Data Storage for Research. Michael Pinch
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1 Data Storage for Research Michael Pinch
2 Intro Data storage is a world full of tradeoffs Read vs Write Speed Availability vs Security Cost vs Speed This presentation is to talk about the different types of data we deal with, options for storage, and risks of each We highlight University policy and cite how to get more information
3 Types of Data PHI Identifiable health information that can be linked to a particular person PCI Account / Cardholder Data Primary account number, cardholder name, service code, and expiration date Legally Restricted (UR Policy) Data which must be protected by law such as PHI, Social Security numbers, and account data Confidential (UR Policy) Information which may be sensitive or proprietary such as personnel records and unpublished
4 Hard Drive Server Database Share Drives Network Drives Removable Drive CD DVD Cloud USB Types of Storage
5 Share Drives / Network Drives Access is controlled via user account Data is backed up nightly Remotely accessible through VPN
6 Servers / Databases Servers must be in data center REDCap (Research Electronic Data Capture) may be a viable option Contact Academic IT for more information
7 Cloud Storage Dropbox is extremely popular for convenience, capacity, and collaboration Dropbox is NOT an approved medium for data storage at URMC, especially legally restricted data URMC has an enterprise contract with Box (the major competitor to Dropbox). Legally, we will be able to store any data in Box we choose. Box allows for syncing to desktop, mobile, web, etc Box allows for collaboration with other non-
8 Other Cloud Storage URMC is piloting Amazon Web Services In addition to EC2, it offers S3, simple storage solution Inquire with me if you re interested in trying it
9 Protection Encryption in Rest Encryption in Motion Password Protected < Encrypted
10 Encryption Methods VPN Provides encryption for data in motion HTTPS Provides encryption for data in motion over the web Zip Software Gives you the option to encrypt a zip file Share the password with someone over a different channel than how you share the file! Secure Put!secure in the subject of your
11 Encryption Methods CD / DVD Encrypted DVDs are available! USB / Removable /External Drive Buy an encrypted USB Device URMC Managed systems will have software on them in early 2014 that will turn all dumb USB drives into encrypted drives automatically
12 Encryption Methods Full disk for users PointSec (URMC Enterprise Solution) FileVault (Mac Native Solution) BitLocker (Windows Native Solution) TrueCrypt (Open Source Solution) Most of these tools can be used for full disk encryption or file/folder encryption
13 Encryption Performance
14 Encrypted Devices Camera Samsung Galaxy Camera Fully Encrypted! Available in the bookstore - $399 Voice Recorders Olympus DS $399 Philips LFH $499
15 Backup / Redundancy URMC File server data backed up for 30 days 14 Days on disk in the Primary Data Center 30 Days on encrypted tape in the Med Ctr Annex Full backups performed weekly Incremental backup performed daily
16 Compliance HIPAA Requires PHI to be encrypted at rest and in motion FISMA New grants may include FISMA security requirements Medium level security may require encryption of mobile devices and portable storage media PCI All cardholder data must be encrypted in transit Storing cardholder data significantly increases the cost to ensure compliance and is strongly discouraged
17 Recommended Practices All research data should have backup copies Minimize the use of unencrypted external hard drive, portable devices, and flash drives Store confidential and legally restricted data on network drives / shares Your research data may not contain patient information, but it should remain your data!
18 Places not to store your data Unencrypted Devices Local Hard Drive Cloud Storage Providers Dropbox Google Drive
19 Policies Information Security Policies, URMC UR Data Classification RMATION_TECHNOLOGY_POLICY.pdf
20 What to do in case of loss? Contact the URMC Information Security Office If the lost device is encrypted, no further action should be necessary
21 Destruction of Data Legally restricted and confidential data must be securely removed when no longer needed Hard drives should be securely wiped before disposal, leaving the organization, or reuse
22 Questions Contact URMC Information Security Office CISO:
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