Admin Guide

Note

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Responsibilities

The SecureDrop architecture contains multiple machines and hardened servers. While many of the installation and maintenance tasks have been automated, a skilled Linux admin is required to responsibly run the system.

Responsibilities of SecureDrop administrators

As a SecureDrop administrator, it is your responsibility to:

• manage users

• manage the system configuration

• ensure that servers, firewall and workstations are kept up-to-date

• monitor OSSEC alerts

• monitor the SecureDrop team’s release and security-related communications

• apply available firmware updates to all SecureDrop hardware

• ensure that the SecureDrop environment is physically secure and monitored

• investigate and respond to security incidents

• schedule and perform required maintenance tasks, such as operating system upgrades

• ensure that SecureDrop users adhere to the documented processes for checking SecureDrop, communicating with sources, and reviewing documents

• verify the integrity of SecureDrop code

• avoid the installation of unsupported code or patches

• decommission SecureDrop after it is no longer in use

Responsibilities of the SecureDrop team

The SecureDrop team employed by Freedom of the Press Foundation (FPF) and the SecureDrop community maintain and develop the SecureDrop software, which is offered as open source software, free of charge, and at your own risk.

FPF offers paid priority support services. We are happy to provide assistance with installing the system, with training of administrators and journalists, and with investigation of technical issues and incidents.

Note

Each SecureDrop instance is hosted and operated independently. Freedom of the Press Foundation does not offer systems administration, hosting or “remote hands” services.

When the SecureDrop team becomes aware of a security vulnerability in SecureDrop or its software dependencies, we assess the impact of the vulnerability in the context of existing security mitigations and our threat model. Based on this assessment, we prioritize technical work and external communications.

For high severity issues that require technical changes to SecureDrop, we will issue a point release as soon as possible. As part of issuing a release or advisory, we will post further details on the SecureDrop website and to the support portal.

In rare circumstances when a technical fix is extremely time sensitive, we may provide signed patches to impacted SecureDrop instances. Even in these cases, we ask that you never install code provided to you that is not signed using the current SecureDrop release key.

When in doubt how to resolve an issue, please avoid following technical instructions that have not been vetted by the SecureDrop team. If you encounter bugs, please report them. For sensitive matters, you can contact us via the SecureDrop Support Portal or via our contact form.

Managing Users

Admins are responsible for managing user credentials and encouraging best practices. (See Passphrases and Passphrase Best Practices.) The admin will also have access to the Journalist Interface, via her own username, passphrase, and two-factor authentication method (using a smartphone application or YubiKey).

See User Management for more information on adding and managing users.

Managing the System Configuration

Admins are responsible for configuring and maintaining the system. Several tools are available to support this:

• The Admin Interface allows the admin to manage users and configure web interface features such as organizations logos and submission preferences

• Server SSH access is also available, to allow administrators to troubleshoot server issues and perform manual updates.

• The securedrop-admin utility is used via the Admin Workstation to configure and install SecureDrop, to perform operations including server backups and restores, and to update the server configuration after installation.

Keeping the System Updated

The admin is responsible for ensuring that updates are applied to SecureDrop. Where possible, updates are applied automatically, but some update operations require manual intervention.

Updates: Servers

The admin should be aware of all SecureDrop updates and take any required manual action if requested in the SecureDrop Release Blog (RSS feed). We also recommend registering with the SecureDrop Support Portal to stay apprised of upcoming releases.

Most often, the SecureDrop servers will automatically update via apt. However, occasionally you will need to run securedrop-admin install or take other manual steps. If you are onboarded to the support portal, we will let you know in advance of major releases if manual intervention will be required.

Updates: Network Firewall

Given all traffic first hits the network firewall as it faces the non-Tor public network, the admin should ensure that critical security patches are applied to the firewall.

Be informed of potential updates to your network firewall. If you’re using the network firewall recommended by FPF, you can subscribe to email updates from the Netgate homepage or follow the Netgate blog to be alerted when releases occur. If critical security updates need to be applied, you can do so through the firewall’s pfSense WebGUI. Refer to our Keeping pfSense up to Date documentation or the official pfSense Upgrade Docs for further details on how to update the suggested firewall.

