Rochester USB Policy Rollout: block bad sticks, allow the tools you need.

More than 30% of industrial incidents with malware come from removable media, studies show. Our policy blocks harmful USBs while allowing needed tools. It’s a simple, effective way to manage endpoints without slowing work.

This policy is part of a bigger plan for managing endpoints. It matches the Avangrid Networks Operational Smart Grids Cyber Assurance and Compliance SOW from June 2024. It requires deliverables to be deployable, tested, documented, and accepted within specific time frames.

We make it work with various systems. Controls are set up with Cisco ISE, Check Point firewalls, and more. This ensures consistent endpoint management across Rochester and other sites.

Reliability is as important as security. We use power supplies and surge protection to keep systems running. We also remove hidden Office metadata to keep data clean, following Microsoft’s guidelines.

Why a USB policy now: aligning security, reliability, and compliance

Rochester’s grid and plant teams use portable tools. But, removable media can pose risks. A USB policy ensures safety and uptime through accountable processes.

This policy balances function and reliability with audit-ready proof. It uses endpoint management solutions to apply rules everywhere. This doesn’t slow down field work or control room tasks.

Reducing risk from removable media in operational tech environments

USB-borne malware can spread from laptops to critical systems. A deny-by-default stance for unknown storage limits risks. Only allowlisted devices are allowed.

Hidden metadata in Office files also poses risks. Properties like author and server names can persist. Scrubbing and reviewer prompts help stop leaks early.

Meeting NERC/CIP, OSHA, and industry regulatory expectations for critical infrastructure

The ASD ICT SOW requires compliance with many standards. Standardized meetings and direct contact ensure controls are visible and tested.

Endpoint security management supports traceable approvals and logs. This leads to cleaner audits and faster incident response. It scales to contractors and staff.

Supporting uptime with UPS, surge protection, and layered defense principles

Reliability starts with the plug. MOV-based surge strips can degrade but show a “protected” light. Series-mode surge filters, like Brick Wall units, use an inductor coil and were tested by UL.

No single control is enough. Lightning remains a risk, so insurance and backups are part of the plan. With UPS best practices, strict USB controls, and network endpoint management, these layers keep operations steady.

Policy goals: block bad sticks, allow the tools you need

This policy sets simple rules that work in real-world situations. It uses endpoint device management to block risky USB storage while keeping trusted tools available. This approach supports daily work and audit needs without slowing teams down.

Deny-by-default for unknown USB storage; allowlist for approved devices

Unknown mass storage is blocked when it connects. Needed devices are added to an allowlist through endpoint management. Each device is checked for model, serial, hash, and role, making it easy to manage rules.

For regulated areas, we follow best practices seen in the HIPAA Security Rule. This includes asset inventory, encryption, and traceable approvals.

Separating storage, HID, and specialized device classes to preserve productivity

Class-based control keeps work flowing. Keyboards and mice (HID) are allowed. So are serial adapters and specialized interfaces for Cisco ISE NAC, Check Point segmentation, and more. Storage is tightly managed to reduce malware risk without disrupting work.

These controls are part of IT endpoint management policies. They tag endpoints by role. This allows for fine-grained USB rules and tracking for operations and security.

Documented acceptance, 30-day stable operations, and warranty initiation criteria

Approval comes after a Statement of Work. Quality checks happen before delivery. Required updates are applied or documented.

Customer approval is recorded, and test-and-turn-up documents are issued within 72 hours. Final Acceptance comes after 30 days of steady operations. Conditional approvals may be granted for notable gaps, but fixes are due within 15 calendar days at the contractor’s expense. No partial packages are accepted; systems must be end-to-end functional and validated.

Auditability is built in. Logs feed LogRhythm for SIEM analysis. Records include device usage, allowlist entries, approvals, and test results. When files move on approved media, teams follow Microsoft Word guidance and use Payne Consulting’s Metadata Assistant to minimize hidden data, aligning with endpoint device management practices and standards.

How SynchroNet Deals with Rochester’s endpoint management

SynchroNet uses a partner-led model for consistent endpoint management in Rochester. Certified staff handle daily tasks through direct contact and Microsoft Teams. They follow strict SOW-driven rules, ensuring quality and documentation.

We enforce strict USB control using endpoint management tools. This keeps work flowing while blocking risky media. Cisco ISE Network Access Control checks devices before they join the network. VMware Horizon applies the same rules to every desktop image.

