Department of Defense Secure Access File Exchange (DoD SAFE

Department of Defense Secure Access File Exchange

(DoD SAFE)

User Guide

For Public Release

Version 0.2d

9/4/2019

Prepared by

DCS Engineering

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Revision History

Revision

Author

Date

Section

Comment

0.1 DCS PMO Engineering

July 23, 2019 All Initial document

0.2 and 0.2b

DCS PMO Engineering

July 30, 2019 All

Update based on feedback received

from DCS Engineering & Service

Manager

0.2.c

DCS PMO Engineering

July 31, 3019 Pages 10 and 13

Page 10 (changed the wording in the

header); Page 13 (changed the

wording in item 2)

0.2.d

DCS PMO Engineering

August 27 2019 and

September 4 2019

All

Corrected the GSD email on page 4

Redacted name on page 5

Updated banners

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Table of Contents

Overview ....................................................................................................................................................... 4

Points of Contact (POC)................................................................................................................................. 4

Welcome to DoD SAFE .................................................................................................................................. 5

Creating a Drop-off (CAC Authenticated User) ............................................................................................. 6

Creating a Drop-off (Non-Authenticated User or Guest) ............................................................................ 10

Request a Drop-off (CAC Authenticated User) ........................................................................................... 12

Pick-up (Authenticated User and Non-Authenticated User or Guest) ....................................................... 13

Outbox (CAC Authenticated User) .............................................................................................................. 14

Search for a Drop-off (CAC Authenticated User) ........................................................................................ 15

Recipient URL List (CAC Authenticated User) ............................................................................................. 17

Delete a Drop-off (CAC Authenticated User) .............................................................................................. 19

Resend a Drop-off (CAC Authenticated User) ............................................................................................. 21

Encryption ................................................................................................................................................... 23

APPENDIX: Acronyms ................................................................................................................................. 27

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Overview

DoD Secure Access File Exchange Service, DoD SAFE (https://safe.apps.mil) is an enterprise

technical solution that provides the capability of secure data transfer of large files (8 GB

maximum). There are no user accounts for SAFE; authentication is performed via common

access card (CAC) and notification is done via email. SAFE is available for use by

unauthenticated users also; however, a DoD CAC holder must initiate the exchange process.

Users are identified as DoD users that authenticate to DoD SAFE using a CAC and non-DoD or

non-CAC holders are referenced as Guests.

DoD SAFE services are on the Non-classified Internet Protocol Router Network (NIPRNet) and

are accessible via the Internet. Users will need to follow the DoD SAFE Policy and Procedures

such as reporting spillages and encrypting PII and PHI data. Users shall not neglect, disregard,

nor knowingly circumvent any of the roles and responsibility standards associated with the DoD

SAFE Service. DoD SAFE will retain data up to 7 days.

This user guide provides guidance on how to use DoD SAFE.

Points of Contact (POC)

This table summarizes the list of contacts responsible for the implementation of DoD SAFE.

POC Office Email Role

Tier I Support

(8x5)

844-347-2457

DSN: 312-850-

0032

[email protected]

DISA Global

Service Desk

(Help Desk)

Table 1: Point of Contacts

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Welcome to DoD SAFE

To access DoD SAFE, use the browser of your choice and navigate to

https://safe.apps.mil

1. Accept User agreement

2. DoD SAFE homepage is loaded (Authenticated View)

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3. DoD SAFE homepage is loaded (Non-authenticated, Guest View)

Creating a Drop-off (CAC Authenticated User)

A drop-off allows you to upload a file and send to a CAC authenticated or non-CAC authenticated user.

Click Drop-off

1. Enter some identifying information about the recipient(s) (name and email address).

a. For one recipient; add recipient’s name and email address

b. Click “Add & Close”

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c. For more than one recipient, click “Add Many”

d. Enter one recipient per line using this format: Recipient's Name [email protected]

e. Click “Add & Close”

2. Add a short note to the Recipient(s)

3. As the sender you have two options; select the option you need:

a. Encrypt file

b. Send me an email when each recipient picks up the files

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4. Click to Add Files or Drag and Drop them

5. Add a description to each file if necessary

6. Click “Drop-Off Files” to send the files to the recipient

7. Confirm the files do not contain classified information and click “Ok”.

8. The file is uploaded and an automated email is sent to the recipient notifying them of the

“drop-off”

a. NOTE: The image below depicts an upload for a hashed and unencrypted file drop-off.

Depending on the speed of the upload, each user may or may not view the image depicted

below.

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9. As the sender, you are notified the drop-off is complete

a. The notification displays the filename, file size, the secure hash algorithm – 256 bit (SHA-

256) and description. The sender enters the description prior to uploading the file.

10. To view all packages sent, click “Outbox”. NOTE: The time the package was created is

displayed in Zulu Time

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Creating a Drop-off (Non-Authenticated User or Guest)

This type of drop-off allows a non-authenticated user (Guest) to upload a file that has been requested by

an authenticated user. An authenticated user must first execute the "Request a Drop-Off" procedure to

obtain a "Request Code" for external delivery to the non-authenticated user.

Click Drop-off

2. Enter Request Code (12 digits). This request code is sent to you by the requestor

3. Click “Next”

Add a short note to the Recipient

5. Click to Add Files or Drag and Drop them

6. Add a description to each file if necessary

7. Click “Drop-Off Files” to send the files to the recipient

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8. Confirm the files do not contain classified information and click “Ok”.

9. The file is uploaded and an email will be sent to the recipient notifying them of the “drop-

off”

a. NOTE: The image below depicts an upload for a hashed and unencrypted file drop-off.