Updates: Workstations

The admin should keep all SecureDrop workstations updated with:

• Tails updates for each Admin Workstation, Journalist Workstation, and Secure Viewing Station; and

• SecureDrop workstation updates for each Admin Workstation and Journalist Workstation.

You should apply Tails updates to your Tails drives as they are released, as they often contain critical security fixes. Subscribe to the Tails RSS Feed to be alerted of new releases. The online Tails drives, once booted and connected to Tor, will alert you if upgrades are available. Follow the Tails Upgrade Documentation on how to upgrade the drives.

Admin and Journalist Workstations automatically check for updates on boot. An update window will pop up when updates are needed, and you should simply follow the prompts in the updater to perform the update.

Note

Note that you will need to have a Tails Administrator password configured to complete the update. If you forget to do so, you will need to reboot to enable it.

Monitoring OSSEC Alerts

SecureDrop uses OSSEC to monitor the servers for unusual activity caused by system configuration issues or security breaches. The admin should decrypt and read all OSSEC alerts. Report any suspicious events to FPF through the SecureDrop Support Portal. See the OSSEC Guide for more information on common OSSEC alerts.

Warning

Do not post logs or alerts to public forums without first carefully examining and redacting any sensitive information.

Monitoring SecureDrop-related communications

Release announcements and security advisories are posted to the SecureDrop blog, which is also available as an RSS feed. You can also follow us on our social media accounts (Twitter and Mastodon).

We strongly recommend joining the SecureDrop support portal. As a member of the support portal, you will receive email notifications related to all major announcements, and you can open tickets in case of technical issues. Membership is free of charge.

The Admin Interface

The Admin Interface is an extended version of the Journalist Interface, that allows you to manage users and configure the appearance and behaviour of your instance’s web interfaces.

Logging in

To log in to the Admin Interface, start the Admin Workstation with persistence enabled and double-click the Journalist Interface icon on the Desktop. Tor Browser will start and load the login page for the Journalist Interface. Use your username, passphrase, and two-factor authentication token to log in.

By default, you will be logged in to the Journalist Interface’s source list page.

In the course of normal administration operations you should not need to view source communications, but if you do, you can find information on managing submissions in the journalist guide.

Note

If you have lost your login information or your two-factor authentication is no longer valid, you can create another account with admin privileges via the command line on the Application Server. See here for more information.

User Management

You can use the Admin Interface to add and remove users, and to reset their credentials if necessary. To open the Admin Interface, click Admin in the upper right corner of the Journalist Interface.

Adding Users

After logging in, you can add new user accounts for the journalists at your organization who will be checking the system for submissions. Make sure the journalist is physically in the same room as you when you do this, as they will have to be present to enable two-factor authentication. SecureDrop supports the use of either a smartphone authenticator app or a Yubikey for two-factor authentication. If an app is to be used, the journalist should install it before proceeding with the account setup.

Tip

We recommend using FreeOTP (available for Android and for iOS) to generate two-factor codes because it is Free Software. However, if it does not work for you for any reason, alternatives exist:

• Google Authenticator for Android and iOS (proprietary)

• authenticator for the desktop (Free Software)

1. Click Admin in the top right corner of the page to load the Admin Interface.

   

2. Click Add User to add a new user.

   

3. Hand the keyboard over to the journalist so they can create their own username.

4. Once they’re done entering a username for themselves, have them save their pre-generated Diceware passphrase to their password manager.

5. If the new account should also have admin privileges, allowing them to add or delete other journalist accounts, select Is Admin.

6. Finally, set up two-factor authentication for the account, following one of the two procedures below for your chosen method.

Note

The username deleted is reserved, as it is used to mark accounts which have been deleted from the system.

FreeOTP

1. If the journalist is using FreeOTP or another app for two-factor authentication, click Add User to proceed to the next page.

   

2. Next, the journalist should open FreeOTP on their smartphone and scan the barcode displayed on the screen.

3. If they have difficulty scanning the barcode, they can tap on the icon at the top that shows a plus and the symbol of a key and use their phone’s keyboard to input the two-factor secret into the Secret input field, without whitespace.

4. Inside the FreeOTP app, a new entry for this account will appear on the main screen, with a six-digit number that recycles to a new number every thirty seconds. The journalist should enter the six-digit number in the Verification code field at the bottom of the Enable FreeOTP form and click Submit.

