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Document Manager

Frequently Asked Questions

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  1. What is Document Manager?

    Document Manager is a trusted application which provides the means to secure sensitive data through the use of file and folder level encryption engaging the Trusted Platform Module (TPM) for hardware based enhanced security.

    Encrypted files are managed through use of a storage location called a Vault, which appears as a connected network drive within My Computer. The friendly “Explorer” view of protected files and folders, along with the capability to encrypt a single file or complete folder, makes the use of the “vault” intuitive.

  2. How do I encrypt files in Document Manager?

    After the creation of a vault, files and folders are encrypted simply by placing them within the vault. You can secure files and folders in the Document Manager Vault two ways:

    • Save As option to save a file from any application directly to the vault.
    • Drag and Drop when you have the Document Manager user interface open.
    • Move To Vault menu option is available when you right click on a file or folder.

    Note that ‘Drag and Drop’ and ‘Move to Vault’ are standard Windows copy or move functions. Windows, by default, will copy a file when drag and drop is performed between two different devices, and Windows will copy a file when drag and drop is performed on the same device.

    Save As

    1. Launch the Document Manager Vault Interface or right-click on the Vault under the Computer view to log in.
    2. In the application where you have your document to be encrypted, select File, Save As and choose the drive letter associated with the Vault.
    3. Upon saving, the file will be stored in the Document Manager Vault. The file contents are now secured in the Vault. If the file previously existed outside of the Vault, you can now permanently erase it. Right click on the unencrypted file and select the Document Manager Shred command to perform a secure delete of the source file.
    4. Drag and Drop:

      1. Launch the Document Manager Vault Interface or navigate to a Vault mapped drive using Windows Explorer. Then open the desired Vault.
      2. Drag-and-Drop the source file or folder onto the target folder in the Document Manager Vault.
      3. Upon completion, the file or folder will be copied into the Document Manager Vault. The file or folder contents are now secured in the Vault. In the case where the file was copied into the Vault, users must ensure the source file is secured. Once the file is verified as successfully stored in the Vault, it may be deleted from its source folder. Right click on the source file and select the Document Manager Shred command to perform a secure delete of the source file.

      Move To Vault:
      The Move To Vault command will move the selected file(s) and folder(s) to the root directory of the selected Vault and then Shred the source file(s) and folder(s).

      1. Open Windows Explorer and navigate to the appropriate directory or work with files on the Desktop.
      2. Right Click on the desired file(s), and select Move To Vault.
      3. A window listing the user’s Vaults will appear. Select the target vault. It may be necessary to login to the Vault before the Move To Vault command can complete.
      4. Upon completion, the file(s) or folder(s) will be moved to the root directory of the selected Vault. The file or folder contents are now secured in the Document Manager Vault and will no longer be available outside of the Vault.

  3. How do I access my Vaults in Document Manager?

    Document Manager Vaults are accessible in three primary ways:

    • Document Manager Vault Interface
      Double click the Document Manager icon on your desktop. Or access via the following path(s):
      • Start – All Programs – Security by Wave Systems – Document Manager
      • Start – All Programs – Dell Control Point – Security Manager – Advanced – Advanced – Advanced Security Wizards – Document Manager
    • Windows Mapped Drives
      Right click on the drive and choose the login option
    • From Applications
      Open from within any application. You must login to the vault once per session using one of the two above methods prior to using the “open” command from the application.

  4. How do I manage my encrypted files in Document Manager?

    Document Manager provides the flexibility and functionality needed to easily manage secured files. Commands are available from the Document Manager Vault interface menu bar, located at the top of the interface, just below the title bar. These commands provide a way to create, manage, share and archive Document Manager Vaults. Some preinstalled versions of Document Manager limit the capability of the software to a single Vault.

    Using Windows Explorer, you can manage individual encrypted files with standard Windows commands as well.

    Please refer to the online help files for a full list of commands.

  5. How do I delete a file or folder in Document Manager?

    To delete a file or folder in your Vault:

    • Start Document Manager or Windows Explorer
    • Select the desired Vault and login
    • Right-Click the file or folder to delete and select Delete or press the Del key
    • Confirm the delete operation, and the file or folder will be permanently removed from the PC and will disappear from the Vault. No part of the deleted file or files exist on the PC after the delete operation completes.

  6. What types of files can be stored in my Vault?

    Most files that you edit directly as a user can be stored in the Vault. Certain files, such as database files, that need to be accessible by an application and aren’t normally edited directly by a user could be stored in the Vault, but the application cannot access them and will not work properly with its database in the Vault.

    Document Manager also has built-in safety functions to guard against rendering the PC inoperable. Document Manager will refuse to encrypt the following critical items:

    • The System Drive (typically Drive C:) from the root level
    • Critical Windows OS directories and files
    • Document Manager directories and files
    • Hidden, system and read-only files

  7. How do I recover my Vault if a problem is encountered with my TPM or hard drive?

    It is critical that you maintain a current archive of your Vault and TPM keys.

    The Document Manager Vault allows for easy Archive and Restore through its integrated data and TPM key archive and restore capabilities. In one simple operation, Document Manager’s Archive function in the Document Manager user interface creates an archive of everything needed to restore a Vault. This includes the Vault data as well as the TPM key needed to access the Vault. Users do not have to worry about managing the archive and restore of individual TPM encryption keys. It is possible also to recover Document Manager by restoring from a full hard drive backup as well as from an archive of TPM keys created through the EMBASSY Security Center.

    If you do not create a backup and you have hardware failure or you inadvertently clear the TPM through BIOS, then you may not be able to recover data and you risk data loss.

    The archive and restore operations through Document Manager are explained below:

    Archive of a Document Manager Vault is straightforward and intuitive. Follow these easy steps:

    1. Using the Document Manager Vault Interface, open the Vault to archive or navigate to the desired Vault in Windows Explorer.
    2. Select Archive from the menu (Vault Interface) or Archive from the context menu (Windows Explorer).
    3. Select a target location and name for the archive and select Save. It is advisable to store the archive file off of the local hard drive.
    4. Create the password that is used to protect the archive file. You should ensure that the archive password is not lost or forgotten or you will not be able to restore from the archive.
    5. Enter the TPM owner password. Note: If you are creating an additional archive in the same location as an existing archive, the TPM owner password will not be required.
    6. Document Manager will archive the data and the TPM keys to the target location. Note that archive of Vaults containing a large amount of data may require several minutes to complete. This is also dependent upon the network traffic when backing up to a device on a network.

    Restore to Current Vault
    Restoration of the Document Manager Vault is simply a matter of identifying the archive file location and the Vault which will receive the data, and Document Manager does the rest. Follow these steps:

    1. Using the Document Manager Vault Interface, open the Vault to restore to or navigate to the desired Vault in Windows Explorer.
    2. Select Archive, Restore to Current Vault from the menu (Vault Interface) or Restore from the context menu (Windows Explorer).
    3. Select the Vault archive to be restored.
    4. Confirm the Vault settings, then select OK.
    5. Enter your archive password when prompted.
    6. Document Manager will restore the Vault data and the TPM keys.

  8. Can I move the Vault file to another place on my hard drive?

    No. The Vault location cannot be changed. Manually moving the Vault to another location will render Document Manager inoperable. If you upgrade to the Enterprise Edition of the EMBASSY Trust Suite, then you will have a full version of Document Manager where you can create multiple vaults in any user-writable location, hard drive, USB flash drive, network drive, etc.

  9. Where are the files in the Vault kept?

    Files in the Vault are stored on your hard drive, but not in the same way as normal files. The Vault contents are managed and secured by Document Manager and your PC TPM (Trusted Platform Module).

    No one but the authorized user can access the content of files that are in the Vault, nor can they even see the names of the files that are in the Vault.

  10. How do I manage my passwords in Document Manager?

    When using Document Manager, users will be prompted for a Password for each Vault access. Passwords for each Vault are set by the user when they create the Vault. Users may elect to give each Vault a unique password or they may use the same Password for all Vaults. The Password is used to gain access to data that is protected by the PC’s built-in secure hardware. It is important that users do not forget the Password of a Vault, as they will not be able to access the Vault without the Password.

    As part of the EMBASSY Trust Suite (ETS), which also includes the EMBASSY Security Center, users have a valuable TPM password-management tool. Users can configure ESC so that a single password or fingerprint biometric is used for all TPM-protected applications, including Document Manager. Using ESC, users may achieve the security of different passwords per Vault with convenience of an easy Password or biometric authentication of ESC. Go to the User Tab of ESC and enable the TCG Security Password Vault to set up the master password.

  11. What if I forget my Master password or Vault password?

    Your Master password can be reset by clearing the TPM on the machine. However, the act of clearing the TPM on the machine also clears all of the keys that have been created against the TPM. Before you clear the TPM, create an archive of Document Manager as well as PIM if you are utilizing those components. Also, back up all TPM keys.

    Please refer to the Archive/Restore section within Document Manager/PIM help for specific instructions. As well as the following section to archive the TPM keys: Archive TPM Keys for the Current User.

    If you forget the password to a specific Vault, it cannot be recovered.

  12. Is there any limit to the size or number of files and folders I can have in my Vault?

    Document Manager does not have a limit on the size or number of files you can place in the vault.

    The Vault is limited only by the amount of available space on your hard drive.

    For example, if you have your Vault in the C: drive. The size of the files you place on your vault will be limited to the amount of free storage you have on the C: drive.

  13. Why is the original file not removed when I move it to the Vault?

    There are three possible reasons:

    The file is read only: Document Manager can encrypt files marked as read-only, but will not delete the original file during a move.

    The file was copied into the vault, not moved: If the method to put the file in the vault was a copy operation, such as “drag and drop”, then the original file will still remain until it is deleted or shredded through the Document Manager “Shred” command.

    The file is open by another program: If another program is using the file that you are moving to the vault, Document Manager will not delete the file during a move.

  14. If I delete a file in the Vault, is there any way to recover it?

    No. Document Manager ensures file security from the time a file is added to the Vault to the time it is deleted from the Vault.

    When a file is deleted from the Vault, Document Manager takes special measures to ensure that the file cannot be recovered.

Additional Support

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