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The USB (Universal Serial Bus) flash drive has become an increasingly popular alternative to the venerable floppy disk as
a medium to store and transport computer files (see pictures below ; additional pictures are available in You can take it with you: 14 tiny USB flash drives). The drives are also called by a variety of other names, including thumb, jump, keychain, or pen drives. They feature superior
storage capacity (16 MB - 2 GB), faster file transfer speeds, no moving parts, and a very small form factor for easy portability.
The price for the drives has dropped into a territory that will be very enticing to patrons, given the strong convenience
factors (e.g., a 32 MB drive costs approximately $10; 256 MB - $40).
  
USB Flash Drives And Public Access Computers
If you are thinking about whether or not to offer patrons the capability to use USB flash drives on your public access computers,
here are a few things to consider:
1) Does my computer have USB ports and are these ports easily accessible?
While most newer computers have several USB ports (see pictures below) both on the front and back of the computer, many older
pc's either do not have any USB ports, or they are located on the back. If your computer does not have any USB ports, it is
probably not going to be worth the effort to add them, as you will likely encounter other issues as well. However, you can
add a relatively inexpensive USB extender cable (a 6 ft. one costs approximately $8) to rear-mounted USB ports to make them
more easily accessible (you can do a similar thing for PCs that do not have a front-accessible headphone jack, too). If you
do have some USB ports, but not enough for all of your current USB devices plus a patron's USB flash drive, you can add a
USB hub (see pictures below); a 4 port USB 2.0 hub costs approximately $25.
 
2) Does my operating system support USB flash drives?
Most USB flash drives should work with Windows ME, 2000, or XP (as well as with Mac OS 9 and Mac OS X or later and Linux 2.4.6
or later). Although you may be able to obtain USB flash drive drivers for Windows 98 SE and NT, these are typically device-specific.
That makes USB flash drives impractical to use on public access computers running these two operating systems. One option
might be to upgrade the operating system to Windows XP (Professional, not Home) or Windows 2000, if upgrading does not require
much in the way of new hardware to meet the system requirements (see Windows XP Professional System Requirements -- I would recommend at least 256 MB RAM). Upgrading is a much more affordable option now that public access computers in
most public libraries should be eligible to participate in the Microsoft U.S. Public Libraries Software Donation Program (for
more details, see Microsoft U.S. Public Libraries Software Donation Program FAQ).
3) What is the difference between USB 1.1 and USB 2.0?
USB 1.1 transfers data at 12Mb (megabits) per second or 1.5 MB (megabytes/s) while USB 2.0 transfers it at 480Mb/s (60 MB/s)
(see USB Info: Frequently Asked Questions). Please note that this is the maximum data transfer rate, not the actual data transfer rate of the device. By carefully
reading a USB flash drive's specifications, you should be able to find a more accurate number. A USB 1.1 device will work
in a USB 2.0 port and vice versa. In such situations, the devices will work at the lower data transfer rate (1.5 MB/s). Cables
built to the USB 1.1 specification will work with USB 2.0 at the higher data rate (see Hi-Speed FAQ). Generally speaking, purchase USB 2.0 capable devices when possible.
4) What security and network issues should I be aware of?
Please note: several of the following precautions may already be in place because they are similar to what you would enforce
for any other removable device or media (including floppy disks, CD/DVD-R/RWs, Zip disks, etc.).
A) Newer computers allow USB devices to be bootable (see Webopedia terms boot and boot diskette). Typically, on public access computers, this capability should be disabled in the system BIOS (Basic Input/Output System).
Read the options carefully, since removable devices may be located in a separate option than normal boot devices. The article,
Langa Letter: Solving USB Boot Problems, gives a good explanation of how to go about finding and changing this information in the BIOS, including providing BIOS
screen shots. Remember that you want to disable this capability -- the opposite of the goal in the article.
In most cases, you should configure your BIOS so that only the C: drive is bootable, and the system BIOS should be password
protected (make sure you keep track of the password!). If you need to boot from another device for troubleshooting purposes,
etc., you can change the boot options. Remember to change it back after you are done.
Ed. note: See also this WebJunction article on
Securing USB Thumb Drives using Software Restriction Policies .
B) Generally speaking, patrons should be restricted from running (executing) their own programs from the USB flash drives
and other removable devices/media, (e.g., floppy disks, CD/DVD-R/RWs, Zip disks), unless you have taken additional precautions.
These precautions could include setting up a whitelist of acceptable programs, or using a standalone PC or a PC that is on
an isolated/separate segment of the network.
C) Double check to make sure your antivirus software is set to scan any removable devices automatically.
D) If you want to allow access to the USB ports on Gates Foundation computers or those using the Public Access Computing Security Tool, you may need to adjust the policy restriction limiting access to drive letters. For a more detailed description see these
posts by dalem (Dale Musselman of the Gates Foundation) on WebJunction.org and PAComputing.WebJunction.org-- Re: USB Flash Drives and the HOW-TO Modify User Profiles -- Adding One or More Drive Letters for USB Devices Connected to the Gates Library Computer.
E) On Windows-based computers that use other security software, it may be necessary to tweak some security settings to allow
use of USB flash drives (e.g., to allow access to the Unplug or Eject Hardware/Safely Remove Hardware icon that sits in the
system tray).
F) Enabling USB flash drives may also enable a variety of other types of USB drives. Both the high-end USB flash drives and
many other USB drives have large capacities and high data transfer rates. It may be necessary to limit bandwidth to promote
efficient and equitable use of your internet connection.