Our team have cross-stack visibility for better management. LogRhythm SIEM handles audit and alerting. Tenable Continuous View tracks exposure and drift. Trend Micro protects endpoints and servers with various tools.

They maintain resilience with strong hardware practices. Rosenfield’s UPS guidance and Brick Wall surge filters ensure clean power. This keeps systems running smoothly during outages or storms.

Teams attend regular meetings in Rochester and other locations. Background checks are standard, and subcontractors meet NERC CIP. They stay updated with research and follow strict controls.

The result is steady governance that pairs clear procedures with responsive service, using endpoint management tools to keep policy tight and work moving.

Capability	Primary Solution	Operational Outcome	Owner/Touchpoint
USB Policy Enforcement	Endpoint management tools with class-based rules	Blocks unapproved storage; allows HID and specialized devices	SynchroNet engineers via Microsoft Teams
Network Access Control	Cisco ISE posture and profiling	Admits healthy devices; quarantines noncompliant assets	Network ops and security operations
Policy Propagation	VDI role templates in VMware Horizon	Uniform policy for Rochester endpoint management across images	VDI platform team
Threat and Vulnerability	Tenable Continuous View; Trend Micro endpoint protection	Continuous scanning, exploit shielding, and application control	Security engineering and SOC
Logging and Audit	LogRhythm SIEM	Correlated events, alerts, and ready evidence for audits	Compliance and incident response
Process Rigor	Quality assurance, complete docs, written approvals	30-day Final Acceptance triggers warranty start	Service management office
Power Resilience	UPS practices and Brick Wall surge filters	Cleaner power, fewer brownout failures, faster recovery	Facilities and infrastructure
Field Coordination	Meetings in Rochester, Binghamton, Augusta, Orange, Pittsfield	Aligned schedules, clear changes, verified staffing	Regional leads and SynchroNet PM

Core controls: centralized endpoint management and enforcement

Rochester’s environment uses centralized endpoint management to apply USB policy baselines. This is done across Windows VDI and physical workstations. Teams use proven endpoint management solutions to push consistent rules. This keeps operations simple and clear.

Endpoint management software to apply granular USB rules at scale

Microsoft Active Directory and WSUS with SolarWinds Patch Manager control endpoint management. VMware Horizon role templates also play a role. Storage, HID, and specialized classes are set with allowlists.

This allows approved tools to work while unknown media is blocked. Trend Micro endpoint security enforces device control and feeds telemetry for policy tuning. These endpoint management solutions keep rules stable across plants and VDI pools.

Certificate-based device attestation and PKI-backed trust decisions

Microsoft PKI issues certificates for users, devices, and approved USB classes. This trust chain verifies who is at the keyboard and what is in the port before access is granted.

Cisco ISE checks certificate posture for NAC, tying identity and compliance to network entry. This tight coupling strengthens centralized endpoint management with real-time, risk-aware decisions.

Logging and SIEM integration for auditability and incident response

LogRhythm SIEM ingests events from Trend Micro, Tenable Security Center, Nessus, and NNM. It creates a single audit view. Owl File Transfer remains the approved path for controlled movement between zones, with events captured for traceability.

Deliverables are validated end to end, and sustained issues pause testing until fixed. This ensures only compliant controls are deployed. Documentation, including test-and-turn-up within 72 hours and formal approvals, enters the audit trail.

UPS protection and series-mode surge filtering, as cited by Rosenfield, shield Veeam backup, Microsoft File Server, DNS, Repo Server, and VMware vSphere hosts. Stable power keeps logs flowing and preserves evidence needed for swift action.

Device approval workflow: from request to Final Acceptance

Every device follows a path that values speed, evidence, and trust. We use endpoint management services and strict checks to ensure tools are safe and reliable. This process keeps standards high and costs low.

Request intake, validation testing, and cost-effective implementation review

Intake begins with a business case, device type, and usage details. Teams explain where it will be used, who will use it, and why. This information helps manage endpoint services and assess risks.

Validation tests if the device fits. It’s checked with Cisco ISE NAC, Check Point firewalls, and more. This ensures it works well without compromising security.

Cost and practicality are key. If the proposal is too expensive or impractical, it may be rejected. This protects budgets and keeps security aligned with operations.

Quality assurance, remediation of deficiencies, and conditional approvals

Before delivery, QA is confirmed. All necessary patches are applied, and tests are run. This creates a reliable audit trail for endpoint services.

