shows existing encrypted volumes. The Encryption Viewer is shown in minimized view on the Windows taskbar. You can open it by clicking the icon. If you want the Encryption Viewer minimized, you can request a notification that encryption has been completed by selecting Show notify before close. The viewer automatically closes when encryption is complete. You can use the encrypted volume like any unencrypted volume on your computer.

Note:

■ Volume-based encryption/decryption is not supported for volumes without a drive letter assigned.

■ For Windows 7 Professional, Enterprise and Ultimate, a system partition is created on endpoints without a drive letter assigned.This system partition cannot be encrypted by Sophos SafeGuard.

■

If an encryption policy exists for a volume or a volume type and encryption of the volume fails, the user is not allowed to access it.

Endpoints can be shut down and restarted during encryption/decryption.

■

If decryption is followed by an uninstallation, we recommend that the endpoint is not suspended or hibernated during decryption.

If after volume encryption a new policy is applied to an endpoint that allows decryption, the following applies: After a complete volume-based encryption, the endpoint must be restarted at least once before decryption can be started.

Note:

In contrast to SafeGuard BitLocker Drive Encryption, SafeGuard volume-based encryption does not support GUID partition table (GPT) disks. Installation will be aborted if such a disk is found.

If a GPT disk is added to the system later, volumes on the disk will get encrypted. Please be aware that the SafeGuard recovery tools - such as BE_Restore.exe and recoverkeys.exe - cannot handle such volumes and Sophos strongly recommends to avoid encrypting GPT disks. To decrypt volumes that were accidentally encrypted, please change your SGN policies accordingly and have the user decrypt them.

9.1.4 Volume access restrictions

Sophos SafeGuard denies access to volumes in the following cases:

Volumes with failed encryption

If a policy exists that specifies that a volume or a volume type is to be encrypted, and the encryption process fails, access to the volume is denied.

When you try to access the volume, a relevant message is displayed.

Unidentified File System Objects

Unidentified File System Objects are volumes that cannot be clearly identified as plaintext or encrypted by Sophos SafeGuard.

User help

If a policy exists that specifies that a volume of this type is to be encrypted, access to this volume is denied. When you try to access the volume, a relevant message is displayed.

If there is no encryption policy for an Unidentified File System Object, you can access the volume.

9.2 BitLocker Drive Encryption

BitLocker Drive Encryption is a full disk encryption feature with pre-boot authentication that is included in Windows operating systems. It is designed to protect data by providing encryption for boot and data drives. Sophos SafeGuard manages BitLocker Drive Encryption and provides additional features.

9.2.1 Encryption policies for BitLocker

A security officer can create a policy for encryption in the SafeGuard Policy Editor and distribute it to BitLocker endpoints where it is executed. It triggers the BitLocker encryption of the volumes specified.

9.2.2 Authentication with BitLocker

BitLocker offers a range of authentication options. The security officer can set the various logon modes in a policy in the SafeGuard Policy Editor and distribute it to BitLocker endpoints.

The following logon modes exist for Sophos SafeGuard BitLocker users:

■ TPM

■

TPM + PIN

TPM + Startup Key

Startup Key only (without TPM)

Password (without TPM)

You must provide these credentials when you start your BitLocker endpoint.

Trusted Platform Module (TPM)

The TPM is a smartcard-like module on the motherboard performing cryptographic functions and digital signature operations. It can create, store and manage user keys. It is protected against attacks.

Startup Key on USB memory stick

The external keys can be stored on an unprotected USB memory stick. You must insert the USB memory stick for authentication at startup.

SafeGuard Easy

9.2.3 Encryption on a BitLocker-protected computer

Before encryption starts, the encryption keys are generated by BitLocker. Depending on the system used the behavior differs slightly.

Endpoints with TPM

Your security officer can define TPM, TPM + PIN,TPM + Startup Key, Startup Key or Password as the logon mode for BitLocker. If a logon mode with TPM is set, BitLocker stores its own encryption keys in a hardware device called the Trusted Platform Module (TPM) security hardware.

The keys are not stored on the computer’s hard disk. The TPM must be accessible by the basic input/output system (BIOS) during startup. When you start your computer, BitLocker will get these keys from the TPM automatically.

Endpoints without TPM

If your computer is not equipped with a TPM, you will either be prompted for a password or asked to create a BitLocker startup key using a USB memory stick to store the encryption keys. A dialog appears displaying valid target drives on which to store the startup key. You will have to insert the memory stick each time you start the computer.

Note: For boot volumes it is essential that you have the startup key available when you start your endpoint. Therefore the startup key can only be stored on removable media.

For data volumes the BitLocker startup key can be stored on a boot volume that is already encrypted. This will be done automatically, if the security officer specified Auto-Unlock as the logon mode for non-boot volumes. Otherwise, select a removable media device that is displayed under Valid target drives as storage location.

BitLocker recovery keys

For BitLocker recovery, Sophos SafeGuard offers a Challenge/Response procedure that allows information to be exchanged confidentially and the BitLocker recovery key to be retrieved from

the helpdesk, see Challenge/Response for BitLocker users

(page 71) and BitLocker recovery key

(page 72).

To enable recovery with Challenge/Response, the required data has to be available to the helpdesk.

The data required for recovery is saved in specific key recovery files.

When the Sophos SafeGuard configuration is applied to your computer the key recovery file is created automatically at a location specified by the security officer. Usually the file location is a shared path. The key recovery file is created automatically at this location. If the security officer has not specified a file location, you are prompted to save the file manually. You have to save the recovery files for each volume to be encrypted.

If the specified file location is not accessible when Sophos SafeGuard tries to create the file, a balloon tip pops up, a message is written into the system event log and Sophos SafeGuard will try to save the file again later. Sophos SafeGuard keeps prompting you, until you save the file.

You can save the recovery files manually or create a new key backup from the Sophos SafeGuard system tray icon at any time. Creating a new key recovery file may, for example, be necessary if existing key files have been corrupted or are no longer available to the helpdesk.

User help

Note: If a BitLocker-encrypted volume in a computer is replaced by a new BitLocker-encrypted volume, and the new volume is assigned the same drive letter as the previous volume, Sophos

SafeGuard only saves the recovery key of the new volume. You need to back up the key of the previous volume using the backup mechanisms offered by Microsoft.

Managing volumes already encrypted with BitLocker

If there are any volumes already encrypted with BitLocker on your computer when Sophos

SafeGuard is installed, Sophos SafeGuard takes over the management of these volumes.

Encrypted boot volumes

■

Depending on the Sophos SafeGuard BitLocker support used, you may be prompted to reboot the computer. It is important that you reboot the computer as early as possible.

If a Sophos SafeGuard encryption policy applies for the encrypted volume:

■

Sophos SafeGuard BitLocker Challenge/Response is installed: Management is taken over and Sophos SafeGuard Challenge/Response is possible.

Sophos SafeGuard BitLocker is installed: Management is taken over and Sophos

SafeGuard recovery is possible.

■ If no Sophos SafeGuard encryption policy applies for the encrypted volume:

■

Sophos SafeGuard BitLocker Challenge/Response is installed: Management is not taken over and Sophos SafeGuard Challenge/Response is not possible.

Sophos SafeGuard BitLocker is installed: Sophos SafeGuard recovery is possible.

Encrypted data volumes

■ If a Sophos SafeGuard encryption policy applies for the encrypted volume:

Management is taken over and Sophos SafeGuard recovery using the SafeGuard Policy Editor is possible.

■ If no Sophos SafeGuard encryption policy applies for the encrypted volume:

Sophos SafeGuard recovery using the SafeGuard Policy Editor is possible.

Note: If a BitLocker-encrypted volume in a computer is replaced by a new BitLocker-encrypted volume, and the new volume is assigned the same drive letter as the previous volume, Sophos

SafeGuard only saves the recovery key of the new volume. You need to back up the key of the previous volume using the backup mechanisms offered by Microsoft.

Note: It may happen that Sophos SafeGuard is not able to take over the management of a volume that is already encrypted. In such a case, you cannot use Sophos SafeGuard for recovery. Contact your security officer.

9.2.4 Initial encryption on a BitLocker-protected computer

Depending on the logon mode the security officer specified for your endpoint, the behavior of

Sophos SafeGuard BitLocker support differs slightly.

SafeGuard Easy

In any case you will be presented with a dialog that offers you the option to proceed with encryption or to postpone.

If you confirm that you want to save, restart and/or encrypt, encryption still does not start right away. A hardware test is performed to make sure that your endpoint meets the requirements for

Sophos SafeGuard BitLocker encryption. The system performs a reboot and checks whether all hardware requirements (for example that the TPM or Startup Key is available and accessible) are met and whether you are able to provide the credentials correctly. If you cannot provide your credentials, the computer boots anyway, but encryption will not start. You will be asked again for your PIN or password or to store the external key on another device. After a successful hardware test BitLocker encryption will start.

If you select Postpone, encryption will not be started and you won't be asked again to encrypt this volume until:

■

■ a new policy arrives, the BitLocker encryption status of any volume changes, or

■ you log on to the system again.

Note: If BitLocker Drive Encryption is managed by Sophos SafeGuard for your operating system drive or fixed data volumes, do not turn on BitLocker manually for these volumes.

9.2.4.1 Save startup key

If your security officer specified TPM + Startup Key or Startup Key as the logon mode, you are asked for a storage location for the startup key. Insert a USB memory stick to store the encryption keys. Do not use an encrypted USB memory stick. The valid target drives for the startup key are listed in the dialog. Later you will have to insert the key each time you start the computer.

Select the target drive and click Save and Restart.

9.2.4.2 Set password

If your security officer specified Password as the logon mode, you are asked to enter and confirm your new password. Later you will need this password each time you start your computer. The length and complexity that are required for the password depend on group policy objects your security officer specified. You are informed about password requirements in the dialog.

Note: If you use special characters in your password, take into account that the keyboard layout you use might be different from the EN-US keyboard layout supported by BitLocker. Consider setting your keyboard layout temporarily to EN-US for the purpose of setting the password.

9.2.4.3 Set PIN

If your security officer specified TPM + PIN as the logon mode, you are asked to enter and confirm your new PIN. Later you will need this PIN each time you start your computer. The length and complexity that are required depend on group policy objects your security officer specified. You are informed about PIN requirements in the dialog.

Note: If your security officer enabled so-called enhanced PINs you can use special characters in your PIN. Take into account that the keyboard layout you use might be different from the EN-US keyboard layout supported by BitLocker. Consider setting your keyboard layout temporarily to

EN-US for the purpose of setting the PIN.

