You have lots of storage options for your DUSON data. Here’s what you need to know:
But first, here’s our Tech Tip of the Week –
Here are some common signs of a phishing email:
- Grammatical errors – most commercial emails will have had several levels of editorial review, so you should suspect an email with any errors like this. It’s not always a phish, but that’s a good first step.
- Link Inconsistency – opening an email on a PC allows you to hover your mouse cursor over any links within the message. If the destination link doesn’t match the one displayed, best not to click.
- Check the From: field – if, for example, it was from 321greetings.com@postcardfast.com, take a look at the domain suffix. If you tried to navigate to www.postcardfast.com, you would have seen this was a phish exercise. If you went to www.321greetings.com, you would see that it is not an actual site. Try the domain if you are unsure – that usually gives it away.
If you suspect a phish but you aren’t sure, report it with the Report Phish to Duke Outlook button. Better safe than sorry.
Duke EHR data
Duke’s PACE environment is required for all access of Duke Health EHR data. This includes all EHR data, including deidentified EHR data. Find out more about this environment by clicking here.
Sensitive data – PHI, FERPA, HIPAA, etc.
Any data that fits the Sensitive Data (High) category in the Duke Health Data Classification Standard is required to be stored in one of three places.
- Permanent research study storage – Always use an S:\SED folder, which is funded by DUSON and fully supported within Duke Health for protected data.
- Video used in research studies – Always use a v:\ folder to store your video files until they are coded and/or as long as they are needed. This is a large storage area, is funded by DUSON and fully supported within Duke Health for protected video data.
- Temporary research study storage and transfer between institutions – Always use Duke’s Box, which is approved for the temporary transfer of sensitive data between institutions.
Please note – S:\Faculty\<name>, S:\Staff\<name>, P: and c: are not approved for any sensitive data.
Also note that Social Security Numbers are not stored electronically in any DUSON-managed storage options. Storing SSN data electronically at Duke requires multiple levels of approval and a storage location managed by Duke Health. Contact us for details.
You can request S:\SED and V:\ folders by filling out this form.
Non-sensitive data
Non-sensitive data is Duke data that does not fit the Sensitive Data (High) category defined above.
- Research study (non-PHI data) – Always use a limited access folder (S:\Limited Access\), which is funded by DUSON and fully supported within Duke Health for non-sensitive data. Request a Limited Access folder by filling out this form.
- Use OneDrive – you have up to 1TB that can be expanded as needed at no cost. OneDrive is connected to your Microsoft 365 account and can be accessed via browser with your NetID;
- Please note that OneDrive folders cannot be shared with people outside of Duke.
- You have the option of syncing a drive on your c: drive to OneDrive for backup of critical items you keep on c:
- Use Box – you have up to 50GB that can be expanded as needed at no cost. Box is available via your browser at Box.duke.edu and is accessed with your NetID;
- Note that Box folders can be shared with anyone within or external to Duke.
- Box folders can also by synced (that’s what I use)
- P: Drive – use this for personal storage of Duke-related documents, files that you access frequently and need to keep hidden;
- If you need additional storage here, we recommend that you use your Box or OneDrive account.
- S:\Faculty\<name> folder or S:\Staff\<name> folder – use this space for files you need to be able to access on computers within DUSON (such as classrooms or conference rooms) or to temporarily share with colleagues.
- C: drive – we recommend not storing any data/documents on c: that you may need longer than one computer session. If your machine becomes corrupt, you’ll never get these back. C:\ should only be used to store the OS, the applications you use locally, and any documents/files you don’t mind losing.
Students …
Students have the following DUSON-managed storage options available:
(Request one of these three folder types by filling out this form.)
- Research Study (PHI data) – Always use an S:\SED folder, which is funded by DUSON and fully supported within Duke Health for protected data.
- Research Study (Video data) – Always use a v:\ folder to store your video files until they are coded and/or as long as they are needed. This is a large storage area, is funded by DUSON and fully supported within Duke Health for protected video data.
- Research study (non-PHI data) – Always use a limited access folder (S:\Limited Access\), which is funded by DUSON and fully supported within Duke Health for non-sensitive data.
- Use OneDrive – you have up to 1TB that can be expanded as needed at no cost. OneDrive is connected to your Microsoft 365 account and can be accessed via browser with your NetID;
- Please note that OneDrive folders cannot be shared with people outside of Duke.
- You have the option of syncing a drive on your c: drive to OneDrive for backup of critical items you keep on c:
- Use Box – you have up to 50GB that can be expanded as needed at no cost. Box is available via your browser at Box.duke.edu and is accessed with your NetID;
- Note that Box folders can be shared with anyone within or external to Duke.
- Box folders can also by synced (that’s what I use)