If issues are found, a conditional approval might be given. The device can be used with limitations. The Contractor has 15 days to fix problems at their cost. This balances speed with security.

Metadata hygiene is ensured when moving files. Teams follow Microsoft Word guidelines and use Payne Consulting’s Metadata Assistant. This reduces hidden data risks in endpoint management.

Formal written approval, test-and-turn-up documentation within 72 hours

No approval is assumed. Formal written approval is needed before use. After setup, detailed documentation is provided within 72 hours for review.

Documents may need clarification or improvement. Final Acceptance comes after 30 days of stable operation. Warranty services start then. All documents are kept for compliance and audits.

Technical architecture: network endpoint management and monitoring

Our design combines strong controls with clear visibility. This lets teams react quickly. It supports network endpoint management without slowing down daily tasks. USB policy enforcement, patching, and telemetry work together through proven tools.

At a glance, the stack ties policy, identity, and analytics into one flow, enabling clean handoffs between access, segmentation, detection, and response.

NAC via Cisco ISE, firewall segmentation with Check Point, secure file transfer with Owl

Cisco ISE checks devices before they enter sensitive areas. It does RADIUS and TACACS access, posture checks, and certificate-based authentication. Check Point gateways enforce segmentation and threat prevention between different areas.

Owl File Transfer and Owl OV2S Screen View move data under policy. This gives one-way assurance when needed. It keeps network endpoint management consistent across plants and remote sites.

Security analytics: LogRhythm SIEM, Tenable vulnerability management, Trend Micro endpoint protection

LogRhythm SIEM aggregates events for real-time triage and historical inquiry. Tenable Continuous View ingests data from various sources to map risk and track exposure windows.

Trend Micro suites reduce the threat surface and feed alerts back to the SIEM. This tight loop reinforces it endpoint management with action-ready insight.

Managing at scale: VDI role templates, VMware Horizon, and centralized policy propagation

Standardized VDI role templates in VMware Horizon and vSphere keep policies consistent. Barco OP Space KVM, ClearCube, and Pivot3 HCI support operations. Centralized GPOs and PKI help propagate control sets across sites.

SolarWinds Orion APM, Patch Manager, and Help Desk track health. Veeam protects backups and a Repo Server governs file handling. PowerShell modules and VMware PowerCLI automate endpoint management tools at scale, supported by Microsoft Active Directory, DNS, File Server, KMS, and PKI.

Dell R650, R330, R730, and VxRail E660 host critical services. Pivot3, Nokia WAN solutions, and Ciena MCP provide transport and visibility. Milestone XProtect with Axis and FLIR, plus Shooter Detection systems, integrate into monitoring streams. UPS units and Brick Wall series-mode surge filters add electrical resilience.

For deeper context on skills that keep these layers aligned from Windows and Apple management to zero-trust and privileged access see this endpoint device management role overview. It mirrors many demands of modern network endpoint management and it endpoint management with enterprise-grade endpoint management tools.

Operational readiness: training, staffing, and change control

Operational readiness brings people, process, and tools together. It ensures Rochester endpoint management follows safety rules and meets uptime needs. It also allows for growth and cost savings. Clear roles, skills proof, and strict change control make solutions reliable at scale.

Role-based training and certifications for contractor and staff

Every role gets trained on various systems like Cisco ISE and VMware Horizon. Staff also learn about OSHA and NERC CIP. They keep their licenses up to date as their roles change.

Teams learn about surge protection and how to use devices like Brick Wall. They also understand Microsoft Word metadata risks. These skills help endpoint management services pass audits and daily tasks.

Organizational charts, direct contact, and Microsoft Teams-enabled coordination

Org charts show who’s in charge and how to reach them. This makes solving problems and making changes faster. Microsoft Teams and on-site meetings keep everyone on the same page.

Teams meet in Rochester, New York, and other places. This keeps everyone in sync with field conditions and work schedules.

Background checks, NERC CIP-compliant subcontractors, and meeting cadence

All staff go through background checks. Subcontractors meet NERC CIP standards. The customer can approve or reject them.

Regular meetings keep everyone on the same page. This ensures endpoint management services are efficient and traceable.

Change control uses quality gates and written approvals. Teams submit test-and-turn-up packages within 72 hours. This process, along with clear communication, strengthens endpoint management services.

Data protection and privacy: metadata hygiene and controlled sharing

Clean files and controlled moves keep data safe. This approach makes sure only the right information is shared. It works well without slowing down work.

