USB Scanning (Christmas Pie)

Overview: 

The Borough has implemented Scanning Stations ("Christmas Pies") throughout various locations to scan USB drives and external hard drives for security purposes. These stations are designed to clean and secure external devices before they are used with Borough workstations. This guide explains where to find these stations, how to use them, and how to register USB or external hard drive devices.

Instructions: 

Using Scanning Stations

To use the Scanning Stations for cleaning and securing external devices, follow these steps:

  1. Locate a Scanning Station

    • Refer to the list of locations for Scanning Stations throughout the Borough.

  2. Prepare Your Registered Device

    • Ensure that you have a USB drive or external hard drive registered for use on your Borough workstation. Note that these devices are unique to your workstation and will not work with other Borough workstations.

  3. Scan USB Drives from External Sources

    • If an outside vendor, partner, or other external source provides you with a USB drive, use the Scanning Station to scan and clean the device before plugging it into your Borough workstation.

  4. Scan Your Own USB Drive After External Use

    • If you've used your USB drive or external hard drive on a PC outside the Borough network, take it to the Scanning Station to be scanned and cleaned before reconnecting it to your Borough workstation.

Requesting a Registered USB Drive or External Hard Drive

If you need a USB drive or external hard drive for business purposes and do not have one registered, you can request one from the IT department. Follow these steps:

  1. Submit a Help Desk Ticket

    • If you require a USB or external hard drive, submit a Help Desk ticket with your request. Include details about why you need the device and whether you already have a registered device.

  2. Specify Special Requirements

    • If you need a USB drive to be used with multiple Borough workstations, include that information in your ticket.

Sharing Files and Managing Data

To share files with other Borough departments or divisions, use the S:\ Drive. For sharing files with external vendors or partners, follow these steps:

  1. Copy Files to Your USB Drive

    • Copy the files from your workstation to your registered USB drive.

  2. Use the Scanning Station

    • Take the USB drive to the Scanning Station to scan and clean it before giving it to the external party.

  3. Share Files with External Partners

    • After scanning, you can share the USB drive with the intended external party.

Additional Notes

  • Handling Large Files: If you need to share files larger than the size of your USB drive, submit a Help Desk ticket with the file location, and IT will help copy the files to a larger device. If an external hard drive is required, you will need to provide one.

  • Data Transfer to J Drive: If you have USB drives or external hard drives with Borough data that need to be moved to the J Drive, forward them to IT. Once the data is moved, you will receive an email with the location where the data was copied. Note that devices used for data transfer will not be returned and will be repurposed for Borough business.

  • Requesting a Scanning Station: If your location does not have a Scanning Station and you need one, send an email to IT, including "Service Desk" in the "To" field. This will create a ticket. However, due to equipment supply limitations, the request might not be fulfilled immediately.

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