Journalist Guide

Note

SecureDrop wants your feedback! Confused by something in our documentation? Let us know by opening an issue on GitHub or engaging in our community forum.

This guide presents an overview of the SecureDrop system for a journalist. It covers the core functions necessary to start working with the platform: logging in securely, viewing documents, editing documents, and interacting with sources.

Updating Your Workstation

You should keep your SecureDrop workstations updated with:

• Tails updates
• SecureDrop workstation updates

You should apply Tails updates to your Tails drive as they are released, as they often contain critical security fixes. The Journalist Workstation Tails drive, once booted and connected to Tor, will alert you if upgrades are available. For most Tails upgrades, you can simply follow the steps in the Tails Upgrader that appears on screen to update your Tails drive. However, sometimes Tails upgrades are “manual,” which means that you should follow the instructions in the Tails Upgrade Documentation to upgrade the drives. Talk to your SecureDrop administrator if you have trouble.

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.

Connecting to the Journalist Interface

Journalists viewing documents on SecureDrop must connect to the Journalist Interface using the Tails operating system on a USB drive. As part of your on-boarding, your admin should have provided you with a Tails drive configured for this purpose, known as the Journalist Workstation USB drive.

If you do not have a USB drive clearly identified as the Journalist Workstation, ask your administrator for assistance before continuing.

Note

The Tails OS makes using SecureDrop very different from other computing experiences. The added layers of security mean extra steps each time you want to login. With practice, you will become increasingly comfortable with the process.

To use the Journalist Interface, you will visit a Tor Onion Service address in Tor Browser. By design, this Onion Service address is only accessible from your Journalist Workstation; it will not work in Tor Browser on another computer, unless explicitly configured with an access token.

To visit the Journalist Interface, click the Journalist Interface icon on the desktop. This will open Tor Browser to an “.onion” address. Log in with your username, passphrase, and two-factor authentication token, as shown in the first screenshot below. (If you have been provided with a YubiKey, see Using YubiKey with the Journalist Interface for detailed setup and usage information.)

Reset Passphrase or Two-factor Authentication Credentials

If necessary, journalists may reset their user passphrase or two-factor authentication token in their user profile. To navigate to your user profile, log in to the Journalist Interface and click on the link in the upper right of the screen where it says Logged on as <your user name>.

If you have lost or forgotten your passphrase or your two-factor device (i.e. your mobile phone or security key), you will need to contact your SecureDrop admin for assistance.

Daily Journalist Alerts About Submissions

When a SecureDrop has little activity and receives only a few submissions every other week, checking the Journalist Interface daily only to find there is nothing is a burden. It is more convenient for journalists to be notified daily via encrypted email about whether or not there has been submission activity in the past 24 hours.

If the email shows submissions were received, the journalist can connect to the Journalist Interface to get them.

This is an optional feature that must be activated by the administrator. In the simplest case a journalist provides their email and GPG public key to the admin. If a team of journalist wants to receive these daily alerts, they should share a GPG key and ask the admin to setup a mail alias (SecureDrop does not provide that service) so they all receive the alerts and are able to decrypt them.

Interacting With Sources

If any sources have uploaded documents or sent messages, they will be listed on the homepage by codename.

Note

Codenames that journalists see are different than the codenames visible to sources.

Click on a codename to see the dedicated page for that source. You will see all of the messages that they have written and documents that they have uploaded.

Tip

You can also Star interesting or promising sources to easily return to them later. All starred sources will be bumped to the top of the list of sources.

If you want to reply to the source, write your message in the text field and click Submit.

Once your reply has been successfully submitted, you will be returned to the source page and see a message confirming that the reply was stored. The source will see your reply the next time they log in with their unique codename.

To minimize the impact of a source codename being compromised, the Source Interface encourages the source to delete the reply after reading it. Once a source has read your reply and deleted it from their inbox, a checkmark will appear next to the reply in the interface.

Note

Prior to SecureDrop 0.9.0, replies when deleted from the source inbox would also disappear from the journalist inbox. As such, if there are older conversations, there may be discontinuities in the conversation.

You may also delete replies if you change your mind after sending them.