If two-factor authentication was set up successfully, you will be redirected back to the Admin Interface and will see a confirmation that the two-factor code was verified.

YubiKey

1. If the journalist wishes to use a YubiKey for two-factor authentication, select Is using a YubiKey. You will then need to enter their YubiKey’s OATH-HOTP Secret Key. For more information on how to retrieve this key, read the YubiKey Setup Guide.

   

2. Once you’ve entered the Yubikey’s OATH-HOTP Secret Key, click Add User. On the next page, have the journalist authenticate using their YubiKey, by inserting it into a USB port on the workstation and pressing its button.

   

3. If everything was set up correctly, you will be redirected back to the Admin Interface, where you should see a flashed message that says “The two-factor code for user new username was verified successfully.”.

The journalist will require their username, passphrase, and two-factor authentication method whenever they check SecureDrop. Make sure that they have memorised their username and passphrase, or stored them in their password manager, and that they can keep their two-factor authentication device secure.

Passphrases and Two-Factor Resets

Warning

Both of these operations will lock a user out of their SecureDrop account. Users should be physically present when their passphrase or two-factor authentication method is reset. If this is not possible, store the passphrase and/or two-factor authentication secret in your own password manager before securely transmitting them to the user in question, and delete them once the user has confirmed they can successfully log in.

Even while following passphrase best practices, your journalists may occasionally lock themselves out of their accounts. This can happen if, for example, they lose their two-factor device or if they forget the passphrase to their password manager. When this happens, you can reset their account as follows:

1. Log in as an administrator to the Journalist Interface

2. Select Admin at the top right to open the Admin Interface

3. Find the user’s account name and select Edit

Next, you can either rotate their passphrase or reset two-factor authentication for their account.

To change their passphrase to the randomly-generated passphrase shown:

1. Have the journalist enter their current passphrase and two-factor code.

2. Make sure the new passphrase is saved in a password manager.

3. Click Reset Password

To reset two-factor authentication:

1. Click the button that corresponds to the user’s chosen two-factor authentication method:

   • Click Reset Mobile App Credentials for accounts using FreeOTP or a similar authentication app

   • Click Reset Security Key Credentials for accounts using a Yubikey

2. Follow the on-screen instructions to complete the process and verify their new two-factor authentication credentials.

Off-boarding Users

See our guide to off-boarding users from SecureDrop.

Instance Configuration

The Instance Configuration section of the Admin Interface allows you to:

• update the organization name and logo displayed on the Source and Journalist Interfaces

• set submission preferences for the Source Interface

• send test OSSEC alerts.

Updating the Organization Name

Your organization name is used in page titles and logo ALT text on the Source Interface and Journalist Interface. By default, it’s set to SecureDrop. To change it, enter your desired name in the Organization Name field and click Set Organization Name.

Updating the Logo Image

You can update the system logo shown on the web interfaces of your SecureDrop instance via the Admin Interface. We recommend a size of 500px x 450px. Only PNG-format images are supported. To update the logo image:

1. Copy the logo image to your admin workstation

2. Click Browse and select the image from your workstation’s filesystem

3. Click Update Logo to upload and set the new logo

You should see a message appear indicating the change was a success.

Testing OSSEC Alerts

To verify that the OSSEC monitoring system’s functionality, you can send a test OSSEC alert by clicking Send Test OSSEC Alert.

You should receive an OSSEC alert email at the address specified during the installation of SecureDrop. The email may take several minutes to arrive. If you don’t receive it, refer to the OSSEC Guide for information on troubleshooting steps.

Submission Preferences

The Submission Preferences subsection allows you to restrict the types of submissions accepted by your instance.

Disabling Document Uploads

By default, SecureDrop supports both text submissions and document uploads. If you only want to receive text messages, you can disable uploads as follows:

1. Check the Prevent sources from uploading documents checkbox

2. Click Update Submission Preferences

This change will be applied immediately on the Source Interface. Documents that were previously uploaded will still be available via the Journalist Interface.