User help

9.2.4.4 Dialog for TPM-only

If your security officer specified TPM as the logon mode, you just need to confirm the restart and encryption of your endpoint.

9.2.5 Decryption with BitLocker

Computers encrypted with BitLocker cannot be decrypted automatically. Decryption must be carried out using either BitLocker Drive Encryption in the Control Panel or the Microsoft command-line tool "Manage-bde".

SafeGuard Easy

10 SafeGuard Data Exchange

SafeGuard Data Exchange allows you to encrypt data stored on removable media that are connected to your computer, and exchange it with other users. All encryption and decryption processes are run transparently and involve minimum user interaction.

Only users who have the appropriate keys can read the contents of the encrypted data. All subsequent encryption processes are run transparently. Transparent encryption means that data that has been encrypted and saved is automatically decrypted by an application when the data is accessed again.

When you save the relevant file, it is automatically encrypted again. During daily work you will not notice that the data is encrypted. However, when you disconnect the removable media, the data remains encrypted and is protected against unauthorized access. Unauthorized users can access the files physically, but they cannot read them without SafeGuard Data Exchange and the relevant key.

Note: The behavior of SafeGuard Data Exchange on your computer is defined in a policy by the security officer.

The security officer defines how data on removable media is handled. The security officer can, for example, define encryption as mandatory for files stored on any removable media. In this case, all unencrypted files existing on the device are initially encrypted. In addition, all new files saved to removable media are encrypted. If existing files are not to be encrypted, the security officer can choose to allow access to existing unencrypted files. In this case, SafeGuard Data Exchange does not encrypt the existing unencrypted files. However, new files are encrypted. So you can read and edit the existing unencrypted files, but as soon as you rename them, they are encrypted.

The security officer can also specify that you are not allowed to access unencrypted files, and they remain unencrypted.

There are two ways to exchange encrypted files stored on removable media:

■ Sophos SafeGuard is installed on the recipient's computer: You can use keys available to both of you, or you can create a new key. If you generate a new key, you have to provide the data recipient with the passphrase for the key.

■ Sophos SafeGuard is not installed on the recipient’s computer: Sophos SafeGuard offers

SafeGuard Portable. This utility can be automatically copied to the removable media in addition to the encrypted files. Using SafeGuard Portable and the relevant passphrase, the recipient can decrypt the encrypted files and encrypt them again without SafeGuard Data Exchange being installed on their computer.

Important: When extracting a ZIP archive using the built-in archiver of Microsoft Windows the process stops as soon as an encrypted file is encountered for which the key is not available. The user receives a message that access was denied, but is not informed that there are files that have not been processed and hence are missing. Other archivers, for example 7-Zip, work fine with

ZIP archives containing encrypted files.

User help

10.1 Settings for handling removable media

If SafeGuard Data Exchange is installed on your computer, removable media will be handled as predefined by your security officer. A security officer can define the following settings for SafeGuard

Data Exchange (a combination of several settings is also possible):

■

Initial encryption of all files: In this case, encryption of all data on removable media starts as soon as the device is connected to your computer. This setting ensures that the removable media contain only encrypted data. When encryption starts, you are asked to select a key, or a predefined key will be used.

User may cancel initial encryption: When initial encryption starts, a dialog is displayed that allows you to cancel initial encryption.

■

User is allowed to access unencrypted files: No: In this case, SafeGuard Data Exchange only accepts encrypted data on removable media. If unencrypted data exists on removable media, the system will not allow you to access it. Only after encryting the files will you be able to access the data.

User may decrypt files: In this case, you can explicitly decrypt files on removable media. A file that has been explicitly decrypted remains as plaintext on the removable storage medium, if it is, for example, transferred to a third party.

■

User may define a media passphrase for devices: You are prompted to enter a media passphrase the first time you connect removable media.

Plaintext folder: The security officer may define a plaintext folder that will be created on all of your removable media. Files in this folder will not be encrypted by SafeGuard Data Exchange.

User is allowed to decide about encryption: When you connect removable media to your computer, a message box is displayed asking you whether you want to encrypt the files on the attached media. In addition, your security officer can allow you to select whether your choice is to be remembered for the relevant media. If you select Remember setting and do

not show this dialog again, the message box will not be displayed again for the relevant media. In this case, the new command Re-activate encryption becomes available in the right-click menu of the relevant device in Windows Explorer. Select this command to revert your decision about encryption for the relevant device. If this is not possible, for example because you do not have the relevant rights for the device, an error message is displayed.

After you have reverted your decision, you are prompted to decide about encryption for the relevant device again.

10.2 Single media passphrase for all removable media connected to the computer

SafeGuard Data Exchange supports the definition of a single media passphrase that will give you access to all removable devices connected to your computer. This is independent of the key that is used for encrypting the individual files.

If specified, access to encrypted files can be granted by entering only one media passphrase.

The media passphrase is bound to the computers.

SafeGuard Easy

A media passphrase is useful in the following scenarios:

■ You want to use encrypted data on removable media on computers where Sophos SafeGuard is not installed (SafeGuard Data Exchange in combination with SafeGuard Portable)

■ You want to exchange data with external users: by providing them with the media passphrase, you can give them access to all files on the removable media with one single passphrase, regardless of which key was used for encrypting the individual files.

You can also restrict access to all files by only providing the external user with the passphrase of a specific key. In this case the external user will only have access to files that are encrypted using this key. All other files will not be readable.

Supported media

SafeGuard Data Exchange supports the following removable media:

■ USB memory sticks

■

External hard disks connected by USB or FireWire

CD RW drives (UDF)

■

DVD RW drives (UDF)

Memory cards in USB card readers

10.3 Encrypting removable media

10.3.1 Initial encryption

Encryption of unencrypted data on removable media either starts automatically as soon as you connect the media to the system, or you have to start the process manually. If you are entitled to decide whether files on removable media should be encrypted, you are prompted to do so when you attach removable media to your computer.

To start the encryption process manually:

1. Select File encryption > Start encryption from the right-click menu in Windows Explorer. If no specific key has been defined, a dialog is displayed for key selection.

2. Select a key.

If the dialog for key selection does not contain any keys, close the dialog and first create one or more keys. To do so, right-click the System Tray Icon and select Create new key).

3. Click OK.

All data contained on the removable media is encrypted.

The default key is used as long as no other key is set as the default. If you change the default key, the new one is used for initial encryption of removable devices that are connected to the computer afterwards.

User help

If Encrypt plain files and update encrypted files is selected, encrypted files with an existing key will be decrypted and encrypted again using the new key.

Cancelling initial encryption

If initial encryption is configured to start automatically, you may have the right to cancel initial encryption. In this case, the Cancel button is activated, a Start button is displayed, and the start of the encryption process is delayed for 30 seconds. If you do not click the Cancel button during this time period, initial encryption starts automatically after 30 seconds. If you click Start, initial encryption is started immediately.

Initial encryption for users with media passphrase

If the usage of a media passphrase has been defined in a policy, you are prompted to enter the media passphrase before initial encryption. The media passphrase is valid for all of your removable media and is bound to your computer or to all computers for which you have logon permission.

Initial encryption will not start before you have entered the media passphrase. After you have done so, initial encryption will start automatically.

After entering the media passphrase once, initial encryption will start automatically when you connect a different device to your computer.

Note: On computers where your media passphrase is not set, initial encryption will not start.

10.3.2 Transparent encryption

If the settings defined for your computer specify that files have to be encrypted on removable media, all encryption and decryption processes run transparently.

The files are encrypted when they are written to removable media and decrypted when they are copied or moved from removable media to another file location.

Note: The data is only decrypted if it is copied or moved to a location for which no other encryption policy applies. The data is then available at this location in plaintext. If a different encryption policy applies to the new file location, the data is encrypted accordingly.

Media passphrase

If specified by a policy, you are prompted to enter the media passphrase, when you connect a removable media device for the first time after the installation of SafeGuard Data Exchange.

If the dialog is displayed, specify a media passphrase. You can use this single media passphrase to access all encrypted files on your removable media, regardless of the key that was used to encrypt them.

The media passphrase is valid for all devices you connect to the computer. The media passphrase can also be used with SafeGuard Portable and allows you to access all files, regardless of the key that was used to encrypt them.

SafeGuard Easy

Change/reset media passphrase

You can change your media passphrase at any time using Change Media Passphrase from the

System Tray Icon menu. A dialog is displayed in which you enter the old and new media passphrases and confirm the new one.

If you have forgotten your media passphrase, this dialog also provides an option to reset it. If you activate the Reset Media Passphrase option and click OK, you are informed that your media passphrase will be reset at the next logon.

Log off immediately and log on again. You are informed that there is no media passphrase on your computer and prompted to enter a new one.

Media passphrase synchronization

The media passphrase on your devices and on your computer will be synchronized automatically.

If you change the media passphrase on your computer and connect a device that still uses an old version of the media passphrase, you will be informed that the media passphrases have been synchronized. This is true for all computers for which you have logon permission.

Note: After you have changed your media passphrase, you should connect all your removable media with your computer. This ensures that the new media passphrase is used on all your devices immediately (synchronization).

Defining a default key

By defining a default key you specify the key to be used for encryption during normal operation.

You can define the default key from the right-click menu of a file on removable media, or from the right-click menu of the removable media. Additionally, you can set a key as default immediately when you create a new local key in the Create key dialog.

Select File encryption followed by Set default key to open a dialog or key selection.

The key you select in this dialog is used for all subsequent encryption processes on the removable storage medium. If you want to use a different one, you can define a new default key at any time.

By policy, a default key to be used for encryption can be specified. If it is not defined by policy, you are prompted to specify an initial default key.

10.4 Exchanging data using SafeGuard Data Exchange

The following are typical examples of secure data exchange with SafeGuard Data Exchange:

■ Exchanging data with Sophos SafeGuard users who do not have the same keys as you do.

In this case, create a local key and encrypt the data using this key. Keys created locally are secured by a passphrase and can be imported by Sophos SafeGuard. You provide the data's recipient with the passphrase. Using the passphrase, the recipient can import the key and access the data.

■ Exchanging data with users without Sophos SafeGuard

User help

For users who do not have Sophos SafeGuard installed on their machines, SafeGuard Portable is available. To exchange data using SafeGuard Portable, local keys must also be used in combination with a passphrase.

