Step 5b: Actions & The Password Vault

Actions 

After reviewing your search results, you'll need to select the best way to handle this sensitive information. The following actions are available to you:   

Secure (Encrypt or Redact) - Secures the highlighted item using the associated application's features.

• Encrypt - Identity Finder uses application specific encryption where available (e.g., MS Office and Adobe PDF) to password protect the file.  When no application specific encryption is available compressed file encryption is used. Depending on the file type, you'll be prompted differently for how to encrypt the file (see Identity Finder Online help topic: Securing Identity Matches Overview for details).
  
  Important notes on Encryption
  • When you encrypt a file, you should use the option to save the password for that file in your Password Vault.
  • When encrypting Adobe PDF files, be sure to choose RC4 128-bit encryption.
  • When using compressed file encryption, be sure to shoose AES 256-bit encryption.
  • When AES 256-bit encryption is used, you will NOT be able to open the file by double-clicking on it. You must use Identity Finder's Open Secure Zip File feature.

• Redact - When a text file has sensitive identity match information in it and you wish to keep the file on your computer, but do not need the personal information,  you should utilize the Redact feature to automate the securing of this file by removing the personal information and leaving all other content in place.  You can choose to replace the data with numbers or an "X".
  
  There are two ways to secure a single text based file with redact: 
  • Single click the file result with the left mouse button to highlight it and click the Secure button on the Main ribbon.  Then choose Redact.
  • Single click the file result with the right mouse button to highlight it and bring up a context menu, then highlight and left-click on Secure.  Then choose Redact.
    
    To redact multiple text files at one time, check the checkbox of each file and then choose one of the methods described above to begin securing the files.
    
    You can choose to redact the personal information and replace it with your default choice from your Identity Finder Settings Redact From Text Files option, or you can select any digit from 0 to 9 or an X.  Once you click OK, the personal information will be permanently removed.
    

Shred - The Shred button is located on the Main ribbon and is enabled for all types of result; however, depending on the location of the result, Shred behaves differently.  For files, shred utilizes a secure United States Department of Defense wiping standard known as DOD 5220.22-M.  For other locations, shred removes the information from your computer using other, appropriate methods.

There are three ways to Shred a location:

• Single click the result with the left mouse button to highlight it and click the Shred button on the Main ribbon.

• Single click the result with the right mouse button to highlight it and bring up a context menu, then highlight and left-click on Shred.
• Highlight the result by single clicking with the left mouse button or by using the arrow keys and then press the Delete key on your keyboard.
  
  Important Note:  It is not possible to "undo" a Shred.  Shredded results cannot be recovered.  Once you shred something, it is gone.
  

Recycle - This feature is disabled on our installer. Moving a file to the Recycle Bin does not actually delete the file. To truly remove a file, use Shred.

Quarantine - Securely moves the highlighted file to a quarantine location and permanently shreds it from its original location. To Quarantine, highlight the item you want to quarantine; the Quarantine dialog box appears. Select the Quarantine folder to move the file to. This should be a folder that is highly secure, such as an encrypted drive or a storage device to which unauthorized individiuals do not have access. Note: You can specify a default Quarantine location in Settings. You may also choose to leave behind a warning text document in place of the file.

Open - Click Open to open and review the contents of the highlighted file in its associated application.

Ignore - Allows you to designate certain items to be ignored by Identity Finder. Click Ignore and choose from the following:

• This Item Location: To ignore this file.
• This Identity Match: To ignore this Identity match in ALL locations in which it appears.
• Manage 'Ignore List': To create a list of items to ignore, select the Ignore a File option and click the File Selection button.  This button will open a dialog box that allows you to select any file on your computer.  After navigating to your desired location, click the Open button and the full path to your selected file will be displayed.  Once you have selected a file location to ignore, click the Add button and it will appear in the Identity and Location Ignore List. To remove a location or multiple locations, highlight them and click the Remove button.  The Remove All button clears the entire list. If you make changes and want to Save your list for future sessions, click the Save button.  Otherwise click OK.  You may be prompted to provide a password if you are saving a new list. If Identity Finder did not automatically load your Ignore Identities and Location list when it started, you can load it now by clicking the Load button.  You will be prompted for your password. Locations that you add to the Ignore List during a search will be ignored for the remainder of the current search.
  

The Password  Vault

The Password Vault tool allows you to securely store and manage usernames and passwords for websites, encrypted files, and other locations inside of Identity Finder and protect them with a single Password Vault password.  In other words, the Password Vault password is a single master password that allows you to gain access to the Password Vault. Once you've gained access, the Password Vault houses your list of files and their respective passwords.

Important Information for Using the Password Vault

• There is NO WAY to recover a forgotten Password Vault password. Once you've established this password, write it down and lock it in a SECURE location. If you plan to encrypt files for Carnegie Mellon business or academic operations, be sure to inform your supervisor of the secure location of the Password Vault password to ensure business continuity.
  
• Do NOT use your Andrew Account password as your Password Vault password.
  

Accessing the Password Vault Tool  

To access the Password Vault tool, click the Password Vault button on the Tools and Options ribbon.

1. Once selected, the Password Vault dialog will open.  Enter any Location, Comment, Username, and/or Password then click Add to add an item and its corresponding password to your vault. Click OK.
   
   Note: At no point does Identity Finder attempt to validate that the usernames or passwords that you place in the password vault are correct; therefore, it is necessary for you to ensure that you type them in correctly.
2. The first time you close the Password Vault after adding an item to it, you'll be prompted to set your Password Vault password.
   
   Note: When you re-launch Identity Finder, you'll be prompted for your Password Vault password to access your secure information.
   

Step 5c: Acting on Your Search Results