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Research Data Storage and Sharing

As part of Downstate's license with Microsoft, OneDrive, Microsoft’s cloud storage is available to all faculty, staff and students. Downstate policy CW-IT-015: Cloud Data Security  outlines how OneDrive can be used to store and share data. 

Data Storage

  • It is the preferred mode for storing work products. Avoids loss of data due hard drive failures or damage. 1 TB of storage per useris available, and files can be easily shared with other Downstate members.
  • OneDrive accounts are linked to Downstate email. The account will become inactive once the employee or student leaves Downstate.
  • Since it is cloud based, it can be accessed from any computer using Downstate credentials.
  • Faculty  can create a OneDrive folder from their account for shared lab use and give access to their members.
  • OneDrive can be used to store protected data. For sharing data, either within Downstate or externally among research groups, please follow ITS guidelines, listed below.
  • Please also review the storage requirements table on page 5 of the , which outlines data classifications and specifies what is permitted or prohibited under Downstate policy.

Data Sharing

  • Sharing within Downstate (for instance amongst research teams) is allowed. 
  • Sharing with external collaborators is permissible for non-protected data.
  • Protected data with PHI, can be shared with external collaborators for IRB approved activities via OneDrive ONLY WITH IRB approval and a Microsoft A5 license specifically for this purpose. To initiate this process:
    • The Principal Investigator (PI) must list the names of all study personnel who require the A5 license in the IRB application and outline the request in the Information Security Section of the IRB application.
    • Once the study is approved, the IRB will notify the Help Desk to activate the necessary licenses. Detailed instructions for IRB approved activities are available in Section 5.1 (page 3) of the policy.

  • Other types of protected data, that does not require IRB oversight, can be shared by requesting a Microsoft A5 license as outlined in Section 5.2 (page 4) of the policy.