Preventing Short Initial Messages

By default, SecureDrop does not apply a mimimum length requirement to messages. If your instance is experiencing a high volume of short one-time messages with no actionable content, or if you would like to indicate to sources that their initial message should include enough information for journalists to respond to them effectively, you can set an initial message length as follows:

1. Check the Prevent sources from sending initial messages shorter than the minimum required length checkbox

2. Enter the desired minimum length in the field below the checkbox

3. Click Update Submission Preferences

This change will be applied immediately on the Source Interface. Initial messages that are too short will be rejected, with an error message informing sources of the requirement. This requirement will not be applied to initial messages that also include a document, or to subsequent messages in the conversation.

To remove the requirement, uncheck the checkbox and click Update Submission Preferences.

Preventing Initial Messages Containing the Source’s Codename

Sources should never need to share their seven-word codename with journalists. If your instance is receiving one-time messages consisting of the source’s codename, you can optionally reject those messages, before they are stored, as follows:

1. Check the Prevent sources from submitting their codename as an initial message checkbox

2. Click Update Submission Preferences

This change will be applied immediately on the Source Interface. Initial messages that contain the source’s codename will be rejected, with an error message reminding sources to protect their codename and keep it secret. To remove this restriction, uncheck the checkbox and click Update Submission Preferences.

Server SSH Access

Generally, you should avoid directly SSHing into the servers in favor of using the Admin Interface or securedrop-admin. However, in some cases, you may need to SSH in order to troubleshoot and fix a problem that cannot be resolved via these tools.

In this section we cover basic commands you may find useful when you SSH into the Application Server and Monitor Server.

Tip

When you SSH into either SecureDrop server, you will be dropped into a tmux session. tmux is a screen multiplexer - it allows you to tile panes, preserve sessions to keep your session alive if the network connection fails, and more. Check out this tmux tutorial to learn how to use tmux.

Tip

If you want a refresher of the Linux command line, we recommend this resource to cover the fundamentals.

Shutting Down the Servers

sudo shutdown now -h

Rebooting the Servers

sudo reboot

Investigating Logs

Consult our Investigating Logs topic guide for locations of the most relevant log files you may want to examine as part of troubleshooting, and for how to enable error logging for the Source Interface.

Note

You can use the securedrop-admin tool to extract logs to send to Freedom of the Press Foundation for analysis. Run the following command on your Admin Workstation:

cd ~/Persistent/securedrop
./securedrop-admin logs

This command will produce encrypted tarballs containing logs from each server. See the command output for more information.

Immediately Apply a SecureDrop Update

SecureDrop will update and reboot once per day. However, once a SecureDrop update is announced, you can opt to fetch the update immediately.

Important

Except where otherwise indicated, make sure to update both your Application Server and your Monitor Server.

To update your servers immediately, you can SSH into each server (via ssh app and ssh mon) and run the following command, noting the value of VERSION_CODENAME:

cat /etc/os-release

VERSION_CODENAME is “focal”

sudo unattended-upgrades

Note

Depending on the nature of the update (e.g., if the tor package is upgraded and you are using SSH-over-Tor), your SSH connection may be interrupted, and you may have to reconnect to see the full output.

Application Server

Adding Users (CLI)

After the provisioning of the first admin account, we recommend using the Admin Interface web application for adding additional journalists and admins.

However, you can also add users via ./manage.py in /var/www/securedrop/ as described during first install. You can use this command line method if the web application is unavailable.

Restart the Web Server

If you make changes to your Apache configuration, you may want to restart the web server to apply the changes:

sudo service apache2 restart

Cleaning up deleted submissions

When submissions are deleted through the web interface, their database records are deleted and their encrypted files are securely wiped. For large files, secure removal can take some time, and it’s possible, though unlikely, that it can be interrupted, for example by a server reboot. In older versions of SecureDrop this could leave a submission file present without a database record.

As of SecureDrop 1.0.0, automated checks send OSSEC alerts when this situation is detected, recommending you run manage.py list-disconnected-fs-submissions to see the files affected. As with any manage.py usage, you would run the following on the admin workstation:

ssh app
sudo -u www-data bash
cd /var/www/securedrop
./manage.py list-disconnected-fs-submissions

You then have the option of running:

./manage.py delete-disconnected-fs-submissions

to clean them up. As with any potentially destructive operation, it’s recommended that you back the system up before doing so.

