How To Keep Business Data On Flash Drives Secure

Wondering how to keep your data safe on a portable USB drive? After reading this guide you will be able to secure your data stored on Flash drives.
keep business data on flash drives secure

In 2008, a serious cyber-attack on the U.S. military’s network was traced to a tainted, malware-carrying USB flash drive. The attack certainly brought to light the significant potential risks of USB storage devices and the need to develop and protect against these risks.

USB Flash Drive Security Concerns For Businesses

Today, USB flash drives are a popular choice for storing and transferring data, especially in the business environment. Storage transfer protocols like Non-Volatile Memory Express (NVMe) add benefits such as faster data transfer and higher data throughput to USB flashes.

Unfortunately, these small devices have the potential to be used to carry and spread malware across different computers in your business. At times, the original owner may not be aware of the harm their device may be causing.

In a business or company setting, USB flash drives can easily and quickly become a security threat in various ways. It can happen when an employee plugs in an unknown USB into their computer without first scanning the device.

A USB carrying essential and confidential business data may end up in the wrong hands when it gets stolen or lost. Again, an employee may leave the organization with a USB flash drive carrying important data, only to use the data in an unscrupulous manner.

Best Practices For USB Flash Drive Security

As highlighted, data security breaches involving USB flash drives are quite common. It’s no surprise that most organizations have a policy against the use of these devices.

However, with proper best practices in place, you can continue to enjoy the many benefits of using USB flash drives for storing and transferring data within your organization. Here are some best USB data security practices worth implementing, whatever the size of your organization and the industry in which you operate.

1. Train Team Members On Security Awareness

Establish a comprehensive training program to educate all employees on what is acceptable and what isn’t regarding USBs. Teach employees against inserting untrusted USBs into their computers.

You should also emphasize the need for each employee to take care of their USBs, so they don’t end up in the wrong hands. Walk your employees through all the likely negative consequences that may happen when you have a security breach with USB flash drives.

While at it, develop a company-wide policy for USB drive usage. The policy should clearly outline the appropriate use, applicable restrictions, and guidelines to follow when reporting and responding to a breach incident.

2. Use Encryption

Encryption is easily the best solution for ensuring the security of your USB flash drives. Encryption secures the data on your USBs by making the data accessible only to those with the decryption key.

You can explore the following available options to ensure all the USBs in your organization are encrypted.

  • Get Hardware-Encrypted USB Flash Drives

When purchasing these flash drives, ensure their encryption standards meet NIST guidelines. Flash drives with 256-bit AES hardware encryption are highly secure as this is the superior encryption algorithm.

  • Install Encryption Software On Your USB Flash Drives

It is worth noting that software-encrypted USBs are not as secure as their hardware-encrypted counterparts.

  • Install And Use Open-Source Encryption Programs To Encrypt Data On Your USBs

There are several HIPAA-compliant options to choose from in this category. While you may need to do additional steps to install open-source encryption programs, they offer a good security level.

3. Deploy Anti-Virus/ Anti-Malware Software

Install antivirus software on all your computers. With new malware emerging every new day, ensuring your anti-malware software is up-to-date is very important. The antivirus software will actively scan for any malware when a device is connected to your computer.

Your choice of antivirus software should provide robust protection against malware across all points. This includes USB flash drives, SD cards, hard drives, and all removable media.

4. Keep Software Up-To-Date

Ensuring your software is up-to-date applies to all installed software, not just the antivirus. Unpatched software vulnerabilities provide an easy path for cyber criminals, as your system, including the USB storage, is left vulnerable for access and data theft.

Install software updates as soon as they become available. Most software offers the option of auto-updates, which you should check for maximum protection.

5. Block Unauthorized USBs

Block the use of unauthorized USBs. You can do this by requiring authentication for file copy and transfer onto USBs. Have a system in place to detect and block any unauthorized transfers. In addition to avoiding the transfer of malware onto your network, this helps to prevent data theft, as rogue employees will not be able to share your business data with outsiders.

Alternatively, you can use additional software to block the use of non-approved USBs. Bitlocker is an excellent example of such software. Additionally, you can install software that blocks access to files in a USB flash drive if the device is reported as lost or stolen.

Get Started: Actionable Steps To Take

Not sure where to start? Here are a few steps you can take to get you on the right path in enhancing your USB security

  • Conduct an asset management audit of your current USBs. The audit will confirm that the devices meet your USB drive usage policy. You can do the audit internally or outsource it to a company with the necessary expertise.
  • Create and implement an encryption plan for your USBs and other removable media
  • Disable auto-run or auto-play features for removable devices
  • Take stock of decommissioned USB flash drives that have reached the end of their life cycle. Start by backing up the data on these drives. Then, clear all sensitive information on the USB flash drives before getting rid of them.

Prevent And React

The best practices for USB flash drive security can either be preventive or reactive. Each category is as important as the other. As an organization, you need to have a robust plan or strategy to prevent and react appropriately to data security breaches and incidents involving USB flash drives. From training employees to proactively encrypting your USBs, you can continue to use USB flash drives with some peace of mind.

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