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Manage Authorized Devices
Device-level management software helps IT staff track who is connecting USB devices to the network, what kind of data is being transferred and when the activity is happening. If IT staff is not monitoring device activity, sensitive data can be copied and shared with unauthorized outsiders.
Block Unauthorized Devices
Sometimes, there is no business reason for the user to have a USB device to read or copy data. If that's the case, just disable the port and block all devices outright. This would also take care of users bringing unauthorized drives and connecting to the computer.
Develop an Encrypted USB Plan
Develop and implement a plan before a breach occurs. The plan should cover how to secure and transport flash drives, who should have access to the data and what to do if the device is lost.
Issue Company-Approved Devices
Instead of just telling employees that they should be using encrypted drives and setting passwords, provide them with authorized devices with a directive that they are the only ones that can be used. If the enterprise doesn’t provide secure USBs and implement policies that allow users to be productive, employees usually find a way to work around these security systems out of necessity.
Pick the Appropriate Level of Security
Understand the many options available that balance corporate needs for cost control, security and productivity. Look for the right level of security for the right price. If the organization doesn't need military-grade security, don't pay for it.
User Training and Education
Make sure employees know how to use secure devices. There have been several breaches where the organization required encrypted drives, but the employee didn't use them because they were too hard. Run scenarios to teach employees the consequences of not using secured devices.
Set Clear Security Policies
Setting a policy is just the first step, but it’s an incredibly important one. Identify who is authorized to download data onto secure drives and create a policy that limits access to only those users. Make it clear on how to obtain the drives, how they should be stored and what kind of password protection needed.
Encrypt the Data
Confidential data should be encrypted before users can do anything with it, whether that's sending it over email or saving onto removable media. If the data isn't encrypted beforehand, attackers can bypass security controls and have direct access to the data.
Secure the Endpoint
Even the most careful user can wind up connecting an infected USB device to corporate computers. Up-to-date antivirus software is critical for keeping the network safe from known and unknown threats. Scan the USB drives as soon s they are connected. For older Windows machines, make sure the patch to disable AutoRun is installed.
Remove Insecure Devices
A recent Ponemon Institute report found that 72 percent of employees use free drives from conferences and tradeshows, even if the organization provides "approved" devices. Those devices often can spread malware. Encourage employees to "trade in" these devices for company-authorized USB drives.
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Not all data breaches are the result of a malicious attacker breaking into the network. Ex-employees can download sensitive documents to a personal USB drive and take it to their new employer. Backup drives containing sensitive data can get lost or stolen. Employees trying to be productive by taking work home can misplace their flash drives. All these potential scenarios expose the organization to data loss and regulatory fines. The best time to figure out how to use secure USB flash drives and the necessary security policies to protect the data is before a data breach, according to Kingston Digital, a memory and USB device vendor. “Data is the DNA of any company and as such, must be protected at all times and handled cautiously and wisely,” said John Terpening, secure USB business manager at Kingston. Organizations should know what to do if the device gets lost, such as selecting products that can be remotely disabled via a Web interface if lost or compromised, or locked after too many incorrect password attempts, according to Kingston. Below are some tips on how organizations can secure USB drives and the data stored on them.