Understanding hidden metadata in Office documents and how to minimize it

Microsoft Word, Excel, and PowerPoint can hide a lot of information. This includes author names and even deleted text. Larry Anders warned about these risks years ago.

Before copying files, use privacy options in Office to remove personal info. Microsoft has provided guidance on this. Tools like Metadata Assistant can also help remove hidden data.

These steps are enforced through endpoint security management. This ensures teams follow the rules. Network endpoint management adds an extra layer of security in sensitive areas. Endpoint device management applies file-handling prompts at the desktop.

Leveraging approved tools and viewers to prevent leakage via removable media

Use approved viewers like Microsoft Word Viewer when editing is not needed. These viewers reduce the risk of saving hidden properties. They also lower the chance of accidental edits.

Prefer Owl File Transfer for secure file transfers instead of USB swaps. This method preserves data integrity and supports logging. Endpoint device management ensures only approved tools are used.

In parallel, endpoint security management aligns with firewall segmentation and NAC controls. This ensures only cleared devices and tools are used. Network endpoint management makes sure the same policy is followed everywhere.

Documenting device usage, audit trails, and compliance evidence

Every approved device action should leave a trail. Endpoint logs are sent to LogRhythm for SIEM correlation. This provides auditors with important information.

Allowlist approvals and written acceptance are documented. Test-and-turn-up records are kept for 72 hours. Final Acceptance after 30 days confirms stable operations.

This recordkeeping is effective because of coordinated policy enforcement. Endpoint security management, endpoint device management, and network endpoint management work together. This ensures control over metadata, media, and movement.

Conclusion

A clear USB policy makes work safer and simpler. It blocks unknown storage by default and allows only trusted tools. This way, security is boosted without slowing down work.

This method combines security, reliability, and compliance into one. It improves Rochester endpoint management and follows best practices. It also supports centralized endpoint management.

The policy is part of a governed framework. It includes formal QA, written approvals, and test-and-turn-up within 72 hours. Devices are moved to Final Acceptance after 30 days of stable operation.

Technical pillars include Cisco ISE for NAC, Check Point firewalls, and Owl secure file transfer. LogRhythm SIEM, Tenable vulnerability management, Trend Micro endpoint protection, and VMware Horizon with VDI are also used. These tools provide auditable, scalable endpoint management across sites.

Operational readiness is built in. Trained staff and NERC CIP-compliant subcontractors support field work. Background checks, clear org charts, and Microsoft Teams coordination help in Rochester, Binghamton, Augusta, Orange, and Pittsfield.

Data hygiene follows Microsoft guidance and tools like Payne Consulting’s Metadata Assistant. Reliability is ensured with UPS and surge protection like Brick Wall by Price Wheeler Corporation. It’s tested to UL standards, but remember, lightning protection needs insurance and solid backups.

This approach is grounded in utility-grade controls and documentation. It blocks bad sticks, enables critical tools, and unifies policy under centralized endpoint management. It’s practical, with clear evidence, strong oversight, and room to scale as needs grow.

FAQ

What is the goal of the Rochester USB policy rollout?

The policy blocks unknown USB storage by default. It allows only approved devices for field and office work. This strengthens Rochester’s endpoint management and fits into centralized management, audit-ready processes, and NERC CIP-aligned controls without slowing daily operations.

Why is a USB policy necessary now for critical infrastructure?

Removable media can carry malware and leak data. A deny-by-default approach reduces risk while preserving workflows. The policy aligns with the ASD ICT SOW, NERC/CIP, OSHA, Legal, Security, and IBEW requirements to ensure safety, reliability, and compliance.

How does the policy separate device classes to keep users productive?

It allows Human Interface Devices like keyboards and mice, serial adapters, and approved specialized interfaces. It tightly controls USB mass storage. This preserves productivity for tools used with Cisco ISE, Check Point, Owl File Transfer, VMware Horizon, and VDI role templates.

What systems does the policy integrate with for enforcement and monitoring?

Enforcement and visibility rely on endpoint management tools, Cisco ISE for NAC, Check Point firewalls, Trend Micro endpoint protection, Tenable vulnerability management, and LogRhythm SIEM. Policies propagate through VMware Horizon and VDI role templates as part of centralized endpoint management.

How are device approvals handled from request to Final Acceptance?