In addition, SafeGuard Portable has to be copied to the removable storage medium. You also have to provide the recipient of encrypted data with the relevant passphrase. Using the passphrase and SafeGuard Portable, the user can decrypt the encrypted files, edit them, for example, and save them encrypted again on the removable storage medium. As SafeGuard

Portable is a self-sufficient application, no additional software needs to be installed on the computer in order to access encrypted data.

Note: The security officer determines whether SafeGuard Portable is copied to removable media in the security policy that applies to you.

10.4.1 Import keys from a file

If you have received removable media containing encrypted data or want to access cloud storage data in a shared folder which has been encrypted using user-defined local keys, you can import the key required for decryption to your private key ring.

To import the key, you need the relevant passphrase. The person who encrypted the data has to provide you with the passphrase.

Select the relevant file on the removable media and click File encryption > Import key from

file.

Enter the passphrase in the dialog that is displayed. The key is imported, and you can access the file.

10.4.2 Create local keys

To create a user-defined local key:

1. Right-click the Sophos SafeGuard System Tray Icon on the Windows taskbar.

2. Click Create new key.

3. In the Create Key dialog, enter a Name and a Passphrase for the key.

The internal name of the key is displayed in the field below.

4. Confirm the passphrase.

If you enter a passphrase that is not secure, a warning message is displayed. To increase the level of security, we recommend you use complex passphrases. You can also decide to use the passphrase despite the warning message. The passphrase also has to correspond with the company policies. If it does not, a warning message is displayed.

5. With the Use as new default key for drive option, you can set the new key immediately as the default key for the displayed volume.

The default key you specify here is used for encryption during normal operation. It will be used until a different one is set.

SafeGuard Easy

6. Click OK.

If you define this key as the default key, all data copied to the removable storage medium from now on is encrypted using this key.

Local keys are not backed up and cannot be used for recovery.

For the recipient to be able to decrypt all data contained on the removable storage medium, you may have to re-encrypt the data on the removable storage medium using the key created locally.

To do so, select File encryption > Start encryption from the device's right-click menu in Windows

Explorer. Select the required local key and encrypt the data. This is not necessary if you use a media passphrase.

10.5 Writing files to CDs using the Windows CD Writing

Wizard

SafeGuard Data Exchange allows you to write encrypted files to CDs using the Windows CD

Writing Wizard.

To do so, an encryption rule has to be specified for the CD recording drive. SafeGuard Data

Exchange adds a dialog to the CD Writing Wizard. There you can specify how the files are written to CD (encrypted or plaintext).

Note: If there is no encryption rule for the CD recording drive, files are always written to the CD in plaintext. The SafeGuard Data Exchange dialog, where the encryption state of files to be written to the CD can be specified, is not displayed.

After you have entered a name for the CD, the SafeGuard Removable Disk Burning Extension is displayed.

Under Statistics, the following information is displayed:

■ how many files are selected to be written to CD

■

■ how many of the selected files are encrypted how many of the selected files are plaintext files

Under Status, the keys used for encrypting previously encrypted files are displayed.

For encrypting files that will be written to CD, the key that is specified in the encryption rule for the CD recording drive is always used.

Files to be written to CD may be encrypted with different keys if the encryption rule for the CD recording drive has been changed. If the encryption rule was deactivated when files were added, the relevant plaintext files can be found in the folder for files to be copied to CD.

Encrypt files on CD

If you want to encrypt the files when writing them to CD, click (Re)Encrypt all files.

If necessary, previously encrypted files are re-encrypted, and plaintext files are encrypted. On the CD, the files are encrypted using the key that was specified in the encryption rule for the CD recording drive.

User help

Write files to CD in plaintext

If you select Decrypt all files, the files are first decrypted and then written to the CD.

Copy SafeGuard Portable to optical media

If you select this option, SafeGuard Portable will also be copied to the CD. This allows the reading and editing of files encrypted with SafeGuard Data Exchange without having SafeGuard Data

Exchange installed.

10.5.1 Write CDs/DVDs

Windows provides a CD Writing Wizard for CDs/DVDs.

The SafeGuard Disc Burning Extension for the CD Writing Wizard is only available for burning

CDs/DVDs in Mastered format. The wizard is only displayed if files are to be written on CDs/DVDs in Mastered format.

For the Live File System, no Recording Wizard is required. In this case, the recording drive is used like any other removable media. If there is an encryption rule for the recording drive, the files are encrypted automatically when they are copied to a CD/DVD.

10.6 SafeGuard Portable

Using SafeGuard Portable, you can exchange encrypted data on removable media with recipients who do not have SafeGuard Data Exchange installed on their machines. Data encrypted with

SafeGuard Data Exchange can be encrypted and decrypted using SafeGuard Portable. This is achieved by automatically copying a program (SGPortable.exe) to the removable media.

Note: SafeGuard Portable only encrypts or decrypts files encrypted with AES 256.

Using SafeGuard Portable in combination with the relevant media passphrase gives you access to all encrypted files, regardless of which local key was used for encrypting them. The passphrase of a local key only gives you access to files that have been encrypted using this specific key. The recipient can decrypt encrypted data and encrypt it again.

Note: The media passphrase or the passphrase of a local key has to be communicated to the recipient beforehand.

The recipient can use existing keys created with SafeGuard Data Exchange for encryption, or create a new key with SafeGuard Portable (for example, for new files).

SafeGuard Portable does not have to be installed on or copied to your communication partner’s computer. It remains on the removable media.

Note: As a Sophos SafeGuard user, you usually do not need SafeGuard Portable. The following description assumes that users do not have Sophos SafeGuard installed on their computer and therefore have to use SafeGuard Portable to edit encrypted data.

SafeGuard Easy

10.6.1 Edit files using SafeGuard Portable

You have received removable media containing files encrypted with SafeGuard Data Exchange, along with a folder named SGPortable . This folder contains the file SGPortable.exe

1. Start SafeGuard Portable by double-clicking SGPortable.exe

Using SafeGuard Portable, you can decrypt the encrypted data on the removable media and then re-encrypt it. SafeGuard Portable offers functionality that is similar to Windows Explorer.

In addition to the file details known from Windows Explorer (name, size, etc), SafeGuard

Portable shows the Key column. This column indicates whether the relevant data is encrypted.

If a file is encrypted, the name of the key used is displayed.

Note: You can only decrypt files if you know the relevant passphrase for the key used.

2. To edit files on the removable media, select the file with a left-click, and choose the relevant command from the context menu (with a right-click) or from the File menu.

The following menu commands are available from the context menu:

Set Encryption Key

Encrypt

Decrypt

Encryption State

Copy to

Delete

Opens the Enter Key dialog. In this dialog, you can generate an encryption key with SafeGuard

Portable.

Encrypts the activated file on your removable media. The last-used key is used for encryption.

Opens the Enter Passphrase dialog. Enter the passphrase for decrypting the selected file in this dialog.

Displays a dialog and shows the file's encryption state.

Copies the file to a folder of your choice and decrypts it.

Deletes the activated file from your removable media.

You can also select the commands Open, Delete, Encrypt, Decrypt and Copy with the icons shown on the toolbar.

10.6.1.1 Set encryption keys

To encrypt a file on removable media, and create an encryption key:

1. From the right-click menu or from the File menu, select Set Encryption Key.

The Enter Key dialog is displayed.

User help

2. Enter a Name and a Passphrase for the key. Confirm the passphrase, and click OK.

The passphrase has to correspond to the company policies. If it does not, a warning message is displayed.

The key is created and will be used for encryption from now on.

10.6.1.2 Encrypt files on removable media

1. In SafeGuard Portable Explorer, select the file and, using the right-click menu, select Encrypt.

The file is encrypted with the key last used by SafeGuard Portable.

When saving new files on removable media using a drag-and-drop procedure in SafeGuard

Portable Explorer, you are asked if you want to encrypt the files.

If this is the case, and there has been no encryption using SafeGuard Portable before, a dialog for setting the key opens. Enter the name of the key and the passphrase (and confirm the passphrase) in this dialog. Click OK.

2. Select the file to be encrypted with the key you have just set, and select Encrypt from the context menu or from the File menu.

The file is encrypted, and a message is displayed upon completion.

Note: The key last used and set by SafeGuard Portable is used for all subsequent encryption processes you perform with SafeGuard Portable, unless you set a new key.

10.6.1.3 Decrypt files on removable media

1. Select the file in SafeGuard Portable Explorer, and select Decrypt from the context menu.

The dialog for entering the media passphrase or the passphrase of a local key is displayed.

2. Enter the relevant passphrase (the sender has to provide you with this passphrase), and click

OK.

The file is decrypted.

The media passphrase gives you access to all encrypted files on the removable media, regardless of which local key was used to encrypt them. If you only have the passphrase of a local key, you will only have access to files which are encrypted using this key.

When decrypting a file that has been encrypted using a key you have generated in SafeGuard

Portable, this file is decrypted automatically.

After decrypting files on removable media and entering the key's passphrase, you do not have to enter it again the next time you encrypt or decrypt files that have been encrypted with the same key.

SafeGuard Portable stores the passphrase for as long as the application is running. The last key used by SafeGuard Portable is used for encryption.

After you decrypt the files, they are available in plaintext on the removable media. Files that have been decrypted are encrypted again when you close SafeGuard Portable.

SafeGuard Easy

10.6.1.4 Encrypt new files using SafeGuard Portable

You can also copy your own files in encrypted form onto removable media using SafeGuard

Portable.

1. Move the required files into SafeGuard Portable Explorer using drag-and-drop.

The system asks you whether you want to encrypt the relevant file.

2. Confirm that you want to encrypt the file. The file is encrypted with the key last used and copied to the removable media.

10.6.1.5 Encryption state

To determine a file's encryption state:

1. Select the file, and select the Encryption State from the right-click menu or from the File menu.

The encryption state is also indicated in the Key column next to the file name in SafeGuard

Portable Explorer.

10.6.2 Other operations using SafeGuard Portable

The following operations are also available:

■ Open: This menu command is only available from the SafeGuard Portable File menu.

When you open an encrypted file with this menu command, you are prompted to enter your passphrase. Enter your passphrase, and click OK. The file is decrypted and opened.

■

Delete: Deletes the selected file.

Copy to: This menu command is only available in the right-click menu that you can open using your right mouse button in SafeGuard Portable Explorer.

Using this command, you can copy files from removable media to another volume on your computer.

■ Exit: This menu command is only available from the SafeGuard Portable File menu.

Exit closes SafeGuard Portable.