Documents and messages are encrypted to the SecureDrop installation’s Submission Public Key. In order to read the messages or look at the documents you will need to transfer them to the Secure Viewing Station, which holds the Submission Private Key. To recall the conversation history between your organization and sources, you can also download replies and transfer them to the Secure Viewing Station for decryption.

Flag for Reply

If the server experiences a large number of new sources signing up at once and is overloaded with submissions, you will need to flag sources for reply before you can communicate with them. Click the Flag this source for reply button.

After clicking the Flag this source for reply button, you will see this confirmation page. Click through to get back to the page that displays that source’s documents and replies.

You will not be able to reply until after the source logs in again and sees that you would like to talk to them. So you may have to sit and wait. After the source sees that you’d like to reply, a GPG key pair will automatically be generated and you can log back in and send a reply.

Moving Documents to the Secure Viewing Station

Step 1: Download the encrypted submission

Documents and messages sent by sources can only be decrypted and viewed on the Secure Viewing Station. After clicking on an individual source, you will see the page below with any documents or messages the source has sent you. Documents always end with -doc.gz.gpg, while messages always end with -msg.gpg.

Click on a document or message name to save it, or select a number of documents and save them all at once by clicking Download Selected.

A dialog box with two choices will appear, Cancel and Save file:

Click Save file. In the save dialog, select one of the two folders highlighted in red in the screenshot below:

The difference between these two folders is as follows:

• Tor Browser. Downloads saved to this folder will be stored in memory, which means that they will only be available for the duration of your current Tails session. In the screenshot, this is the currently selected folder. The full path to this folder is /home/amnesia/Tor Browser.
• Tor Browser (persistent): Note that the name may be abbreviated, as shown in the screenshot; you can view the full name by hovering the mouse over the shortcut. Downloads saved to this folder will be stored on your Tails USB drive in the special persistent volume that is only available if you have unlocked it on the Tails welcome screen. The full path to this folder is /home/amnesia/Persistent/Tor Browser.

Unless you have a reason to store encrypted submissions on the Journalist Workstation, we recommend using the non-persistent “Tor Browser” folder. In the recommended process, you will now move the submission to the Secure Viewing Station, and there is no need to leave a persistent copy behind.

Important

Attempting to download files to any other folder will fail. Tails only permits Tor Browser to access these two folders, so that even if your browser is compromised by malware, attackers cannot easily gain access to other data stored on the same computer.

See the Tails guide to Browsing the web with Tor Browser for more information.

Step 2: Copy the encrypted submission to the Transfer Device

Once downloaded to either folder, move the document to the designated USB stick you intend to use to transfer the documents from your Journalist Workstation to the Secure Viewing Station. This storage device is known as your Transfer Device.

Note

If the Transfer Device was set up according to our recommendations, you

will be prompted for a decryption passphrase on the Journalist Workstation and the Secure Viewing Station before being able to use it in a given session. We recommend storing this passphrase in your own personal password manager (e.g., on your smartphone), so that it is readily accessible to you whenever you need it.

You can right-click the file and select Copy to, then select the Transfer Device, as shown in the screenshots below.

This will leave a redundant copy behind in the Tor Browser folder. If you have downloaded the file to the non-persistent “Tor Browser” folder (as recommended), the redundant copy will disappear when the computer is shut down or rebooted.

“Eject” the Transfer Device by clicking the eject icon next to its name in the file manager. Wait for this operation to complete (the eject icon will disappear), then unplug the Transfer Device. “Ejecting” the drive in this manner ensures that all write operations are completed before you physically unplug it.

Step 3: Decrypt and view the submission on the Secure Viewing Station

Next, boot up the Secure Viewing Station using Tails and enter the passphrase for the Secure Viewing Station persistent volume. Once you have logged in, plug in the Transfer Device.

Note

The Secure Viewing Station and Journalist Workstation are on separate Tails USB drives.

Click on the Home icon on your desktop, then on the Transfer Device. Copy the file into your Persistent folder. You can do so by opening a new window with the Persistent folder and dragging the file from one window to another. A faster method is to drag the file to the Persistent shortcut, as in the screenshot below:

Important

Always copy submissions to the Persistent folder before decrypting them. Otherwise you might accidentally decrypt them on the USB stick, and they could be recoverable in the future.