The workflow starts with a request and business justification. Devices undergo validation testing, cost and practicality review, and quality assurance. Written approval is required. Test-and-turn-up records are delivered within 72 hours. Final Acceptance occurs after 30 days of consistent operations, triggering warranty initiation.

What happens if a device has deficiencies during testing?

The Customer may issue a conditional approval with a 15-day remediation window at Contractor expense. If issues persist, the Customer can halt testing and return deliverables for correction. No partial packages are accepted; end-to-end functionality is required.

How does this policy support reliability and uptime?

Reliability uses layered defenses: Trend Micro endpoint protection, network segmentation via Check Point, and resilient power. UPS systems and series-mode surge protection such as Brick Wall surge filters tested by UL at 6000-volt, 3000-amp surges help protect critical systems. Backups and insurance address residual risks like lightning.

How is USB use audited for compliance?

Endpoint logs, device allowlist records, written approvals, and test-and-turn-up documentation feed LogRhythm SIEM for centralized audit trails. This supports incident response, compliance reporting, and endpoint security management across sites.

What is the policy for moving files between zones?

Owl File Transfer is the approved mechanism for cross-zone movement. Ad hoc USB transfers are restricted. When removable media is allowed, usage is documented, logged, and monitored through network endpoint management and SIEM.

How does the policy address hidden metadata in Office documents?

Users follow Microsoft’s guidance (Word metadata, Q223790) to remove personal information and warnings for tracked changes. Where appropriate, Payne Consulting’s Metadata Assistant can help remove residual metadata. Approved viewers can reduce risk when sharing via removable media.

What are the acceptance and warranty criteria for approved USB devices?

Deliverables must be deployable, tested, and documented with 72-hour test-and-turn-up reports. Final Acceptance is granted after 30 days of consistent performance, after which warranty services begin. This governance maps to USB allowlisting and device approval records.

How are teams coordinated across Rochester and other sites?

Coordination uses Microsoft Teams and on-site meetings across Rochester (NY), Binghamton (NY), Augusta (ME), Orange (CT), and Pittsfield (MA). Organizational charts and direct contacts are maintained per the SOW, ensuring clear lines of responsibility in endpoint device management.

What staffing and contractor standards apply?

Contractors must be trained and certified, with NERC CIP-compliant subcontractors and completed background checks. The Customer may approve or reject subcontractors. Training covers Cisco ISE, Check Point, LogRhythm, Tenable, Trend Micro, VMware Horizon, SolarWinds, Veeam, and Owl systems.

How does centralized endpoint management enforce USB controls at scale?

Endpoint management software applies granular USB rules, device class policies, and allowlists to Windows VDI and physical endpoints. Policies use Microsoft Active Directory, PKI, WSUS/SolarWinds Patch Manager, and VMware Horizon to ensure consistent enforcement in rochester endpoint management and across the enterprise.

Does the policy use certificates for device or user trust?

Yes. Microsoft PKI supports certificate-based attestation for users and devices. Cisco ISE uses posture and certificate checks to apply NAC policies before granting network access as part of network endpoint management.

How is security research informing the rollout?

The program values evidence-based design and references current research such as USENIX Security ’23 proceedings. Controls are implemented with utility-grade rigor and mapped to audit and acceptance criteria in the ASD ICT SOW.

What should users do if they need a new USB device for work?

Submit a device approval request with business justification and usage profile. The endpoint management services team will guide testing, quality assurance, and allowlisting. Only approved devices become active under endpoint management solutions to maintain compliance and security.

How do these controls affect day-to-day productivity?

HIDs, approved adapters, and sanctioned tools remain functional. Storage devices are controlled but can be approved quickly when justified. Centralized endpoint management tools reduce friction by applying policy through role templates and automated workflows, keeping operations smooth.

Which logs are retained for audits and incident response?

Device usage logs, allowlist changes, approval records, test-and-turn-up documentation, and endpoint protection alerts flow to LogRhythm SIEM. Tenable, Trend Micro, and network telemetry enrich context, enabling rapid endpoint device management and investigation.

How does this tie into broader it endpoint management?

USB controls are part of a wider endpoint security management strategy that includes patching, vulnerability scanning, NAC, SIEM, and VDI policy baselines. The same centralized endpoint management tools and governance apply across Rochester and peer sites for consistent, scalable control.

What if a device must interact with remote field elements?

The device must demonstrate end-to-end connectivity during testing. Documentation is submitted within 72 hours. Final Acceptance follows 30 days of stable operation, ensuring network endpoint management and compliance from core to edge.