User help

11 SafeGuard Cloud Storage

The module Cloud Storage offers file-based encryption of data stored in the cloud.

It does not change the way you work with data stored in the cloud. But Cloud Storage makes sure that the local copies of your cloud data is encrypted transparently and remains encrypted when it is stored in the cloud.

Note: Do not add files to your Dropbox folder by dropping them onto the Dropbox icon on the

Windows desktop. These files will be copied to your Dropbox folder in plaintext. To encrypt files transparently copy them directly to your Dropbox folder.

ZIP archives containing encrypted files.

11.1 Cloud Storage auto-detection

SafeGuard Cloud Storage automatically detects your cloud storage provider. It will automatically set the encryption policy to the folder to be synchronized.

11.2 Cloud Storage initial encryption

SafeGuard Cloud Storage does not perform an initial encryption of your data. Files which have been stored before SafeGuard Cloud Storage was installed or was activated by a policy remain plaintext.

If you want to encrypt these files, you have to remove them from the cloud first and then enter them again.

11.3 Set default keys

SafeGuard Cloud Storage allows you to set default keys for encrypting data in your cloud storage.

Using default keys allows you to encrypt different subfolders of your cloud storage using different keys by setting a separate default key for each folder. You set default keys using the File

encryption > Set default key ... command from the SafeGuard Explorer Extensions, see

Define a default key (page 57).

Note: To do so, your security officer has to explicitly allow the use of default keys for Cloud

Storage. If allowed, you can select a default key from a predefined set of keys and use it for encrypting folders of your cloud storage.

Note: If you intend to read encrypted files on Android and iOS devices with Sophos Mobile

Encryption, you must use local keys for encryption. For further information on Sophos Mobile

Encryption, see the Sophos Mobile Encryption Help.

SafeGuard Easy

Imagine you want to use Dropbox to provide secured data for different partners. Each partner should have access to one subfolder of your dropbox. To do so, you only have to set a separate default key for each of the subfolders. Sophos SafeGuard will then automatically add a copy of

SafeGuard Portable, which gives partners without SafeGuard Cloud Storage access to encrypted data, to each subfolder. You provide your partners with the respective passphrases for the keys.

Using SafeGuard Portable and the passphrase they can decrypt data in the folder your created for them, but they do not have access to data stored in other subfolders, because it is encrypted with a different key.

11.4 SafeGuard Portable for Cloud Storage

You may want to access your cloud storage from home or exchange encrypted data in the cloud by using a shared folder in your cloud storage. SafeGuard Portable allows access to encrypted data stored in the cloud without having SafeGuard Cloud Storage installed.

Data encrypted with SafeGuard Cloud Storage can be encrypted and decrypted using SafeGuard

Portable. This is achieved by automatically copying a program (SGPortable.exe) to your synchronization folder.

The passphrase of a local key only allows access to files that have been encrypted using this specific key. You or any recipient can decrypt encrypted data and encrypt it again.

Note: The passphrase of a local key has to be communicated to the recipient beforehand.

The recipient can use existing keys or create a new key with SafeGuard Portable (for example, for new files).

SafeGuard Portable does not have to be installed on or copied to your communication partner's computer. It remains in the cloud storage.

For a detailed description of how to use SafeGuard Portable, see Edit files using SafeGuard

Portable (page 46).

Note: Double-clicking a file or selecting the open command will not cause in-place decryption of the file since decrypted files in cloud storage synchronization folders would automatically be synchronized to the cloud! When doing so a dialog appears asking you to choose a safe location for the file. Decrypted files are not wiped automatically when SafeGuard Portable is closed.

Changes in files decrypted using SafeGuard Portable for Cloud Storage will not be done in the encrypted original.

Note: Do not store cloud storage synchronization folders on removable media or the network. If you do, SafeGuard Portable creates decrypted files in those folders. SafeGuard Portable should not be used in such cases. Consider moving the synchronization folders to fixed disks instead.

User help

12 Sophos SafeGuard and self-encrypting,

Opal-compliant hard drives

Self-encrypting hard drives offer hardware-based encryption of data when they are written to the hard disk. The Trusted Computing Group (TCG) has published the vendor-independent Opal standard for self-encrypting hard drives. Different hardware vendors offer Opal-compliant hard drives. Sophos SafeGuard supports the Opal standard. For details, see http://www.sophos.com/en-us/support/knowledgebase/113366.aspx

12.1 Encryption of Opal-compliant hard drives

Opal-compliant hard drives are self-encrypting. Data are encrypted automatically when they are written to the hard disk.

Opal-compliant hard drives are locked by an AES 128/256 key used as an Opal password. This password is managed by Sophos SafeGuard through an encryption policy. Your security officer defines this encryption policy in the SafeGuard Policy Editor and deploys it to your computer.

12.2 System Tray Icon and Explorer extensions on endpoints with Opal-compliant hard drives

When Sophos SafeGuard is installed on your computer, the Sophos SafeGuard product icon is displayed in the system tray of the computer taskbar. You can centrally access all important functions provided by Sophos SafeGuard on your computer. Note that the features available depend on the settings defined by the security officer.

If the security officer has enabled you by policy to decrypt Opal-compliant hard drives, the Sophos

SafeGuard Decrypt command is available in the Windows Explorer right-click menu.

SafeGuard Easy

13 System Tray Icon and tooltips

The following functionality is available from the System Tray Icon:

■ Display:

■ Key Ring:

Shows all keys available to you.

Note: The Sophos SafeGuard Client uses a defined computer key for volume-based encryption and file-based encryption of volumes. This key will not be displayed in the dialog.

Only keys created locally on the computer will be displayed. If you have not created any keys, none is displayed in the dialog.

■

User Certificate: Shows information concerning your certificate.

Company Certificate: Shows information concerning the company certificate used.

■ Create new key:

Opens a dialog to create a new key that is used for data exchange with removable media.

■ Key backup:

Using this function, you can create a backup of the key file. This key file is necessary for logon recovery with Challenge/Response.

■ Local Self Help:

If Local Self Help is activated for your computer in the relevant policy, the Local Self Help command is shown on the right-click menu of the System Tray icon. Using this command, you can launch the Local Self Help Wizard. Local Self Help is a logon recovery method that does not require any helpdesk assistance.

■ User Machine Assignments:

Shows a list of users who can log on at the SafeGuard Power-on Authentication as Sophos

SafeGuard users (user type SGN user) and at Windows as Sophos SafeGuard Windows users

(user type SGN Windows user). A Sophos SafeGuard Windows user is not added to the

SafeGuard POA, but has a key ring for accessing encrypted files, just as a Sophos SafeGuard user. In the dialog displayed, you can remove both user types from the list, if this has been enabled for your computer by policy. In the User Machine Assignments dialog, Sophos

SafeGuard Windows users are marked by a tick in the SGN Windows user checkbox.

■ Status: Provides a dialog offering information on the current status of the Sophos SafeGuard protected computer:

Field

Last policy received

Last key received

Last certificate received

SGN user state

User help

Information

Shows the date and time when the computer has last received a new policy.

Shows the date and time when the computer has last received a new key.

Shows the date and time when the computer has last received a new certificate

Shows the status of the user who is logged on to the computer (Windows logon):

Pending:

The user is being assigned to the Sophos

SafeGuard installation as a Sophos SafeGuard user.

Please wait until the user data has been processed.

Afterwards, the user status will be automatically set to SGN user, this means Sophos SafeGuard user.

SGN user:

The user logged on to Windows is a Sophos

SafeGuard user. A SGN user is allowed to log on at the SafeGuard Power-on Authentication, is added to the UMA (User Machine Assignment) and is provided with a user certificate and a key ring to access encrypted data.

SGN user (owner):

Provided that the default settings have not been changed, an owner has the right to enable other users to log on to the endpoint and become SGN users.

SGN guest:

SGN guest users are not added to the UMA, are not provided with rights to log on to the SafeGuard

POA, are not assigned a certificate or a key ring and are not saved to the database.

SGN guest (service account):

The user logged on to Windows is a Sophos

SafeGuard guest user who has logged on using a service account for administrative tasks.

SGN Windows user

A Sophos SafeGuard Windows user is not added to the SafeGuard POA, but has a key ring for accessing encrypted files, just as a Sophos

SafeGuard user does. The users are added to the

SafeGuard Easy

Field Information

User Machine Assignment, this means that they are allowed to log on to Windows on that endpoint.

Unknown:

Indicates that the user status could not be determined.

Indicates whether Local Self Help has been enabled in a policy and whether it has been activated by the user on the computer.

Local Self Help (LSH) State

Enabled

Active

■ Help

Starts the Sophos SafeGuard Online Help.

■ About Sophos SafeGuard

Shows information about your Sophos SafeGuard version.

The tool tip for the System Tray Icon indicates that the computer is a Sophos SafeGuard Client

(standalone).

Note:

A balloon tool tip indicates successful completion of initial synchronization.

Restart your computer after successful completion of initial synchronization. Only after you restart your computer are all Sophos SafeGuard functions available.

13.1 Remove users from User Machine Assignment

All SGN users and SGN Windows users are managed in a list called "User Machine Assignment".

As an SGN user or as an SGN guest with a service account, you can remove other SGN users and SGN Windows users. An SGN guest with a service account can carry out administrative tasks after installation before SafeGuard Power-on Authentication is activated. SGN Windows

users can remove other SGN Windows users.

After you have removed users, an SGN user can no longer log on at the SafeGuard Power-on

Authentication and an SGN Windows user can no longer log on at Windows.

Note: If you have logged on as an SGN Windows user, you cannot remove SGN users.

Note: The user currently logged on and the last user in the list cannot be removed.

To remove an SGN user:

1. Right-click the system tray icon.

User help

2. From the right-click menu of the system tray icon, select User Machine Assignments. The

User Machine Assignments dialog shows all Sophos SafeGuard users (SGN users) and

Sophos SafeGuard Windows users (SGN Windows users).

3. Select a user and click Remove selected user. Click Remove all SGN Windows users to remove all Sophos SafeGuard Windows users from the list. After users have been removed, they can no longer log on at the SafeGuard Power-on Authentication or at Windows.

4. Click OK.

The users can no longer log on at the SafeGuard Power-on Authentication or at Windows.

13.2 Overlay icons

Overlay icons are small icons displayed on elements in Windows Explorer. The Data Exchange overlay icons are only displayed on files and volumes. Their purpose is to give you a quick information on the encryption status of a file or whether a volume has an encryption rule applied.