After successfully copying them to the Secure Viewing Station, erase the files from your Transfer Device. Ensure you’re viewing the Transfer Device folder, then right click on the files that need removal and click “Wipe” to securely delete the files from your device:

To decrypt and view documents or messages, return to your Persistent folder. All key actions are initiated by double-clicking:

• Double-clicking archives in ZIP or gzip format will open the “Archive Manager” application (called file-roller on the command line), which allows you to extract the contents.
• Double-clicking files that end in .gpg will attempt to decrypt the contents to the same directory. If you have configured a passphrase for your Submission Key, you will be prompted for it.
• Double-clicking decrypted messages or documents will attempt to open them in a default application suitable for the file type.

If the default application does not work, you can right-click on the document and choose Open with Other Application… to try opening the document with LibreOffice Writer, Document Viewer, or another application. You might also need to right-click on a file and choose Rename… to rename a document with an incorrect or missing file extension.

Tip

Always extract gzip archives with the “Archive Manager” application, which is the default when double-clicking the archive. Other methods may not preserve the filename contained in the archive.

For example, an archive called 1-artful_elevation-doc.gz might contain a file secrets.docx, but if you extract the contents by right-clicking the archive and selecting Extract here, the extracted file will be called 1-artful_elevation-doc instead of secrets.docx. This may result in problems when attempting to open the file due to the loss of its file extension.

When you double-click an archive to open it, you should see it in the “Archive Manager” application. It looks like this:

Click the Extract button to unpack the archive. Navigate to the folder containing the encrypted document message or document (ends with .gpg) and double-click it to decrypt it. The decrypted file it will have the same filename, but without .gpg at the end.

You can now double-click on the decrypted file to open it in its default application.

Working with Documents

This section describes how to organize submissions, handle unusual file formats, safely research submissions, remove metadata, and mitigate risks from submitted malware.

Tip

This is only a very limited introduction. Freedom of the Press Foundation publishes and maintains digital security guides for journalists, many of which relate to these topics, and offers digital security training for news organization staff.

Organizing submissions

Whenever you download submissions using one of the Download buttons in the Journalist Interface, they will be organized as a ZIP archive with a built-in folder structure, which you can use as a template for organizing submissions on the Secure Viewing Station.

Submissions downloaded in this manner from the list of all sources will contain a structure like the following:

all
├── recessive accreditation
│   ├── 1_2019-07-07
│   │   └── 1-recessive_accreditation-msg.gpg
│   └── 2_2019-07-07
│       └── 2-recessive_accreditation-msg.gpg
└── surviving authentication
    ├── 1_2019-07-07
    │   └── 1-surviving_authentication-doc.gz.gpg
    └── 2_2019-07-07
        └── 2-surviving_authentication-msg.gpg

Submissions downloaded in this manner from the screen for an individual source will contain a similar structure, but without the parent folder all.

A folder like 1_2019-07-07 in the example above will always contain exactly one message or document. The numbers in the folder name (1, 2, etc.) correspond to the numbering in the Journalist Interface. The dates (2019-07-07 in the example above) are the day (in year/month/day format) of the last activity related to this source, at the time the archive was downloaded.

If you download messages or documents one at a time in the Journalist Interface, they will not be contained in a ZIP file at all. Instead, you will be dealing with individual files like 1-surviving_authentication-doc.gz.gpg, without a folder structure.

Handling File Formats

SecureDrop accepts submissions of any file type. Tails comes with pre-installed applications for securely working with documents, including an office suite, graphics tools, desktop publishing tools, audio tools, and printing and scanning tools.

For more information, visit the Tails guide to working with sensitive documents.

Pre-Encrypted Submissions

SecureDrop sources can optionally encrypt prior to submitting to SecureDrop. This means that once you decrypt the document as you usually do by double clicking the document in the file manager, there will be another layer of encryption.

Most often, the file will be encrypted to the SecureDrop key. If the file is encrypted to your SecureDrop key, you should be able to double click the file as usual once more in the SVS and it should decrypt.