G) Technology does not stand still. New "smart" USB flash drives, or personal servers, contain their own processor as well as data storage capability (see Email on a memory stick). It is not yet clear whether these devices will require any additional security precautions beyond those already mentioned.
Even if your hardware and software can support USB flash drives, you may decide that your library does not wish to allow these
types of devices due to security and/or other concerns. Besides diplomatically publicizing this fact to your patrons, you
may be able to take some additional steps to prevent their use. Some systems support disabling USB ports in the system BIOS.
The downside is that this will disable all USB capabilities including the use of USB keyboards, mice, and printers. As mentioned
above, for Gates Foundation computers and those using the PAC Security Tool, you can deny access to the necessary drive letters.
Another option on Windows based PCs is to follow the steps outlined in HOW TO: Disable the Use of USB Storage Devices in Windows XP. A less official possibility is to try the steps in the thread Disable USB ports to prevent unauthorized data transfers / Simple, elegant, and flexible: Try It! (please read the entire thread: the file name mentioned initially as usbstor.dll is actually usbstor.sys). If you use other
security software, you may be able to adjust its settings to accomplish similar outcomes.
On the other hand, if you do decide that you can and do want to allow the use of USB flash drives, then consider taking at
least the following additional steps:
1) Purchase a USB flash drive for staff training, testing, and troubleshooting purposes. Familiarize staff who will be assisting
the public with its use. Don't forget to test the drive on your public access computers to see that it works as expected.
2) Update any policies and/or procedures and publicize this new service as you feel appropriate (e.g., put signs near your
public access computers, put a note on your web page [see CCLD Public Access Computers], send out a press release, include a note in your newsletter).
3) If you (or the Friends of the Library, etc.) already sell floppy disks or CD/DVD-R/RW to patrons, consider selling one
of the less expensive USB flash drives as well.
USB Flash Drives For Staff And Other Library Uses
USB flash drives may be of as much interest for staff and other library use as for patron use. As I did on several occasions
while writing this, I often use a flash drive to transport files between work and home. The drives are also an excellent choice
for making regular backups of your personal files and conveniently transporting them offsite. Some drives even come with password
protection and/or encryption capabilities for extra security.
The drives may also be a welcome addition to the computer technician's toolkit (even if that's not your official title!).
The device can be loaded with diagnostic tools, drivers, software updates, manuals, etc., and, on supported systems, can be
made bootable (again, see Langa Letter: Solving USB Boot Problems). (Remember, as mentioned above, the option to boot from a USB device on your public access computers should be disabled.
Before using a bootable USB flash drive for the above purposes, you will need to enable the option in the system BIOS. Then
disable it again when you are done.)
Perhaps the most intriguing possibilities are still to come. Unlike most current audiovisual media, which can be easily damaged,
USB flash drives are pretty tough devices (see the section "Testing Flash in Real Life" in Try Today's Hip Technology: Portable Flash Drives) and would seem particularly suited for these types of applications. Current drive capacities already exceed those of a CD
(640 MB). It should not be long before they surpass the capacity of a DVD (4.5 GB). While it is hard to predict if the commercial
marketplace will move in this direction, the Utah State Library for the Blind and Disabled is exploring the possibility of
circulating their more than 400,000 recorded books on flash drives. The library community will surely find even more potential
uses for these tiny, rugged, and versatile drives.
Resources (recommended reading indicated by an asterisk):
Adding One or More Drive Letters for USB Devices Connected to the Gates Library Computer, Public Access Computing
boot and boot diskette, Webopedia
CCLD Public Access Computers, Camden County Library District
Disable USB ports to prevent unauthorized data transfers / Simple, elegant, and flexible: Try It!, a TechRepublic discussion thread of the article, Disable USB ports to prevent unauthorized data transfers, by James Detwiler, 1/16/03
Email on a memory stick by Tony Lock, The Register, 1st June 2004
*Floppy disk nears obsolescence, Technology, CNN.com, September 7, 2004
Hi-Speed FAQ, USB Implementers Forum, Inc.
HOW TO: Disable the Use of USB Storage Devices in Windows XP, Microsoft Knowledge Base Article - 823732
HOW-TO Modify User Profiles, Public Access Computing
*Humboldt State University Academic Computing's guide on USB Drive Use
Langa Letter: Solving USB Boot Problems by Fred Langa, InformationWeek, Aug. 16, 2004
*Langa Letter: What's Behind The USB Drive Revolution by Fred Langa, InformationWeek, June 21, 2004
*Longhorn to put squeeze on gadgets by Ina Fried, CNET News.com, September 9, 2004
Microsoft U.S. Public Libraries Software Donation Program FAQ, TechSoup
Public Access Computing Security Tool, Public Access Computing
Try Today's Hip Technology: Portable Flash Drives by Daniel Fidel Ferrer, Computers in Libraries, November/December 2003
*USB Flash Drive FAQ, USB Flash Drive Alliance
Re: USB Flash Drives, a post by dalem on WebJunction's All Aboard community discussion space
*USB Flash Drives: Useful Device or Security Threat?, LabMice.net
*USB Implementers Forum USB FAQ, USB Implementers Forum, Inc.
USB Info: Frequently Asked Questions, USB Implementers Forum, Inc.
Windows XP Professional System Requirements, Microsoft
You can take it with you: 14 tiny USB flash drives by Justin Jaffe and Jasmine France, ZDNet Reviews, June 24, 2004
This work is licensed under a Creative Commons License .
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