■

The red key indicates that you do not have a key to decrypt a file. This icon is only displayed on files.

The green key is displayed if a file is encrypted and its key is in your key ring. This icon is only displayed on files.

■

The grey key is displayed if a file is not encrypted, but an encryption rule for that file is available.

This icon is only displayed on files.

The yellow key is displayed if a drive has an encryption policy defined for it. This icon is only displayed on drives.

Overlay icons will only be displayed on non-boot volumes, removable media and CDs/DVDs. On boot drives overlay icons will be displayed in the burning staging folder (that's the folder where

Windows stores the files before they are burned on a CD/DVD). If you specify an unencrypted folder, then no grey key will be displayed on unencrypted files in that folder and its subfolders.

Generally speaking, if a file has no encryption rule applied, no grey key is displayed.

SafeGuard Easy

14 Accessing functions via Explorer extensions

You can access encryption-related functions from the corresponding entries in Windows Explorer right-click menus.

Note: The functions displayed depend on the settings defined in the policies. They also depend on whether the relevant function is available for the Explorer node selected. The function scope varies depending on whether file-based or volume-based encryption was used for the relevant volume/folder/file.

14.1 Explorer extensions for file-based encryption

You can access the functions for file-based encryption (Data Exchange, Cloud Storage) from the corresponding entries in Windows Explorer right-click menus. The functions are available in the right-click menus of

■

■ volumes removable media

■

■ folders files

The functions displayed in the menus depend on which components are installed.

The entry File encryption is added to the right-click menu.You can access the individual functions from this menu.

If no file-based encryption policy applies to the volume selected, you can only determine the encryption state and display the dialog for generating new keys from the right-click menu.

If a file-based encryption policy applies to the selected volume, removable media, directory, or file, encryption-related entries are added to the right-click menu.

Note: The functions displayed depend on the settings defined in the policies. They also depend on whether the relevant function is available for the volume selected. The function scope varies depending on whether file-based or volume-based encryption was used for the relevant volume.

The following functions are available:

■ Start encryption: If you select this option in a volume's right-click menu, all files can be encrypted or newly encrypted.

■

Show encryption state: Indicates whether a volume, removable media, or a file has been encrypted, which key has been used, whether the key is included in your key ring, and whether you have access to this file.

Decrypt: Decrypts the selected volume or file.

User help

■

Default key: Shows the key currently used for new files added to the volume (by saving, copying or moving). You can define the standard key for each individual volume or removable media separately.

Set default key: Opens a dialog for selecting a different default key.

Create new key: Opens a dialog for creating user-defined local keys.

Re-activate encryption: Your security officer can allow you to decide whether files on removable media connected to your computer are to be encrypted. When you connect removable media to your computer, a message box is displayed asking you whether you want to encrypt the files on the attached media. In addition, your security officer can allow you to select whether your choice is to be remembered for the relevant media. If you select Remember

setting and do not show this dialog again, the message box will not be displayed again for the relevant media. In this case, the new command Re-activate encryption becomes available in the right-click menu of the relevant device in Windows Explorer. Select this command to revert your decision about encryption for the relevant device. If this is not possible, for example because you do not have the relevant rights for the device, an error message is displayed.

After you have reverted your decision, you are prompted to decide about encryption for the relevant device again.

14.1.1 Define a default key

By defining a default key you specify the key to be used for encryption during normal operation of SafeGuard Data Exchange and SafeGuard Cloud Storage.

You can define the default key from the right-click menu

■ of a file on removable media

■

■ of removable media of a Cloud Storage synchronization folder or sub-folder of a file in a Cloud Storage synchronization folder or sub-folder additionally, you can set a key as default immediately when you create a new local key in the

Create key dialog.

To define a default key:

Select File encryption > Set default key to open a dialog or key selection.

The key you select in this dialog is used for all subsequent encryption processes on the removable storage medium or in your Cloud Storage synchronization folder. If you want to use a different one, you can define a new default key at any time.

Note: If a local key is selected for encryption of Cloud Storage, SafeGuard Portable will be copied to the Cloud Storage synchronization folder.

By policy, a default key to be used for encryption can be specified. If it is not defined by policy and you are allowed to set default keys, you are prompted to specify an initial default key.

SafeGuard Easy

14.1.2 Import keys from a file

To import the key, you need the relevant passphrase. The person who encrypted the data has to provide you with the passphrase.

Select the relevant file on the removable media and click File encryption > Import key from

file.

Enter the passphrase in the dialog that is displayed. The key is imported, and you can access the file.

14.2 Explorer extensions for volume-based encryption

The entry Encryption is added to the Windows Explorer right-click menu.

If the volume is encrypted, a key symbol is displayed next to the menu entry.

Note: File encryption > Show encryption state shows the encryption status of the files on the volume from a file-based encryption point of view. Files on an encrypted volume can also be encrypted in a file-based manner. If this is the case, a dialog will be displayed accordingly.

User help

15 Recovery options

For recovery (for example, if you have forgotten your password), Sophos SafeGuard offers various options that are tailored to different recovery scenarios:

■ Logon recovery with Local Self Help (available for SafeGuard POA only)

If you have forgotten your password, Local Self Help enables you to log on to your computer without the assistance of a helpdesk. Even in situations where neither telephone nor network connections are available (for example, aboard an aircraft), you can regain access to your computer. To log on, you simply answer a number of predefined questions in the SafeGuard

Power-on Authentication.

For further information, see

Recovery with Local Self Help

(page 60).

■ Recovery with Challenge/Response (behavior differs slightly for SafeGuard POA and

BitLocker)

The Challenge/Response mechanism is a secure and efficient recovery system that helps you if you cannot log on to your computer or access encrypted data. During the Challenge/Response procedure, you provide a challenge code generated on your computer to the helpdesk officer, who in turn generates a response code that authorizes you to perform a specific action on the computer.

For further information, see

Recovery with Challenge/Response or recovery key

(page 68).

■ Recovery with BitLocker recovery key (BitLocker only)

On endpoints which do not support Challenge/Response, recovery keys are provided. This is

Microsoft's standard procedure. During the recovery process, you provide the computer name to the helpdesk officer, who in turn provides you with the recovery key you need to start your computer.

For further information, see

BitLocker recovery key

(page 72).

All the recovery options are enabled for use on your computer by the security officer in policies.

SafeGuard Easy

16 Recovery with Local Self Help

Note: Local Self Help is only available for Windows 7 endpoints with SafeGuard Power-on

Authentication (POA).

If you have forgotten your password, Local Self Help enables you to log on to your computer without the assistance of a helpdesk.

Using Local Self Help, you can regain access in situations where neither telephone nor network connections are available, and you therefore cannot use a Challenge/Response procedure (for example, aboard an aircraft). You can log on to your computer by answering a specified number of predefined questions in the SafeGuard Power-on Authentication.

The security officer can define the questions to be answered and distribute them to the endpoints.

You can also define your own questions, if the relevant policy entitles you to do so. The Local

Self Help Wizard helps you provide the initial answers and edit the questions. You can open the

Local Self Help Wizard by clicking the Sophos SafeGuard System Tray icon on the Windows taskbar.

Prerequisites

To use Local Self Help for logon recovery, the following prerequisites must be met:

■

The security officer has enabled Local Self Help by policy and has defined the settings for this function (for example, the right to define your own questions).

You have activated Local Self Help on your computer (see Activate Local Self Help

(page 60)).

16.1 Activate Local Self Help

After the policy entitling you to use Local Self Help has become effective, you have to activate the function by answering the predefined questions received or by defining and answering your own questions.

Local Self Help only becomes active on your computer after you have answered and saved a predefined number of questions. The security officer specifies how many questions you have to answer. The Local Self Help Wizard guides you through the process and shows how many answers are required. Depending on the policy settings, these are the possible scenarios:

■ You have received predefined questions, and you are not entitled to define your own questions.

Answer and save the predefined questions received. The Local Self Help Wizard shows, how many answers are required.

■ You have received predefined questions, and you are entitled to define your own questions.

Answer and save the required number of questions (predefined questions, your own defined questions, or a combination of both).

User help

■ You have not received predefined questions, and you are entitled to define your own questions.

Define, answer, and save the required number of questions.

Note: To log on at the SafeGuard Power-on Authentication with Local Self Help, you have to answer questions randomly selected from the questions answered in the Local Self Help Wizard.

The security officer specifies how many questions you have to answer in the SafeGuard POA.

Prerequisite: After receiving the policy, the tool tip indicates that there are unanswered Local

Self Help questions. Restart your computer to add the Local Self Help command to the right-click menu of the System Tray Icon on the Windows taskbar.

To activate Local Self Help:

1. Right-click the Sophos SafeGuard System Tray Icon on the Windows taskbar.

2. Select Local Self Help.

The Local Self Help Wizard Welcome dialog is displayed.

For security reasons, you are prompted to enter your password.

3. Enter your password, and click Next.

The Status Overview dialog is displayed.

This dialog tells you how to activate Local Self Help. It also displays status information (for example the number of answered user-defined questions or the number of answered predefined questions).

4. Click Next.

If you have received predefined questions with the effective policy, the Predefined questions dialog is displayed.

■

If you have received several different question themes, you can choose from the question themes displayed in the drop-down list of the Theme field.

To answer the questions, click on the relevant question, and enter your answer in the

Answers column.

After you enter the answer, the text entered is hidden. To view the text, select Show

answers.

5. After you have finished answering the predefined questions, click Next.

6. If you are entitled to define your own questions, the User defined questions and answers dialog is displayed.

a) To add a new question, click New Question.

A new line is added to the list of questions.

b) Enter your question in the Questions column and the answer in the Answers column.

After you enter the answer, the entered text is hidden.

c) To display the text, select Show answers.

SafeGuard Easy

Note: When answering the questions during a recovery process in the SafeGuard Power-on

Authentication, you will need to enter the answers exactly as you entered them in the Local

Self Help Wizard. For example, answers are case-sensitive in Local Self Help.

Not all characters that can be entered in Windows can be handled by the SafeGuard POA, for example Hebrew or Arabic characters cannot be used. When entering answers in Japanese, you have to use Romaji (Roman) characters. Otherwise the answers will not match when you answer the questions in the SafeGuard POA.

7. After you have finished defining and answering your own questions, click Next.

The last dialog of the Local Self Help Wizard shows the new status information after you answer the questions. A message indicates whether the prerequisites for activating Local Self Help have been met.