However, it’s also possible the file is encrypted to another key, potentially your personal key. If this occurs, you will get an error message in Tails that reads “Decryption failed. You probably do not have the decryption key”. To determine which key was used, if you are comfortable at the command line, you can open the Terminal, navigate to the file, and use:

gpg --decrypt NAME_OF_FILE

replacing NAME_OF_FILE with the name of the file you wish to decrypt. This command will tell you what key was used to encrypt the file. If you are not comfortable at the command line, contact your SecureDrop admin or Freedom of the Press Foundation for assistance.

Warning

Do not transfer source material off the Secure Viewing Station for decryption. Instead, transfer cryptographic keys to the SVS device for decryption and metadata removal.

Researching Submissions

Journalists should take care to research submissions using the Tor Browser, ideally in a new Tails session on your Journalist Workstation for highly sensitive submissions.

Removing Metadata

Tip

For detailed information about removing metadata from documents, check out this in-depth guide to removing metadata.

Tails comes with the Metadata Anonymisation Toolkit 2 (MAT2) that is used to help strip metadata from a variety of types of files, including png, jpg, OpenOffice/LibreOffice documents, Microsoft Office documents, pdf, tar, tar.bz2, tar.gz, zip, mp3, mp2, mp1, mpa, ogg, and flac. We recommend using this and other tools to work with documents within Tails for as much of your workflow as possible.

Tails 4 replaces MAT with MAT2, which is usable via the command line and via a context menu in the Files application (called nautilus on the command line).

You can use MAT2 via the Files application by browsing to Places ▸ (Your file’s location) and right-clicking on your file. In the context menu, select Remove metadata.

Note that this does not alter the original file–it creates a clean copy.

To use MAT2 on the command line, type man mat2 to see a list of available actions you can take with MAT2. For example, you can view the metadata of a file with mat2 myfile --show.

You can create a “clean” version of the document with mat2 myfile, again noting that this does not erase the metadata on the original file. This is equivalent to the “Remove metadata” context menu option.

Note that even after running MAT2, you should carefully inspect files to ensure that all metadata has been wiped, or convert them to a simpler file format (for example, converting a .xls file to a .csv) to ensure that metadata is not left behind in error.

When you no longer need documents, right-click them in the Files application and choose Wipe to securely delete them.

Risks From Malware

SecureDrop does not scan for or remove malware in submissions you receive. There are important steps you can take to protect yourself:

1. Keep the version of Tails on your Secure Viewing Station up-to-date.

   Tails offers more protection against compromise than your everyday computer, and the air-gap prevents potential malware from “phoning home.” But if the version of Tails is outdated, an attacker can still attempt to exfiltrate or destroy information.
   
   

2. Print documents from the Secure Viewing Station instead of exporting them digitally, whenever possible.

   Printing documents prevents the proliferation of malware to your everyday workstation, and eliminates most categories of embedded metadata. Note that printing a document may still preserve watermarks, printer codes, steganographically encoded data, or other information not visible to the naked eye.
   
   

3. Consult with your administrator or your digital security staff before copying files digitally.

   If you must copy a file in digital form (because of its format, the volume of information, or for other reasons), we recommend taking the time to consult with technical experts within the organization.

   Tip

   Converting files to simpler formats (e.g., PDF to PNG) can help reduce the risk of malware. Tails provides both graphical and command-line utilities that can be used for this purpose.

4. Never scan QR codes embedded in documents using a network-connected device.

   QR codes can contain malicious links that your device will automatically visit. In general, be careful when opening any links provided in a SecureDrop submission, as this can leak information to third parties. If you are unsure if a link is safe to click, you should consult internally, or contact Freedom of the Press Foundation for assistance.
   
   

5. Don’t photograph submissions using your smartphone, and be careful with all digital photography.

   Many smartphones are configured to back up photographs to cloud services, immediately or intermittently; newer digital cameras have similar functionality. Not all backup settings may be visible to you.

   Any digital photograph will include certain metadata by default, which may reveal sensitive information about your SecureDrop usage patterns (potentially including GPS coordinates) to anyone who gains access to the file.

Fully mitigating the risks of malware received via SecureDrop is beyond the scope of this documentation. If you have questions, you can contact us at securedrop@freedom.press (GPG encrypted) or via the support portal. Please do NOT disclose details about the contents of any submission you have received.

