Overview

Release 5.0.0 or higher of the APPX Utility allows APPXIO data files to be optionally encrypted.  Encrypting data files can provide an added layer of security for sensitive data.  If an encrypted file is opened by any program other than APPX, the encrypted data is unintelligible.  This means that backup copies of encrypted files on tape or disk are also secure since they cannot be deciphered without the appropriate software and encryption keys.  If an encrypted data file is moved to another APPX server, it cannot be deciphered unless the APPX server is configured with the appropriate encryption keys and meets other necessary criteria.

How to Enable APPXIO File Encryption

The APPXIO file encryption feature is easily enabled by entering a passphrase into the Encryption Passphrase field of the System Parameter Record in APPX System Administration.

Setting the system Encryption Passphrase enables the APPXIO file encryption feature but does not actually cause any files to be encrypted.  To enable encryption of individual files, you must also enter an encryption key into the file specifications for each of the individual files that are to be encrypted or you must enter an encryption key into the FMS group specifications for each group of files that are to be encrypted.

Finally, after entering a system Encryption Passphrase and entering the appropriate encryption key(s), you must create the files that are to be encrypted.  If the files already exist, they must be Initialized or Scratched and then Created. If existing files are to be encrypted, the data must be exported before entering the encryption keys and then imported.

So, the three steps required to enable encryption of APPXIO data files are:

1. Enter a system Encryption Passphrase
2. Enter the appropriate encryption keys
3. Create/Initialize the files that are to be encrypted

How to Set or Change the System Encryption Passphrase

The system Encryption Passphrase can be set or changed from the System Parameter maintenance screen:

System Administration --> System Setup --> System Parameters

To set the system Encryption Passphrase, you must click on the "Change" button next to the Encryption Passphrase field.  You will then be presented with the following form which will allow you to set the system Encryption Passphrase.

If no data files have actually been encrypted, the system Encryption Passphrase may be safely changed.  However, if any data files have been encrypted, you must follow the steps outlined below to change the system Encryption Passphrase.  If you do not follow these steps, any previously encrypted data files will no longer be accessible by the system.

1. Make sure that no users are accessing the system  Do not attempt to change the system Encryption Passphrase while other users are accessing the system.
2. Export all of the encrypted APPXIO data files in all APPX databases.  The Export utility on the Database Management menu should be used to export the encrypted APPXIO data files.
3. Use the System Parameters maintenance process in System Administration to change the system Encryption Passphrase.  The Set/Change Passphrase screen includes a report that can be run to obtain a list of all FMS groups and files which have been encrypted.  Use this list to verify that you have exported all of the encrypted files.
4. Change all of the encryption keys that have been entered for individual files and for FMS groups.
5. Import all of the APPXIO data files that you exported in step 1.  Be sure to specify the "Replace" option for the data import.

How to Enter an Encryption Key For a File

The encryption key for a specific file is entered in Database Management.

Database Management --> File Specifications --> File Attributes

The same encryption key value can be entered for each file or each file can have its own unique encryption key.  An easy way to ensure that each file has a unique encryption key is to use the Random Key button to automatically generate a random key for the file.  If you choose to enter an encryption key, you should choose "strong" key values just as you would for a password.  This means that your key should not be a common name or word, should include a mixture of letters, numbers, and special characters, and should be more than a few characters in length.

How to Enter an Encryption Key for a FMS group

The encryption key for a FMS group is entered in System Administration.

System Administration --> Configuration --> File System Groups --> FMS Group Attributes

The same encryption key value can be entered for each FMS Group or each FMS Group can have its own unique encryption key.  An easy way to ensure that each FMS Group has a unique encryption key is to use the Random Key button to automatically generate a random key for the FMS Group.  If you choose to enter an encryption key, you should choose "strong" key values just as you would for a password.  This means that your key should not be a common name or word, should include a mixture of letters, numbers, and special characters, and should be more than a few characters in length.

How to Create A New Encrypted File

The following steps must be followed to encrypt a new file.

1. Add the file to the data dictionary in your APPX Application.
2.  

How to Encrypt an Existing File 

The following steps must be followed to encrypt an existing APPXIO file:

1. Export the APPXIO data file
2. Assign an FMS group that has encryption specified to the

How to Disable APPXIO File Encryption

Sharing of Encrypted Files

Recovery of Corrupted Encrypted Files

Encrypted files which have become corrupted may be recovered by using the "recover" option of the APPX Utility engine.  The recovery process for encrypted files is the same as the recovery process for non-encrypted files.

appx -recover [ -c ] old_file new_file [ del_rec_file ]

For additional information on the use of the recover option, you can run:

appx -recover

Recovery of Undecipherable Encrypted Files

You should keep a record of the system Encryption Passphrase and the Encryption Keys that have been entered in a secure location that can be accessed in the event that you need to reenter the information.  Once entered, the Encryption Passphrase and the Encryption Keys should not be needed again unless you find yourself in a situation where your System Administration files have become corrupted or lost and you cannot restore them from a backup.  You might also need this information to set up an additional APPX server that needs to be able to access encrypted data files that were created on another APPX server.  You will not be able to access your encrypted data files unless you are able to reenter the exact System Passphrase and the exact Encryption Keys that were used to create and process the encrypted data files.

In the unlikely event that you to find yourself in the situation where your encrypted files cannot be accessed because you are unable to correctly enter the necessary System Passphrase and Encryption Keys, you should contact APPX Software, Inc. for assistance with recovering the encrypted data.

Limitations:

1. One-record APPXIO files cannot be encrypted.
2. Fixed length consecutive APPXIO files cannot be encrypted.  Variable length consecutive APPXIO files may be encrypted.