VeraCrypt encryption software

Use cases

VeraCrypt is used to store files securely so that no one except the person who knows the password can access them. VeraCrypt encrypts files so securely that it can also be used for storing highly sensitive data, such as special personal data.

From the program’s perspective, you may freely choose a suitable storage location (e.g. P and S drives, OneDrive, Teams). However, note the special instructions regarding USB devices below.

VeraCrypt works by creating a single new file, into which it stores all encrypted files. This file is called a volume. When you open the volume with VeraCrypt, a new virtual drive is created, and all handling of the encrypted files happens through this virtual drive. When the volume is closed, the virtual drive disappears, and the encrypted files remain safely stored in the volume. VeraCrypt does not encrypt files in their existing storage locations; instead, encryption happens only within the volume as described above.

Make a backup of data

VeraCrypt can be used to make a secure backup of any kinds of files. Plan a good storage for the backup. As a rule, a backup should be in a different storage system than where the data is currently. For example, if the data is currently in a group folder (S drive), for the backup you should prepare storage in a folder synced from Teams or in a USB drive (memory stick or a larger drive). 

If you plan to use a USB drive, plug it to your computer and find out what the disk drive letter is. Notice below the special instructions regarding USB devices. 

Encrypt a USB device with BitLocker

If you want to store especially sensitive data, such as the special personal data, on an external USB device, you will have to first encrypt the device with software BitLocker (on a Windows computer). That process is very simple. Search the instructions for that from intranet with the keyword BitLocker. For Mac computers, the respective instructions are available on Apple's web page. Note that a USB drive or stick encrypted in a Windows computer at the file system level only works in Windows. Macs have a similar situation.  

Install the software

Install the software VeraCrypt via the Software Center in a Windows computer provided by Tampere Universities. If you need to store classified information in an approved manner, i.e. in accordance with the usage policy published by Traficom, do not install the latest version available at the Software Center (at 1.26.24) but request IT Helpdesk to share a Traficom-approved version on your workstation (1.26.7). For more information, see the page Cryptography solutions approved by Traficom's NCSA-FI.

For a Mac computer provided by Tampere Universities, you can install VeraCrypt in the portal Workspace ONE Intelligent Hub. For Linux computers, VeraCrypt is not available yet.

You or your research partner can install VeraCrypt in any computer from VeraCrypt’s web page. The software is available for any company, organization or individual for no cost. Please note that your own computer is not secure enough for processing any confidential data, for example personal data. 

Restrictions

Restrictions that must be considered before and during the use of Cryptomator:

• ⚠️ PLEASE NOTE: If the password for the VeraCrypt volume is forgotten and lost, the volume cannot be opened, but all the files in it will be permanently lost. 
  ==> Write down the password on a physical note in full or in part. More guidelines available on the page Take control of your passwords by the National Cyber Security Center. Store this note in a secure place. Write down the information in a way that makes it impossible for outsiders to determine the services that the passwords are for or the user if the note goes missing.
• A VeraCrypt volume can only be used by one person at a time. If you try to open a VeraCrypt volume that someone else has already opened, VeraCrypt will display an error message starting with “WARNING: The host file/device is already in use!”. In that case, click “No” and either try again later or find out who has the container open and ask them to close it (“Unmount” in the VeraCrypt program).
  ==> If your project requires multiple users to work with the same VeraCrypt volume, agree on a rotation or similar arrangement. You can also save the project files in several volumes that can be used separately.

Create a VeraCrypt volume

This page’s instructions refer to VeraCrypt’s own guide. So open that in another window and follow it together with the additional instructions below. The program blocks taking screenshots and showing its window in a Teams meeting share, which makes providing assistance a bit tricky.

In STEP 5, select the location where you want to create the VeraCrypt volume. For a USB drive it is a new disk drive letter, perhaps D:. 

The program creates a new large file, inside which it places all the files to be encrypted. You need to estimate how much space you will ever need for those files. You can see a folder’s size by right‑clicking it in File Explorer and selecting Properties.

In STEP 9, set the volume size to be large enough to fit all the files you will ever need. 

• If you know your material is very large, such as images or video, determine its total size carefully and add some extra space as a buffer.
• If your material is for example Office files and not very large, determine its current size and multiply it by 5, for example.
• If you place the volume into a group folder (S drive), you can find it's size and usage in My Things in the Service channel. If you estimate that you need more space, order the extension of disk space quota via the form Group folder on S: drive in the Service channel or request more space from IT Helpdesk. You can set the size of the volume to almost as large as the free space in the group folder.
• If you use a USB drive and you do not want to store any other data there, you can make the volume as large as the free space on the drive.

⚠️ In STEP 10, set a strong password for the volume according to the guidance of the software. More guidelines available on the page Take control of your passwords by the National Cyber Security Center. Write down the password on a physical note in full or in part. Store this note in a secure place. Write down the information in a way that makes it impossible for outsiders to determine the services that the passwords are for or the user if the note goes missing. If the password is forgotten and lost, the volume cannot be opened, and the files contained in it will be permanently lost. 

In STEP 11, move the mouse randomly within the window until the meter at the bottom of the window goes all the way to the right side. 

When you reach the Volume Created screen in VeraCrypt, the volume is ready to use, and you can start using it according to the instructions below.

Use the VeraCrypt volume

Open the volume starting from the STEP 13  and select a letter other than A, B, P, or S as VeraCrypt’s virtual disk drive. Proceed as instructed from STEP 14  to the end.

A new virtual disk drive (M: in VeraCrypt tutorial) will appear on your computer and you can now start storing data to the new virtual disk drive.

Close and lock the VeraCrypt volume by clicking Dismount when you have stopped using the data in the volume.

IT Helpdesk
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