8. Click Finish.

The questions and answers are saved. A message is displayed indicating that Local Self Help was activated successfully.

9. Click OK.

Local Self Help is active on your computer. You can use Local Self Help for logon recovery in the

SafeGuard Power-on Authentication.

16.2 Activate Local Self Help - reminder

It is essential that you activate Local Self Help. For this reason Sophos SafeGuard will remind you to enroll in Local Self Help.

Sophos SafeGuard will remind you to set up your Local Self Help questions in three stages:

■ Stage 1

A balloon tool tip pops up every hour for one calendar day and indicates that Local Self Help needs to be set up. On the following calendar day stage 2 starts.

■ Stage 2

In addition to stage 1 behavior the Local Self Help Wizard will be started every time you log on to or unlock the computer. You can postpone running the wizard. After 3 calendar days stage 3 starts.

■ Stage 3

In addition to stage 2 behavior but without a tool tip notification, the Local Self Help Wizard will start every 60 minutes.

The user is immediately notified by a balloon tool tip and stage 1 is entered whenever Local Self

Help has to be reactivated due to changes in one of the following:

■

Local Self Help parameters

Windows password certificate

User help

16.3 Edit questions

After activating Local Self Help on your computer, you can edit the questions at any time:

■ For predefined questions, you can change the answers that were provided when answering the questions initially. However, predefined questions cannot be deleted.

■ For user-defined questions, you can change the answers that were provided when answering the questions initially, add new questions, or delete questions.

1. Right-click the Sophos SafeGuard System Tray Icon on the Windows taskbar.

2. Select Local Self Help.

The Local Self Help Wizard Welcome dialog is displayed.

For security reasons, you are prompted to enter your password.

3. Enter your password, and click Next.

The Status Overview dialog is displayed.

This dialog tells you how to activate Local Self Help. It also displays status information (for example, the number of answered user-defined questions, the number of answered predefined questions, etc).

4. Click Next.

a) If you have received and answered predefined questions, the Predefined Questions dialog is displayed, containing the answered questions.

b) If you have received several different question themes, you can choose between the question themes to be displayed in the drop-down list of the Theme field.

c) By default the answers entered are not shown as text. To show the text entered, select the

Show answers check box.

d) To change the answers, click the relevant questions and enter your new answer in the

Answers column.

5. Click Next. If you are entitled to define your own questions, the User defined questions and

answers dialog is displayed. By default the answers entered are not shown as text.

a) To show the text entered, select the Show answers check box.

b) To change existing answers, click the relevant question, and enter your new answer in the

Answers column.

c) To add a new question, click New Question.

A new line is added to the list of questions. Enter your question in the Questions column and the answer in the Answers column.

d) To delete questions, click the relevant question and click Delete Question.

A message is displayed, prompting you to confirm that you want to delete the question.

Click Yes.

SafeGuard Easy

6. Click Next.

The last dialog of the Local Self Help Wizard shows the new status information after you edit the questions. A message indicates whether the prerequisites required for Local Self Help to remain active have been met.

7. Click Finish.

The questions and answers are saved. A message is displayed indicating that the editing procedure was successful, and Local Self Help remains active.

8. Click OK.

The modifications take effect.

Next time you launch Local Self Help in the SafeGuard Power-on Authentication, the modified/new questions are selected randomly and displayed. The modified/new answers apply.

Note: If the number of answered questions falls below the minimum number required due to the changes made, a warning message is displayed in the last dialog of the Local Self Help Wizard, indicating that Local Self Help will be deactivated after you close the wizard.

If you do not want to deactivate Local Self Help, you can return to User defined questions and

Predefined questions by clicking the Back button. You can then add or answer new questions.

If you click Finish and the number of answered questions has fallen below the minimum number required, another warning message is displayed, indicating that Local Self Help is no longer active

on your computer. However, in this case, you can reactivate Local Self Help (see Activate Local

Self Help

(page 60)).

16.4 Changes of question parameters

The security officer can define the following parameters that apply to Local Self Help questions:

■ The number of questions you have to answer in the Local Self Help Wizard to activate Local

Self Help on your computer. The number of questions specified must be available with answers for Local Self Help to remain active.

■ The number of questions you have to answer in the SafeGuard POA to log on with Local Self

Help. The questions displayed in the SafeGuard POA are selected randomly from the questions you have answered in the Local Self Help Wizard.

If these two parameters change due to a new policy deployed to your computer, the following scenarios may occur:

Condition LSH action User action required

The number of questions you have to answer in the LSH Wizard changes, but there are enough questions available for Local Self

Help to remain active on your computer.

Local Self Help remains active on your computer.

None

User help

Condition LSH action User action required

The number of questions you have to answer in the LSH Wizard changes and there are not enough questions available for Local Self

Help to remain active on your computer.

A message is displayed stating that your Local Self Help settings have changed. The questions available on your computer are no longer valid. Local Self Help is no longer active on your computer.

To reactivate Local Self Help, open the Local Self Help Wizard and follow the Wizard instructions.

The number of questions you have to answer in the SafeGuard POA to log on with Local Self Help changes.

A message is displayed stating that your Local Self Help settings have changed. The questions available on your computer remain valid.

The ratio between available questions and valid answers has changed.

Open the Local Self Help Wizard and follow the Wizard instructions.

16.5 Changes of conditions or parameters for Local Self Help during editing processes

Local Self Help parameters may change while you are defining or editing questions in the Local

Self Help Wizard. For example, a new policy with new Local Self Help settings and/or a new set of Local Self Help questions may be transferred to your computer through your company-specific distribution mechanism.

If such changes occur during the editing process, the set of questions and answers you have defined may no longer be valid and there may not be enough questions for Local Self Help to become or stay active on your computer.

Therefore, each time you finish defining or editing questions in the Local Self Help Wizard, the wizard checks whether any of the following conditions apply and initiates the relevant action:

Condition LSH Wizard action Result

Local Self Help has been disabled globally by a new policy.

The Local Self Help Wizard shows a message stating that Local Self Help has been disabled globally and closes.

Local Self Help can no longer be used.

Local Self Help parameters have been changed (for example minimum length of answers, right to define your own questions, the number of questions to be answered) by a new policy.

However, Local Self Help has not been disabled.

The questions and answers you have defined are still valid and

The Local Self Help Wizard shows a message stating that the Local Self Help parameters have changed, saves your changes and closes.

Local Self Help is active on your computer and can be used for logon recovery. However, the ratio of available questions and valid answers may have changed. To regain the initial ratio, you may need to add or delete questions and/or answers.

SafeGuard Easy

Condition sufficient for Local Self Help to be active on your computer.

LSH Wizard action Result

Local Self Help parameters have been changed (for example minimum length of answers, right to define your own questions, the number of questions to be answered) by a new policy. Local

Self Help has not been disabled.

However, the questions and answers you have defined are no longer valid and there are not enough questions for Local Self

Help to be active on your computer.

The Local Self Help Wizard shows a message stating that Local Self Help parameters have changed. Local Self Help will not be active on your computer. You are advised to rerun the wizard. The wizard closes.

To activate Local Self

Help, rerun the Local Self

Help Wizard and define questions and answers again. Afterwards, you can use Local Self Help for logon recovery.

16.6 Log on at the SafeGuard POA with Local Self Help

1. In the SafeGuard POA logon dialog, click the Recovery button.

■ If only Local Self Help is activated for logon recovery, Local Self Help is started.

■ If Local Self Help and Challenge/Response are available for logon recovery, a dialog with both recovery methods for selection is displayed. Click Local Self Help.

Note: If you usually log on to the SafeGuard Power-on Authentication with a token or smartcard, you first have to remove the token/smartcard from your computer. After that the SafeGuard

POA logon dialog for logging on with user name and password is displayed. Enter your user

ID and click the Recovery button.

The Local Self Help Welcome dialog is displayed.

This dialog provides a short description of the next steps.

2. Click Next to start answering the questions.

The first question is displayed.

3. Enter your answer.

By default, the text entered is not displayed in the input field for security reasons. To display the answer, clear the Hide answer check box.

4. After answering the question, click Next.

You can only click Next and continue with the next question after you have entered an answer.

5. Answer the remaining questions. After answering the last one, click OK.

In the next dialog, you can display your current password.

User help

6. To display the password, press Enter or Spacebar or click the blue box.

Note:

Do NOT click OK. After clicking OK the startup process will continue WITHOUT showing the password.

The password will be shown for a maximum of five seconds. Afterwards, the startup process continues automatically.

Note: Make sure that no unauthorized person can view the contents of your screen, by chance or on purpose. You can immediately hide your password by pressing the Spacebar, Enter, or by clicking the blue display box.

7. You can read the password and use it for logging on at the SafeGuard Power-on Authentication and to Windows again.

8. After reading the password, click OK. Otherwise, the startup process will continue automatically, five seconds after showing the password.

You are now logged on to the SafeGuard Power-on Authentication and to Windows.

16.7 Failed logon attempts

If you enter a wrong answer for one or several questions, the logon fails. In this case, a message indicating the failed logon is displayed. For security reasons, Local Self Help does not indicate which of the answers were wrong.

A failed Local Self Help recovery procedure is considered a failed logon attempt and logged as an event. In this case, a logon delay goes into effect. The logon delay period increases with every failed logon attempt.

If you restart your computer after a failed logon attempt, and select logon recovery with Local Self

Help again, questions are randomly selected again.

SafeGuard Easy

17 Recovery with Challenge/Response or recovery key

If you use Sophos SafeGuard and you have, for example, forgotten your password, you can regain access to your computer very quickly through a central helpdesk.

Note: If you use Windows 7 and the SafeGuard POA, we recommend that you use Local Self

Help to recover a forgotten password. You can display the current password in Local Self Help and continue using it, so there is no need to reset the password or involve the helpdesk.

17.1 Challenge/Response for SafeGuard POA users

For recovery, Sophos SafeGuard offers a Challenge/Response procedure that allows information to be exchanged confidentially.

During the Challenge/Response procedure, you generate a challenge code (an ASCII character string), and provide this code to a helpdesk officer. Based on the challenge code provided, the helpdesk officer generates a response code that authorizes you to perform a specific action on your computer.

Recovery with Challenge/Response is available for the following logon methods in the SafeGuard

Power-on Authentication:

■ Logon with user ID and password

■ Logon with fingerprint

■ Logon with non-cryptographic token

17.1.1 Prerequisites

A prerequisite for logon recovery with Challenge/Response is that the helpdesk can access the key recovery file. These files have to be provided to the helpdesk by shared path, e-mail, or different media.