There is also the inverse scenario, where a database record could point to a file that no longer exists. This would usually only have happened as a result of disaster recovery, where perhaps the database was recovered from a failed hard drive, but some submissions could not be. The OSSEC alert in this case would recommend running:

./manage.py list-disconnected-db-submissions

To clean up the affected records you would run (again, preferably after a backup):

./manage.py delete-disconnected-db-submissions

Even when submissions are completely removed from the application server, their encrypted files may still exist in backups. We recommend that you delete old backup files with shred, which is available on Tails.

Monitor Server

Restart OSSEC

If you make changes to your OSSEC monitoring configuration, you will want to restart OSSEC via OSSEC’s control script, ossec-control:

sudo /var/ossec/bin/ossec-control restart

The securedrop-admin Utility

Using securedrop-admin

The securedrop-admin command-line utility is used from the Admin Workstation to perform common server administration tasks, including:

• configuring and installing SecureDrop

• backing up and restoring the servers (see Backing Up and Restoring Servers)

• retrieving server logs for troubleshooting (see Investigating Logs)

• updating the SecureDrop code and Tails configuration on the Admin Workstation

• updating your SecureDrop servers’ configuration post-install.

To use securedrop-admin:

1. Boot the Admin Workstation with persistence enabled and an admin password set

2. Open a terminal via Applications > System Tools > Terminal

3. Change directory to the SecureDrop installation directory: cd ~/Persistent/securedrop

You can list all available securedrop-admin actions using the command ./securedrop-admin --help

Note

If your team has multiple admins, each with their own Admin Workstation, you must take steps to manually synchronize any configuration changes made via securedrop-admin with each other. See Managing Configuration Updates with Multiple Admins

Updating the Server Configuration

There are two primary reasons why you may want to update the system configuration:

• to change SecureDrop server configuration options. Example: You want to change the time of day at which the servers are automatically rebooted (default: 4:00 AM).

• to restore a valid configuration state on your servers. Example: Another admin has directly modified the iptables rules during troubleshooting, and you want to reinstate the correct rules.

In both cases, follow these steps:

1. Boot the Admin Workstation and unlock its persistent volume.

2. Open a terminal and type cd ~/Persistent/securedrop.

3. Run git status. If the output includes HEAD detached at followed by the version number displayed in the footer of your Source Interface, you are running the applicable version of the SecureDrop code on your workstation, and can proceed to the next step. If not, it is not not safe to proceed. Follow the upgrade instructions associated with the release notes for the most recent release of SecureDrop. Apply all available updates, including for the Tails operating system.

4. Run ./securedrop-admin sdconfig. This will display the current configuration, one line at a time, and allow you to change it. At this point, any changes you make are only saved on this Admin Workstation, to the following file:

   ~/Persistent/securedrop/install_files/ansible-base/group_vars/all/site-specific

5. Run ./securedrop-admin install. This will apply the configuration to your Application and Monitor Server, and enforce the canonical state of the server configuration.

Note

If you see an error running ./securedrop-admin install, and believe it may be an intermittent issue (for example, due to losing network connectivity to the servers), it is safe to run the ./securedrop-admin install command again. If you see the same issue consistently, then you will need to troubleshoot it.

If you see the error message “timeout (62s) waiting for privilege escalation prompt”, try deleting the Ansible control path directory on your Admin Workstation (rm -rf ~/.ansible/cp) to reset the connection to the servers, then re-run the ./securedrop-admin install command from within ~/Persistent/securedrop.

If you encounter other errors, we encourage you to submit a bug report, or to contact us at securedrop@freedom.press (GPG encrypted).

Updating Localization for the Source Interface and the Journalist Interface

The Source Interface and Journalist Interface are translated in the following languages:

• Arabic (ar)

• Catalan (ca)

• Czech (cs)

• German (de_DE)

• Greek (el)

• Spanish (es_ES)

• French (fr_FR)

• Hindi (hi)

• Icelandic (is)

• Italian (it_IT)

• Norwegian (nb_NO)

• Dutch (nl)

• Portuguese, Brasil (pt_BR)

• Portuguese, Portuguese (pt_PT)

• Romanian (ro)

• Russian (ru)

• Slovak (sk)

• Swedish (sv)

• Turkish (tr)

• Chinese, Simplified (zh_Hans)

• Chinese, Traditional (zh_Hant)

At any time during and after initial setup, you can choose from a list of supported languages to display using the codes shown in parentheses.

