CRIS Spotlight on …

Working Securely: Remote Data Collection and Storage

Shifting our way of work requires the adoption of alternate tools and technologies. Find out about available tools and supports to collect and store research data securely.

Collecting Data Remotely

What platforms are secure for conducting online surveys, interviews or focus groups?

REDCap

REDCap (Research Electronic Data Capture) is a free and secure web application that University of Toronto faculty and researchers can use to build and manage online surveys and databases. REDCap can be used to collect many types of data, but it is specifically geared to support online or offline data capture for research studies and operations. For a comprehensive list of REDCap features, visit: https://projectredcap.org/software/
The physical infrastructure for the University of Toronto’s REDCap instance is completely maintained within the University’s highly secure, limited-access Data Centre. All collected data is kept on premises while it exists within the REDCap instance. Each survey owner is responsible for their own data management plan.
REDCap is supported by Academic, Research & Collaborative Technologies (ARC), and new users can access a start-up guide, as well as comprehensive resources available through the REDCap consortium. On-boarding for REDCap is rolling out to new users on a divisional basis.
CRIS in collaboration with ARC launched a REDCap training series aimed at equipping REDCap users at the University of Toronto with the ability to build their own electronic data collection tools. Video recordings of past sessions of the REDCap training series can be found in the CRIS Video Library.

MS Teams

MS Teams is a communication and collaboration platform that can be used to conduct virtual interviews and focus groups. Teams has both a video and audio function, and external participants can be invited to join. There is also an option to record meetings in Teams, with automatic notification to participants. The recording is stored within the Team and is available to the owner.
MS Teams is part of Office 365 and is considered a secure storage facility. It is appropriate for data classified up to and including level three of the University’s data classification structure (e.g., Confidential data). This is based on the Privacy Impact Assessment and Threat Risk Analysis conducted by the University.
MS Teams is supported by EASI. To learn how to set up a Team, see Good Practices for Teams from home. Check Connect + Learning sessions for training.

Zoom

Zoom is a video and audio collaboration platform that is provisionally approved for use as a University of Toronto tools, and it allows individuals to run their own interactive meetings with up to 300 participants. Zoom has a recording functionality that allows the meeting host to record the online session locally on their computer or in the cloud. The breakout rooms function in Zoom allows for smaller group collaboration within a large group.
To request a U of T Zoom education account, contact your divisional IT/EdTech or check the Academic & Collaborative Technologies (ACT) website for information on how to make a request.
Support for Zoom is provided by departmental or divisional IT groups. If you require assistance with Zoom, please contact your divisional IT unit directly. Check UTM Knowledge Base Zoom links for helpful information about Zoom.
Comparison Chart on Zoom Education, Zoom Webinar, MS Teams Meeting and MS Live – This comparison chart developed by CRIS provides a detailed comparison of the overview, features and roles in Zoom Education, Zoom Webinar, MS Teams Meeting and MS Live. The document also lists other software used for online conferencing and their respective pros and cons.

VoIP Virtual User+ and Premium User Account

The BroadConnect Voice over IP client makes it possible to complete audio and video calls as if you were in your office. Users can log into their account on their computer or on a SmartPhone via the Communicator 7 App. With a Premium User account you can activate collaboration tools such as ‘My Room’ a personal conference bridge and video calling. This is an available option for phone interviews with one or multiple persons. Tutorials on using VOIP are available here.
A full institutional risk assessment was completed, and all voice and video calls are encrypted in transit.
More information on Voice over IP may be found on the Telecommunications site

Other Conferencing Platforms

Several divisions may use other platforms for the purposes of teaching and administrative work (e.g., Zoom), these are not institutionally endorsed for research purposes. A summary of some of these platforms can be found here.

What instant messaging programs are secure for exchanging contact information, logistics and other confidential information?

Coming soon!

Storing and Sharing Project Data

What secure options are available for storing and granting access to data when working remotely?

Data can be stored securely by connecting remotely to Office 365 services such as OneDrive or SharePoint, or departmental network storage through VPN. Note the options described below are not meant to serve as long-term data repositories.

Office 365

Can students access faculty member’s OneDrive for secure storage?
Yes, students can be granted access to OneDrive files or folders belonging to a faculty member if the faculty member shared it with them through the OneDrive interface. Students also have access to their own O365 storage.

Can external collaborators also access OneDrive files?
Yes, external collaborators can be granted access to OneDrive files or folders belonging to a faculty member using the ‘Anyone with Link’ share option. If the file contains level 3 data, it is recommended that prior to sharing the link that files be password protected. For example, this can be done in MS documents such as Word through the menu File > Info > Protect Document > Encrypt with Password. In addition, when using the ‘Anyone with Link’ option, a password may be added to the link itself. This password must be shared with the intended recipient(s) separately.

VPN

Is it safe for my students to use VPN to access/store identifiable data?
Yes, students can securely transfer, access, or store data through VPN
How do students get access to use VPN?
UTORvpn is available to University Faculty, Staff and Students. It provides secure access via an encrypted tunnel to University resources from off-campus. Dynamic internet protocol (IP) addresses are automatically assigned. To connect, you must install the Cisco AnyConnect software onto your computer. Once installed, connect via: general.vpn.utoronto.ca and sign into the “UTORvpn” group with your UTORid. Visit here for more information on how to set up the UTORvpn.

Can external collaborators access data through VPN?
No, if you wish to provide access to research files and data with external collaborators, utilize the OneDrive options addressed above.

What secure options are available for longer term storage and sharing?

Data repositories are a secure option for longer-term data sharing and storage. Generally, repositories are not meant to serve as active storage for work in progress.
UTL has created a quick guide to help you determine, which type of repository might best suit your needs.
The Data Repositories @ U of T video describes the use of data repositories for long-term storage and sharing of research data. The video reviews repository basics, how to determine if a repository is the appropriate place to store research data, important considerations when choosing a repository, and supports at U of T. The video discusses U of T Dataverse and TSpace and provides resources for identify external repositories.
Beyond repositories, researchers may want to consider preservation planning more broadly where appropriate. The Digital Preservation Resources @ U of T video introduces digital research preservation in the context of the research data lifecycle and describes institution-wide digital preservation resources available at U of T. The video reviews preservation basics, how to determine if preservation is the right choice for your data, important considerations when making a preservation plan, and the institution-wide supports available for digital preservation at U of T.

Dataverse

Dataverse is a secure multidisciplinary data repository open to U of T researchers to deposit and share research data (datasets, files, code, etc.). Dataverse can be used to share de-identified and non-confidential data only. Dataverse does not accept content that contains confidential or sensitive information. Dataverse can also be used to discover and reuse data produced by other researchers. Deposited datasets receive DOIs.
Researchers can access a quick start guide to depositing data in dataverse, as well as videos on creating and publishing data in dataverse
Other commonly used multidisciplinary repositories include: Zenodo, Figshare and Dryad. UTL has created a reference table comparing the cost and size limits of Dataverse with these other options.

Discipline-Specific Repositories:

In some cases, a discipline-specific repository may be the best option for your longer term storage.
To find a discipline-specific repository, you can search the Registry of Research Data Repositories or get in touch with your faculty liaison librarian.

What options are available for long term data preservation?

In addition to thinking about research data storage for internal use or for broader dissemination, researchers may need to consider long term data preservation. Most actions taken in support of digital preservation focus on maintaining the integrity, authenticity, and usability of the data.
- An introduction to digital preservation is available through the Digital Preservation Coalition.
- Questions about digital preservation needs may be directed to the University of Toronto Library’s Digital Preservation Unit.

Additional Resources

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Quick Tips to Protect and Secure Data