If you have forgotten your password, another account has to be available on the computer to reset the password. Alternatively, you can use a password reset disk.

The Challenge/Response procedure lets you log on at the SafeGuard Power-on Authentication.

You are also allowed to log on to Windows, even if the Windows password needs to be reset.

17.1.2 You have entered the password incorrectly too often

If you have entered your password incorrectly too often and your computer is locked at SafeGuard

POA level, the Challenge/Response procedure enables your computer to boot through the

User help

SafeGuard Power-on Authentication. Then the Windows logon dialog is displayed. You can enter your Windows password in this dialog and you will be logged on.

The counter of the maximum number of password entry attempts allowed is reset.

17.1.3 You have forgotten your password

When recovering the password with Challenge/Response, a password reset is required.

Note: Local Self Help allows you to have the current password displayed and to continue using it. This avoids the need to reset the password or to involve the helpdesk. For further information, see

Recovery with Local Self Help

(page 60).

1. Start a Challenge/Response procedure and follow the instructions of the helpdesk. Your computer will be enabled to boot through the SafeGuard Power-on Authentication.

2. In the Windows logon dialog, you do not know the correct password. You need to change password at Windows level. This requires further recovery actions outside the scope of Sophos

SafeGuard using standard Windows means.

There are two possible methods to reset the password at the Windows level.

■

By using a service or administrator account available on your computer with the required

Windows rights.

By using a Windows password reset disk.

The helpdesk officer tells you which procedure should be used, and either provides the additional Windows credentials or the required disk.

3. Enter the new password the helpdesk has provided at Windows level and immediately change it again to a value that is only known to you.

4. A new user certificate for use in Sophos SafeGuard will be created automatically based on the newly chosen Windows password. This enables you to log on to the computer again and to log on at the SafeGuard Power-on Authentication with the new password.

5. Log on at the SafeGuard POA with the new password.

Keys for SafeGuard Data Exchange: If you have forgotten the Windows password and it has been reset, you will not be able to use the keys already created for SafeGuard Data Exchange without the corresponding passphrases. To continue using the already-generated user keys for

SafeGuard Data Exchange, you have to remember the SafeGuard Data Exchange passphrases needed to reactivate these keys.

17.1.4 You cannot access your computer any more

If you cannot access your computer any more, the SafeGuard Power-on Authentication might be corrupted. Even in this critical situation Sophos SafeGuard offers a Challenge/Response procedure with helpdesk assistance enabling you to regain access to your encrypted drives.

Challenge/Response in this case is carried out through a WinPE environment. When encountering such a critical situation, we recommend that you contact your Sophos SafeGuard helpdesk. The helpdesk officer will provide you with the necessary files and guide you through the necessary steps to regain access to your computer.

SafeGuard Easy

17.1.5 The Challenge/Response procedure

The Challenge/Response procedure must be initiated:

■ if you have entered the password incorrectly too often.

■

■ if you have forgotten your password.

to repair a corrupted local cache.

Note: By default, logon recovery is deactivated when the local cache is corrupted. This means that it will be restored automatically from its backup. In this case, no Challenge/Response procedure is required to repair the local cache. However, logon recovery can be activated by policy, if the local cache is to be repaired explicitly with a Challenge/Response procedure. In this case, you are prompted automatically to initiate a Challenge/Response procedure, if the local cache is corrupted.

Note: When you generate the challenge, a time period of 30 minutes is available within which to enter the response generated by the helpdesk. After 30 minutes, the response code will no longer be valid and can no longer be used.

1. In the SafeGuard POA logon dialog, click Recovery.

■ If only Challenge/Response is activated for logon recovery, the Challenge/Response procedure is started.

■ If Challenge/Response and Local Self Help are available for logon recovery, a dialog with both recovery methods is displayed. Click the Challenge/Response button to start the

Challenge/Response procedure.

A dialog is displayed, indicating the name of the file required for the Challenge/Response procedure.

2. Call your helpdesk. Tell the helpdesk officer the name of the file.

3. Click Next.

Your user data and a random challenge code are displayed. To enhance readability, the code is subdivided into blocks of five characters each. Tell the helpdesk officer the challenge code.

(If you need help stating the challenge code, you can click the Spelling Aid button).

4. Click Next.

The Challenge/Response - Step 3 out of 3 dialog is displayed.

The helpdesk officer provides you with the response code by phone or SMS.

5. Enter the response code in the input fields of the Challenge/Response - Step 3 out of 3 dialog.

If you have entered the response code incorrectly, the character block containing the error is marked in red.

6. Click OK.

You are logged on at the SafeGuard Power-on Authentication.

User help

17.2 Challenge/Response for BitLocker users

General hints on using mouse and/or keyboard

■

You can select controls by using the mouse and/or the keyboard. To jump from one control to the next with the keyboard press the Tab key. To get back into the previous control use

Shift+Tab.

Confirm selections by pressing Enter.

Challenge/Response procedure

If you need to get a BitLocker recovery key, proceed as follows:

1. Reboot the PC. After rebooting, a yellow message appears. Press any key within the next three seconds.

2. The Sophos Challenge/Response screen appears.

3. In Step 2 information required to call the helpdesk is provided to you.

4. Provide the following information to the helpdesk:

Computer, for example Sophos\<Computer name>

Challenge code, for example ABC12-3DEF4-56GHO-892UT-Z654K-LM321. Hover with the mouse over the characters to display a spelling aid. Or press F1 several times to display this help box. The code expires after 30 minutes leading to an automatic shutdown of the PC.

5. Then enter the response code from the helpdesk (six blocks with two text fields each and five characters required per field).

■ If a text field is completely filled with characters, the focus is automatically switched to the next text field.

■ If you accidentally enter a wrong character in a block, the corresponding block will be highlighted in red. Use the Delete or the Backspace key to correct entries.

6. After you have successfully entered the response code, click Continue or press Enter to complete the challenge/response action.

Reset BitLocker credentials

As soon as you are logged on to the system again, specify new BitLocker credentials so that you will not need another Challenge/Response procedure for your next logon. Depending on your operating system and BIOS/UEFI version the system will display a dialog for the credential reset.

If this dialog does not appear automatically, right-click the Sophos SafeGuard icon in the taskbar.

A context menu opens. Select Reset BitLocker credentials and follow the on-screen instructions.

Note:

If you want to shut down or restart the system, click with the mouse on the shut down button or press the Tab key until the shut down button is highlighted.

SafeGuard Easy

17.3 BitLocker recovery key

As a BitLocker user on a system that does not support SafeGuard Challenge/Response, you can request a BitLocker recovery key from your helpdesk.

General hints on using mouse and/or keyboard

■

You can select controls by using the mouse and/or the keyboard. To jump from one control to the next with the keyboard press the Tab key. To get back into the previous control use

Shift+Tab.

Confirm selections by pressing Enter.

Request the recovery key

If you need to get a BitLocker recovery key from your helpdesk, proceed as follows:

1. Reboot the endpoint. After rebooting, press the Esc key in the BitLocker logon screen.

2. The screen for entering a BitLocker recovery key appears.

3. In Step 2 information required to call the helpdesk is provided to you.

For example: <Computer name> C: 9/25/2014

4. Provide the Computer name to the helpdesk.

5. Then enter the BitLocker recovery key from the helpdesk (eight blocks with six characters required per field).

6. After you have successfully entered the response code, click Continue or press Enter to complete the recovery action.

Reset BitLocker credentials

If this dialog does not appear automatically, right-click the Sophos SafeGuard icon in the taskbar.

A context menu opens. Select Reset BitLocker credentials and follow the on-screen instructions.

Note:

If you want to shut down or restart the system, click with the mouse on the shut down button or press the Tab key until the shut down button is highlighted.

User help

18 Sophos SafeGuard and Lenovo Rescue and Recovery

Note: Lenovo Rescue and Recovery is only available for Windows 7 endpoints.

You can restore complete operating system backups on an encrypted partition without decrypting the hard disk first. This saves time when performing disaster recovery. Sophos SafeGuard has been officially certified by Lenovo for this functionality.

The main function of Lenovo Rescue and Recovery is to restore data at the press of a key. Even if the primary operating system is damaged and no longer starts, Rescue and Recovery saves data through an emergency environment (WinPE). You can access the rescue tools from the

Microsoft Windows Desktop or by pressing the blue "ThinkVantage" key integrated in Lenovo systems.

Lenovo Rescue and Recovery is most useful for mobile users who do not have administrative support. For example, on a business trip, they can use it to restore their computers.

For information on the Lenovo Rescue and Recovery (RnR) versions supported by Sophos

SafeGuard, see http://www.sophos.com/en-us/support/knowledgebase/108383.aspx

18.1 Overview

Sophos SafeGuard is integrated with Rescue and Recovery functionality and supports Lenovo features such as the "ThinkVantage" blue button on the keyboard of Lenovo notebooks, or the blue "Enter" button on Lenovo PC keyboards.

This integrated functionality lets you pair this efficient backup and recovery method with Sophos

SafeGuard encrypted operating system partitions. Backups from encrypted Sophos SafeGuard systems can be stored on any disk drive used by RnR. Therefore, in an emergency, a system can be restored by loading the backup from a virtual or service partition or from a removable media device such as a CD/DVD or a USB hard disk.

Sophos SafeGuard is unaffected by a system restore and all the encryption settings are still in place, so there is no need to reinstall any software. You do not have to restart encryption.

In a Sophos SafeGuard environment Rescue and Recovery is based on WinPE recovery. WinPE can be started from:

■

■ a virtual or service partition.

a removable media device such as a CD/DVD or a USB hard disk.

18.2 Requirements

■

Latest BIOS for the PC/notebook.

For information on compatibility of Rescue and Recovery versions with Sophos SafeGuard versions, see: http://www.sophos.com/en-us/support/knowledgebase/108383.aspx

SafeGuard Easy

■

Lenovo Rescue and Recovery can be used to recover Sophos SafeGuard encrypted volumes.

The SGNClient.msi

installation package must be installed.

For Rescue and Recovery, volumes must be encrypted with the defined machine key. For volumes encrypted with any other keys, Rescue and Recovery is not supported.

18.3 Installation

When Rescue and Recovery software is installed on a hard disk without a service partition, the following applies:

The Rescue and Recovery environment is installed on a virtual partition on the computer's hard disk "C:" partition (primary partition of the master hard disk).