Note

With a Source Interface displayed in French (for example), sources submitting documents are likely to expect a journalist fluent in French to be available to read the documents and follow up in that language.

To add or remove locales from your instance, you’ll need to update your system configuration as outlined above.

When you reach the prompt starting with “Space separated list of additional locales to support”, you will see a list of languages currently supported. Refer to the list above to see which languages correspond to which language codes. For example:

Space separated list of additional locales to support (ru nl pt_BR fr_FR tr it_IT zh_Hant sv hi ar en_US de_DE es_ES nb_NO): nl fr_FR es_ES

You’ll need to list all languages you now want to support, adding or removing languages as needed. Locale changes will be applied after the next reboot.

Managing Configuration Updates with Multiple Admins

Organizations with multiple admins should set up a way to synchronize any changes one admin makes to the server configuration, as by default those changes are stored only on their individual Admin Workstation.

Configuration changes will be flagged by OSSEC and will generate alerts, but if other admins don’t regularly review OSSEC alerts they may miss important changes, such as an update to the Submission Public Key. If they subsequently run ./securedrop-admin install from their Admin Workstation, they will revert the server configuration to an older version.

The simplest approach to keeping workstations in sync is to inform other admins of changes as you make them, for example via a secure Signal group chat. Any such communications should happen over a platform that provides E2EE, as you may need to share sensitive information.

Configuration information is stored in several files on the Admin Workstation under ~/Persistent/securedrop/:

• install_files/ansible-base/group_vars/all/site-specific contains settings written by ./securedrop-admin sdconfig - if it is changed other admins should be notified.

• The Submission Public Key and OSSEC Alert Public Key should be present under install_files/ansible-base. If these keys are rotated, the public keys should be updated on other Admin Workstations.

• Onion service information is stored in several files:

  install_files/ansible-base/app-ssh.auth_private
  install_files/ansible-base/mon-ssh.auth_private
  install_files/ansible-base/app-journalist.auth_private
  install_files/ansible-base/app-sourcev3-ths
  install_files/ansible-base/tor_v3_keys.json
  

  If onion service addresses are changed, the files listed above should be shared securely with other administrators - preferably in person using an encrypted transfer USB, as they can be used to access the servers directly via SSH over Tor.

Frequently Asked Questions

Some initial troubleshooting steps for common scenarios follow. If you continue to have trouble after following these steps, you can contact the SecureDrop team for further assistance.

Generic Troubleshooting Tips

When troubleshooting, ensure you are on the latest version of SecureDrop in your Admin Workstation. This is done by accepting the update when prompted at boot in the GUI that appears.

I can’t SSH into my servers over Tor from my Admin Workstation. What do I do?

At any point after the successful installation of SecureDrop, if you cannot SSH into your Admin Workstation, you should first perform the following troubleshooting steps:

1. Ensure that you are connected to Tor. You can do this by browsing to any site in Tor Browser in your Admin Workstation.

2. Ensure your servers are online. Visit the Admin Interface to check your Application Server is online, and you can trigger a test OSSEC alert to verify your Monitor Server is online.

3. Ensure that SSH aliases and onion service authentication are configured:

   • First, ensure that the correct configuration files are present in ~/Persistent/securedrop/install_files/ansible-base:

     • app-ssh.auth_private

     • mon-ssh.auth_private

     • app-journalist.auth_private

     • app-sourcev3-ths

     • tor_v3_keys.json

   • Then, from ~/Persistent/securedrop, run ./securedrop-admin tailsconfig. This will ensure your local Tails environment is configured properly.

4. Confirm that your SSH key is available: During the install, you configured SSH public key authentication using ssh-copy-id. Ensure this key is available using ssh-add -L. If you see the output “This agent has no identities.” then you need to add the key via ssh-add prior to SSHing into the servers.

I got a unusual error when running ./securedrop-admin install. What do I do?

If the error message is not informative, try running it again. The Tor connection can be flaky and can cause apparent errors, but there is no negative impact of re-rerunning ./securedrop-admin install more than once. The command will simply check which tasks have been completed, and pick up where it left off. However, if the same issue persists, you will need to investigate further.