Depending on the speed of the upload, each user may or may not view the image depicted

below.

10. You are notified the drop-off is complete

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Request a Drop-off (CAC Authenticated User)

CAC authenticated users can request a drop-off from another CAC authenticated user or a non-CAC

authenticated user (guest).

1. Click “Request a Drop-off”

2. Complete all entries associated with the drop-off request

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3. Once complete, click “Send the Request”

4. A “Request Code” is displayed to the sender

5. The recipient will receive an automated email containing the information you entered along with a

URL, which allows them to upload the files for you. The URL also includes the request code, which

also can be used to “drop-off” / upload a file.

Pick-up (Authenticated User and Non-Authenticated User or Guest)

Pick-up a file dropped off for you

Click Pick-up

2. Enter the Claim ID, Recipient Code and Passcode.

These items will be sent you in an automated email or, conveyed to you by the initiator of the

transfer. If you select the link in the automatic notification, the Claim ID, Recipient Code and

Claim Passcode will be pre-filled automatically.

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3. Click “Pick-up Files”

4. The user can either click “Download All Files” to download the package or download each individual

file by clicking its hyperlink (i.e., the file depicted below is a hyperlink which can be clicked by the

user for individual downloads.

The files are downloaded to your workstation

Outbox (CAC Authenticated User)

All drop-offs and files sent are viewed within the Outbox

1. Click “Outbox”

2. Click a package to see its details.

NOTE: The time the package was created is displayed in Zulu

Time

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3. The Drop-off Summary is displayed

Search for a Drop-off (CAC Authenticated User)

As an authenticated user, you can search your Outbox to locate previous packages sent. The search

criteria is based on claim id, sender, recipient, file size or the date the drop-off was created.

1. Click “Outbox”

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2. Enter the search criteria for the package you need to locate.

3. The packages matching your search criteria are displayed.

4. Click on the package you need to view its details.

NOTE: The time the package was created is

displayed in Zulu Time

5. The Drop-off Summary is displayed

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Recipient URL List (CAC Authenticated User)

As the sender of files, you are able to view all of the URLs associated with your drop-offs. You can share

this URL with recipients as required.

1. Click “Outbox”

2. Click a package to view its details.

NOTE: The time the package was created is displayed in Zulu

Time

3. The Drop-off Summary is displayed

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6. Locate “Recipient URL List” and the bottom of the screen and click “Show”

7. The URL and Claim Passcode are displayed. You can use the “Copy” button to copy and paste this

URL and share it with the recipient

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Delete a Drop-off (CAC Authenticated User)

Users can delete drop-offs

1. Click “Outbox”

2. Click a package to view its details.

NOTE: The time the package was created is displayed in Zulu

Time

3. The Drop-off Summary is displayed

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4. Click “Delete Drop-off”

5. Confirm you want to delete the drop-off, Click “Ok”

6. The drop-off is deleted.

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Resend a Drop-off (CAC Authenticated User)

Users can resend drop-off to recipient

1. Click “Outbox”

2. Click a package to view its details.

NOTE: The time the package was created is displayed in Zulu

Time

3. The Drop-off Summary is displayed

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4. Select the file you want to resend.

5. Click “Resend Drop-off”

6. To include Passcode and Claim ID, Click “Yes”.

7. The drop-off is resent with Passcode and Claim ID.

8. The recipient receives an email containing the drop-off details.

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Encryption

Both CAC Authenticated and Guest users can encrypt files / packages before they are sent. NOTE: NO

CLASSIFIED INFORMATION IS ALLOWED ON DOD SAFE. Any files containing PII/PHI must be encrypted

prior to uploading or by checking the Encrypt every file box as specified in the following steps.

Click Drop-off

2. Enter some identifying information about the recipient(s) (name and email address).

a. For one recipient; add recipient’s name and email address

b. Click “Add & Close”

c. For more than one recipient, click “Add Many”

d. Enter one recipient per line using this format: Recipient's Name [email protected]

e. Click “Add & Close”

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Check “Encrypt every file (REQUIRED FOR PII/PHI)”

4. Create and remember your Encryption Passphrase. This passphrase will not be sent to the

recipients. You will have to do this yourself. Your passphrase must be at least 10 characters

long.

5. Click “Ok”

6. Add a short note to the Recipient(s). NOTE: You may include your passphrase here or send

in a separate email.

7. Click to Add Files or Drag and Drop them

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Add a description to each file if necessary

9. Click “Drop-Off Files” to send the files to the recipient

10. Confirm the files do not contain classified information and click “Ok”.

11. The file is uploaded and an email will be sent to the recipient notifying them of the “drop-

off”

a. NOTE: The image below depicts an upload for a hashed and encrypted file drop-off.

Depending on the speed of the upload, each user may or may not view the image depicted

below.

12. You are notified the drop-off is complete

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a. The notification notifies the sender that an encrypted file with a passphrase was successfully

sent. It also notifies the sender of filename, file size, the secure hash algorithm – 256 bit

(SHA-256) and description. The sender enters the description prior to uploading the file.

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APPENDIX: Acronyms

Acronym

Definition

CAC

Common Access Card

DISA

Defense Information Systems Agency

DoD

Department of Defense

DoD SAFE

Department of Defense Secure Access File Exchange

NIPRNet

Non-classified Internet Protocol Router Network

PHI

Protected Health Information

PII

Personally Identifiable Information

PMO

Program Management Office

SHA-256

Secure Hash Algorithm – 256 bit