In the sections that follow, note the sequence in which Rescue and Recovery and Sophos

SafeGuard are installed. We recommend that you install Lenovo Rescue and Recovery first, and

Sophos SafeGuard afterwards.

18.3.1 Install both Rescue and Recovery and Sophos SafeGuard

The following installation sequence is recommended:

1. Install the latest version of Rescue and Recovery.

2. Install the latest version of the Sophos SafeGuard Device Encryption module

( SGNClient.msi

Sophos SafeGuard checks if Rescue and Recovery is installed, and adds its own files and configurations to the Lenovo recovery environment.

3. Check that the SafeGuard Power-on Authentication is activated, so no unauthorized backups can be restored.

You activate the SafeGuard Power-on Authentication when installing Sophos SafeGuard.

18.3.2 Rescue and Recovery is already installed

RnR WinPE is located on the first hard disk on a service or virtual partition.

In this case all necessary drivers and files are copied to the corresponding locations of RnR

WinPE, and the necessary registry entries are added to the registry files of WinPE.

Install the latest version of the Sophos SafeGuard Device Encryption module ( SGNClient.msi

Sophos SafeGuard checks if Rescue and Recovery is installed and adds its own files and configurations to the Lenovo recovery environment (WinPE).

18.4 Upgrade

Upgrade implies that Sophos SafeGuard and Rescue and Recovery are installed, and you want to upgrade one or both to a newer version.

User help

Upgrade Sophos SafeGuard

If you upgrade Sophos SafeGuard, this updates the entire system, so you will not need to set any further configurations.

18.5 Uninstallation

When uninstalling the software products:

■ We recommend that you uninstall Sophos SafeGuard first, and then Rescue and Recovery.

If Sophos SafeGuard is uninstalled while Rescue and Recovery is still installed, all Sophos

SafeGuard specific modifications, such as added drives, files, and registry entries are removed from RnR WinPE.

■

Do not uninstall Sophos SafeGuard immediately after the system has been restored. After a system restore, start the computer once and then uninstall Sophos SafeGuard.

If Rescue and Recovery is removed while Sophos SafeGuard is still installed, then RnR modifications of the MBR boot sector are removed, and the original MBR boot sector is restored.

18.6 Boot environment and recovery options

Sophos SafeGuard allows you to boot into the Rescue and Recovery environment after successfully having logged on at the SafeGuard Power-on Authentication (POA).

From the local hard disk

■ The virtual partition on the local hard disk or the local service partition.

■ The volumes must have been encrypted in Sophos SafeGuard with the defined machine key.

All necessary drivers must have been added to RnR WinPE. Then the defined machine key is available in the RnR WinPE environment and the volumes can be accessed again.

Note: Sophos SafeGuard does not allow you to boot into the Rescue and Recovery environment when booting directly from BIOS.

From a bootable CD/DVD or any bootable removable media

■ In this case no authentication at the SafeGuard POA is performed, and there are no keys available, so encrypted volumes cannot be accessed. If Rescue and Recovery is started directly from BIOS, the operating system will be recovered. Sophos SafeGuard will be removed during the restore process. To secure the system again, Sophos SafeGuard must be reinstalled.

18.7 Create a backup

You create backups using Rescue and Recovery in Windows. On computers on which Rescue and Recovery is already installed, and on which Sophos SafeGuard is installed later, a message is displayed prompting the user to create a new backup of the system.

Before creating a backup of your system using Rescue and Recovery, please read the documentation provided by Lenovo.

SafeGuard Easy

Sophos SafeGuard only provides support for saving the backups to:

■ local hard disk

■

■ second hard disk

USB hard disk

■

■ network startup key

■ CD/DVD

By default the backups are saved in the C:\RRUbackups folder. This folder is protected by

Rescue and Recovery if it is stored on a local partition on the primary hard disk drive. If so, it cannot be deleted or removed.

18.8 Restore file backups

Rescue and Recovery can restore files or folders from backups in which Sophos SafeGuard is installed. Simply start Windows, and then Rescue and Recovery, and restore the selected files.

You do not have to restart your machine after the restore is completed, you can work with your files immediately.

18.9 Restore the Sophos SafeGuard system

To restore a system backup that includes Sophos SafeGuard, boot into the Rescue and Recovery environment. The RnR environment appears as soon as you press one of following keys during the startup process:

■

"Thinkvantage" (Lenovo Notebooks)

Blue "Enter" key (Lenovo Desktop PCs)

■ F11 with other keyboards

1. If you use a Lenovo computer: a) Start the Rescue and Recovery environment from a local hard disk by pressing the blue

"ThinkVantage" button on the Lenovo notebook keyboard, or the blue "Enter" button on a

Lenovo PC keyboard.

The SafeGuard Power-on Authentication is displayed.

b) Enter the Sophos SafeGuard credentials.

2. If you do not use a Lenovo computer: a) Log on at the SafeGuard POA with your Sophos SafeGuard credentials.

b) While the computer continues starting up, press F11 to start the Rescue and Recovery environment.

The user interface for Rescue and Recovery is displayed. The welcome screen is displayed.

3. Click Next.

User help

4. On the left-hand side menu, select Restore Backup.

A dialog is displayed in which you can select the backup.

5. Select the backup and restore it.

18.10 Service and factory recovery partitions

Lenovo supplies new computers with special pre-installed partitions:

■ Lenovo service partition: contains the Rescue and Recovery boot environment.

■ Factory recovery partition: contains all information about the computer's factory settings and factory recovery functions.

These partitions are visible in Windows under separate drive letters.

Note: When these partitions are available on the computer, they will never be encrypted even if an encryption policy is defined to, for example, encrypt all volumes.

If there are no such partitions on the computer, but you would like to create one, do so before installing Sophos SafeGuard. For further information, refer to the Lenovo documentation.

18.11 Disabled SafeGuard POA and Lenovo Rescue and

Recovery

If the SafeGuard Power-on Authentication is disabled on your computer, the Rescue and Recovery authentication should be enabled for protection against access to encrypted files from the Rescue and Recovery environment.

For details on activating the Rescue and Recovery authentication, refer to the Lenovo Rescue and Recovery documentation.

SafeGuard Easy

19 Technical support

You can find technical support for Sophos products in any of these ways:

■ Visit the SophosTalk community at community.sophos.com/ and search for other users who are experiencing the same problem.

■

Visit the Sophos support knowledgebase at www.sophos.com/en-us/support.aspx

Download the product documentation at www.sophos.com/en-us/support/documentation/ .

Open a ticket with our support team at https://secure2.sophos.com/support/contact-support/support-query.aspx

User help

20 Legal notices

No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise unless you are either a valid licensee where the documentation can be reproduced in accordance with the license terms or you otherwise have the prior permission in writing of the copyright owner.

Sophos, Sophos Anti-Virus and SafeGuard are registered trademarks of Sophos Limited, Sophos

Group and Utimaco Safeware AG, as applicable. All other product and company names mentioned are trademarks or registered trademarks of their respective owners.

You find copyright information on third party suppliers in the Disclaimer and Copyright for 3rd

Party Software document in your product directory.

Key features

Easy data exchange with removable media
File-based encryption
Volume-based encryption
Full disk encryption
SafeGuard Power-on Authentication
Challenge/Response recovery mechanism
Data protection against unauthorized access

Frequently asked questions

Enter your Windows user credentials in the SafeGuard POA logon dialog and you are logged on to Windows automatically

Press F8 in the SafeGuard POA logon dialog, enter the new password and confirm it

Save the key backup file and make sure the helpdesk has access to it.

Logon as the computer's owner, clear the Pass through to Windows check box in the SafeGuard POA logon dialog and allow the second user to enter their Windows credentials.

Click Options >> in the SafeGuard POA logon dialog and select the Virtual Keyboard check box.

SafeGuard Easy

User help

Product version:

Document date:

7

December 2014

Contents

1 About Sophos SafeGuard 7.0

2 Sophos SafeGuard on Windows Endpoints

3 Security best practices

Shut down your computer completely or put it into hibernation mode when it is not in use

Choose strong passwords

Ensure that all volumes have a drive letter assigned

4 Key backup for recovery

5 SafeGuard Power-on Authentication

SafeGuard POA look and feel

5.1 First logon after Sophos SafeGuard installation

5.1.1 First logon procedure

5.2 Logging on at the SafeGuard Power-on Authentication

Logon delay on failed logon attempt

Machine lock

5.2.1 Logon recovery

5.3 Register further Sophos SafeGuard users

5.4 Temporary password in the SafeGuard POA

5.5 Virtual keyboard

5.6 Keyboard layout

5.6.1 Change the keyboard layout

5.7 Supported hotkeys/function keys in the SafeGuard

Power-on Authentication

5.7.1 Hotkeys

5.7.2 Function keys in the logon dialog

5.8 Password synchronization

6 Logging on to Windows

6.1 Log on with Sophos SafeGuard

6.2 Log on with the Windows authentication method

7 Logging on with non-cryptographic smartcards or tokens

7.1 First logon with token after installation

7.2 Store Windows user credentials on your token

7.3 SafeGuard POA logon with token

7.4 Change the PIN

7.5 Token logon recovery

7.6 Unblock tokens

8 Logging on with the Lenovo Fingerprint

Reader

8.1 Requirements

General requirements

System requirements

Supported hardware

Supported software

8.2 Enroll fingerprints

8.3 Logging on to SafeGuard Power-on Authentication with a fingerprint

8.3.1 Icons used in the logon process

8.3.2 Failed logon attempts

8.3.3 Log on with a user name and password

8.4 Changing your password

8.4.1 Synchronize your password

8.5 Fingerprint logon recovery

9 Disk encryption

9.1 SafeGuard full disk encryption

9.1.1 Transparent encryption

9.1.2 Initial encryption

9.1.3 Volume-based full disk encryption

9.1.4 Volume access restrictions

Volumes with failed encryption

Unidentified File System Objects

9.2 BitLocker Drive Encryption

9.2.1 Encryption policies for BitLocker

9.2.2 Authentication with BitLocker

Trusted Platform Module (TPM)

Startup Key on USB memory stick

9.2.3 Encryption on a BitLocker-protected computer

Endpoints with TPM

Endpoints without TPM

BitLocker recovery keys

Managing volumes already encrypted with BitLocker

9.2.4 Initial encryption on a BitLocker-protected computer

9.2.5 Decryption with BitLocker

10 SafeGuard Data Exchange

10.1 Settings for handling removable media

10.2 Single media passphrase for all removable media connected to the computer