4 security tips for using removable media safely

Removable media has become increasingly sophisticated. Gone are the days of burning CDs and DVDs at work.

Today, the defining characteristic of removable media consists of portable data devices, such as flash drives and external hard drives, that can be disconnected from and reconnected to different computer systems while running.

This allows data to be easily transferred between systems by physically moving the storage media.

While incredibly convenient for many reasons, including enabling data mobility, removable media also introduces security risks, such as data loss if devices are lost or stolen.

Removable media can also spread malware between systems and potentially violate copyright. This underscores the importance of proper handling and security measures.

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What is removable media?

Removable media is any storage device easily removed from a computer system while running.

Notably:

It transfers data between different computers by physically moving the storage device.

Examples include USB flash drives, external hard drives, CDs, DVDs, memory cards (SD cards), and even older formats like floppy disks.

Removable media devices contain built-in components for storing and transferring data, with connectors that interface with the host computer.

They provide a convenient way to store and transport data, backup files, run applications directly from the device, and more.

The darker side of this convenience is that removable media can introduce security risks, such as data loss if the device is lost or stolen.

It can also introduce malware and expose your organization to penalties if misused.

The allure of leveraging removable media is the ability to physically disconnect the storage device from one system and reconnect it to another to access or transfer the stored data.

While this is conducted for legitimate purposes, hackers have also used removable media to steal sensitive data.

What are the risks associated with removable media?

The key risks associated with removable media include:

1. Data security

Removable media devices like USB and external hard drives are small and easily lost or stolen, potentially exposing sensitive data to unauthorized access.

Even if encrypted, lost devices mean the data cannot be recovered.

2. Malware infections

Malware can be unintentionally spread when infected removable media is connected to different systems.

Malware may exploit autorun features to execute automatically when the device is plugged in.

3. Copyright infringement

Data stored on removable media may be copyrighted, leading to potential fines if used without permission.

4. Media failure

Removable media has a shorter lifespan than other storage and can fail unexpectedly, resulting in data loss if not backed up properly.

5. Reputational damage

Loss of sensitive data from removable media can erode customer trust and significantly damage an organization’s reputation.

6. Financial loss

Organizations may face regulatory fines, lawsuits, and other financial consequences if sensitive data is compromised due to lost or misused removable media.

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What are the advantages and disadvantages of using removable media?

There are many advantages to using removable media—from portability to backup.

Here are five reasons many still turn to removable media over other, more secure options:

Portability: Removable media devices are small and lightweight, making transferring data between different systems and locations easy.

Storage capacity: Many removable media formats, such as USB and external hard drives, offer ample storage capacity at a relatively low cost. For many, this is a much more cost-efficient solution than paying for space in the cloud.

Fast data transfer speeds: Removable media can support high data transfer rates, faster than internal hard drives in some cases, and, depending on your Wi-Fi connection, faster than a cloud upload.

Simple to use: Most removable media only needs to be plugged into the host system to access the stored data.

Backup and archiving: Removable disks enable data to be backed up and archived off-site for disaster recovery.

That said, there are disadvantages to using removable media as well.

Some of the more apparent flags include:

Data security risks: Even encrypted devices can lead to permanent data loss if misplaced.

Spread of viruses: Malware can be introduced when infected removable media is connected to different systems.

Short lifespan: Many removable media formats have relatively short lifespans and can fail without warning, leading to data loss if not backed up properly.

Lack of security features: Removable devices aren’t designed with hard-coded security features like encryption and access controls.

Financial risks: Loss of sensitive data from misused removable media can lead to regulatory fines or lawsuits.

While convenient and a relic from our early workdays for many of us, removable media requires proper policies, training, and technical controls.

This mitigates their significant security and compliance risks.

4 tips on using removable media

Here are the essential best practices for using removable media safely:

1. Only use trusted removable media

Never use removable media that you found or is not your own. Only insert trusted removable media into your computer.

Only plug in a device that has been accounted for or if you know its contents.

Never plug in a device not owned or controlled by your organization into a work computer without IT approval.

2. Implement security measures

Install anti-malware/anti-virus software to scan for viruses when removable media is connected.

Disable autorun and autoplay features that automatically execute code when media is inserted.

Implement access controls like passwords and encryption to protect data on removable media.

Use strong passwords and encryption on all removable media devices.

3. Handle data properly

Customize IT administrator controls within your business with WinZip SafeMedia:

Permissions manager

Forced encryption

Password encryption requirements

System logs

4. Train employees

Educate employees on the risks and proper handling of removable media.

Instruct employees to always use approved removable media on work computers.

By following these practices, organizations can mitigate risks like data loss, malware infections, and compliance violations associated with improper use of removable storage devices.

The truth about removable media risks: Are you safe?

It’s important to prioritize security when using removable media, as it’s often overlooked.

The bottom line: While removable media can be convenient, these alternatives offer enhanced security and reduce the threats connected to lost or stolen devices, malware infections, and data breaches.

Enterprise organizations should evaluate their needs and implement the most appropriate solution to safeguard sensitive data.

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