Moving Documents to Your Everyday Workstation

Important

As noted above, SecureDrop does not scan for or remove malware. If the file you received contains malware targeting the operating system and applications running on your everyday workstation, copying it in its original form carries the risk of spreading malware to that computer. Make sure you understand the risks, and consider other methods to export the document (e.g., print).

If you must copy a file from your Secure Viewing Station to your everyday workstation in digital form, our recommendation is that journalists are provided with an Export Device, typically a USB drive, which is encrypted using VeraCrypt. These instructions assume that you are following the recommended workflow. If you are unsure, ask your administrator.

Note

VeraCrypt support was added to Tails in version 3.9. We strongly recommend keeping your Secure Viewing Station up-to-date with each release of Tails.

To open the Export Device on the Secure Viewing Station, follow these steps:

1. If your Export Device has a physical write protection switch, make sure it is in the unlocked position.
2. Plug the Export Device into the Secure Viewing Station.
3. Click Applications ▶ Utilities ▶ Unlock VeraCrypt Volumes
4. Under “Partitions and Drives”, select the Export Device and click Unlock.
5. Enter your passphrase, which we recommend keeping in your own personal password manager (e.g., on your smartphone), not on KeePassXC.
6. Under “Partitions and Drives”, open the encrypted drive by clicking Open.

Steps 3-6 are illustrated below:

The Export Device should now open in the file manager. If there are still files on the Export Device from your last copy operation, securely delete them now.

Copy the file or files you want to access on your everyday workstation to the Export Device using the file manager.

Decrypting and Preparing to Publish

Note

To decrypt a VeraCrypt drive on a Windows or Mac workstation, you need to have the VeraCrypt software installed. If you are unsure if you have the software installed or how to use it, ask your administrator, or see the Freedom of the Press Foundation guide for working with VeraCrypt.

To access the Export Device on your everyday workstation, follow these steps:

1. If your Export Device has a physical write protection switch, make sure it is in the locked position.
2. Plug the Export Device into your everyday workstation.
3. Launch the VeraCrypt application.
4. Click Select Device and select the Export Device, then click OK.
5. Click Mount.
6. Enter the passphrase for your Export Device. You should find this in your own personal password manager.
7. Open the Export Device in your operating system’s file manager, and copy the contents of interest to your everyday workstation.

As a security precaution, we recommend deleting the files on the Export Device after each copy operation. If you are using write protection, you have to perform this step on the Secure Viewing Station to get the security benefits of write protection.

When you are done, switch back to the VeraCrypt window, and click Dismount.

You are now ready to write articles and blog posts, edit video and audio, and begin publishing important, high-impact work!

Tip

Check out our SecureDrop Promotion Guide to read about encouraging sources to use SecureDrop.

Deleting submissions and source accounts

As part of routine SecureDrop usage, we recommend that you establish data retention practices consistent with your organization’s threat model, data lifecycle and data retention policies. Regularly deleting submissions and source accounts can mitigate risks in the event that your SecureDrop servers or a source’s account details are compromised.

To delete sources, first select them in the list of all sources in the Journalist Interface, then click the Delete button. You will be given a choice to delete all messages and files for the selected sources, or to delete the source accounts:

If you delete messages and files for a source, the source will continue to appear in the list of sources in the Journalist Interface, and they will still be able to log into the Source Interface using their codename. Consider using this option as part of regular deletion of reviewed submissions, especially if you are not sure that all communication with the source has concluded.

Note

If you delete all messages and files, that includes all replies you have sent to the source, even if the source has not seen them yet. You will still be able to send new replies.

If you delete the entire source account, the source will not be able to log in again using their codename, and all information about them will be destroyed. Consider using this option if it is clear that all communication with the source has concluded, or if the source has requested that all information about them and their submissions should be removed.

You can more selectively delete source submissions and journalist replies by clicking the source’s two-word designation in the list of all sources. You will see a list of source messages (filenames end with -msg.gpg), file submissions (filenames end with -doc.gz.gpg) and journalist replies (filenames end with --reply.gpg).

Select the source data you wish to delete, then click the Delete button. You will be prompted for confirmation:

From the same page, you also have the option to delete the entire source account. To do so, click the button labeled Delete Source Account at the bottom of the page. You will be prompted for confirmation: