What to Know About Removable Media

The role of removable media including USB drives, memory cards, portable hard drives and more is integral for data sharing and storage. These user-friendly tools can carry potential security risks for IT and OT systems. Understanding the significance of removable media policy and the controlled use of these tools can stop security breaches. This effective guide offers insights into removable media devices, risks, best practices, and benefits to improve business integrity.

What is Removable Media? | Overview

You can easily refer to removable media as any type of data-shareable and storage device that can be smoothly removed from laptops, tablets, and computer systems. These portable tools include USB flash drives, CDs, memory cards, DVDs, and external portable hard drives. Let’s simplify the definition of removable media by identifying it as a convenient means of transporting and storing data. These media devices have the following extended features.

• Data management across different systems.
• Data transportation and storage without an internet connection.
• Operable both in personal and professional settings.
• Widely used for the backup of important files, data sharing in bulk and running portable applications.
• Dependable for regular maintenance of OT assets not connected to the internet.

Spotlight Types of Removable Media

As an overview discussed above, these removable media tools come in various forms, each customized to the particular data storage and information transfer needs. Apart from digital cameras, and smartphones, there are multiple top-tier removable media devices.

USB Flash Drives

These small storage devices efficiently store and transport data files between computer systems. Certain operating systems can help them run the applications without first installing them on the hard drive of the computer.

Optical Disks

Many of you are familiar with DVDs, and CDs as a popular form of removable media. They are the best choice for huge amounts of data storage, software distribution, movies and computer games. Optical disk drivers help computers read these optical disks.

External Hard Drives

These removable tools allow users to store important data externally without transferring it to the internal memory of the computer. Transporting data to internal memory carries the risk of deletion and data damage by harmful viruses or other vulnerable software programs.

Memory Cards

The device name refers to the storage of data and important information including pictures, video clips, and music files. Using memory cards, it is easy to transfer information to other devices including laptops, or mobile phones using data or adapter cable if required. All these removable devices can require device compatibility for better function and usage without facing any data security risks.

Data Storage Capacity of Removable Media

The usage of removable media has increased unexpectedly in the business world. Talking about the storage capacity varies from a few kilobytes, and gigabytes to several terabytes. The data storage capacity influences the operational speed. It ensures speedy data transfers via USB ports available on both transmitter and receiver ends. This data transportation doesn’t require any supplementary software. Let’s explore the limitations of the removable media for better understanding.

Vulnerability to Damage

Removable devices such as USBs and portable hard drives are more prone to data loss and physical deterioration. The small size often contributes to the easy misplace, and damage. It can even encounter potential information loss.

Limited Storage Capacity

These removable media tools have finite storage capacities. External hard drives and USBs are available in fixed size and data capacity. When the fixed capacity is reached, additional storage solutions are required such as cloud-based services for more scalability and expanded storage capacity.

Compatibility Barriers

Removable devices come with another limitation which is the inconvenience of physical compatibility and connection with other devices. It is frustrating and time-consuming, especially when the removable media comes in contact with outdated software or operating systems.

Top Security Concerns with Removable Media

Given the pivotal role of removable media devices in data storage and transfer, it is significant to study the security risks to protect your potential OT systems and IT devices simultaneously. Businesses can easily become the soft target of security breaches as the Forbes 2024 fact report reveals that there were 2,365 cyberpunks in 2023 and the financial cost on average is estimated up to $4.45 million. Before going to best practices for quality removable media management, it is far more important to uncover the potential risks involved in the uncontrolled usage of portable storage devices.

Potential Malware and Viruses

Different potential viruses are dependable for infecting computers. Malware is software that hijacks IT devices and steals susceptible data from the user. Removable devices such as USBs are more prone to malware attacks. Once you plug them into an infected computer or insert a malicious USB in any other device, sensitive data is at higher risk of virus attacks.

Lack of encryption

Edge Middle East report reveals a survey indicating more than 54% of global organizations reported USB-based viral intrusions in 2021. It spotlights the rise in USB-borne threats. Using traditional devices without password protection is common in some organizations. Thus, the lack of protection layers elevates the risk of illicit invasion from bad actors.

Data Exfiltration

Removable media devices are often misused and become prey to unauthorized data transfer from computer systems. These portable devices contain valuable information that is the soft target of hackers or cyber criminals who want to easily access it for vested interests. Thus, removable devices are more risky to use without proper protective measures.

Physical Data Loss

The size of these removable devices is minimal and easy to lose or misplace. The chance of data recovery is zero if you lose the device rather than purchasing a new device. Isn’t it risky? The loss of physical devices is the ultimate loss of precious data. In this way, the stolen data is exposed to unauthorized access.

Inconsistent Updates

Outdated software and irregular device update notifications can disrupt the operation of removable devices. The lack of compatibility and uninvited inconsistencies can cause errors that poorly affect productivity. Honey Well Survey Report in a white paper revealed that USB-borne viruses cause major disruptions and their effects on industrial control systems have increased from 26% to 59%.

Top Practices for Removable Media Safety

Adhering to the best practices or relying on a leading IT support provider is essential to control the increasing security risks of removable devices. Given the safety risks above, it is important to ensure data integrity and some of the result-driven strategies are discussed below.

Advanced Scanning Policy

There is a need to enforce strict protocols to scan every incoming media device before it interacts with your critical network. By implementing advanced scanning solutions, it becomes easy to look down all the threats at the entry point. The scanning policies including;

• Media firewalls
• Managed file transfers
• Endpoint protection setup

Provide additional layers of protection to safeguard data at rest.

Best Encryption Approach

Strong passwords are one of the ways to secure removable devices from hacking or any other criminal action. When using portable devices for data storage or data transfer, encrypting sensitive data is a potential strategy to avoid unauthorized access. Encryption ensures if a device falls into the illicit hands, the data remains unreadable.

Effective Access Controls

Ensure effective access controls on your removable devices to stop unauthorized access. The authorization and authentication of external devices ensure secure data transfer across different other devices. Access to only authorized personnel improves the security posture of the removable devices.

Conduct Regular Audits

Conduct regular audits of removable media within the company to implement compliance policies and identify potential security gaps. Review and update the security policies related to removable media management to handle security threats.

Best Awareness Programs

Provide efficient training and awareness programs for the organizational team on the security risks associated with the removable devices. Foster a culture of secure removable media within the organization to protect vulnerable data by adhering to advanced security protocols. Make sure all the members are aware of all the policies and procedures.

Clear Removable Media After Work

Secure the sensitive information on the removable media by clearing all the devices once you complete your work. If someone steals your drive or USB and you don’t have the backup file of data, your sensitive information is at higher risk. Secondly, any negligence can infect your USBs or CD cards with potential malware. Let’s get away with this security risk by removing devices once you no longer need them.

What Comes Next for Removable Media Security?

The removable media provides unmatched benefits for huge amounts of data storage and transfers from one device to many others. The ease of transferring data also introduces potential security risks. Businesses must be vigilant in implementing the top notch protective measures to minimize the risks. There are various service providers but hiring AdvancedIT helps you learn more about how we protect businesses in Chicago. Understanding the balance between usability and security protocols ensures that the benefits of removable media are never harnessed at the cost of data confidentiality and integrity.