Servers in the Schmid computational research cluster.
Research Technology Support

» Research Technology Support

Combining services from IS&T, the Leatherby Libraries, IS&T Educational Technology, and the Office of Research, IS&T Research Technology Support offers advisement, implementation, and support services for all Chapman University research-related activities.

+ - Collaboration Tools

The following table describes our officially supported file collaboration tools.  To get started, visit https://www.chapman.edu/software. 

 

Collaboration tools supported by RTS with usage details

Tool 

Availability 

Pros 

Limitations 

Store PHI? 

Max Storage 

DropBox 

Faculty 

Staff 

Easy to use interface 

Not available to students.  Outside collaborations may need own paid accounts* 

Yes** 

500GB or more*** 

Google Filestream (Drive) 

Faculty 

Staff 

Students 

Broadly available to most institutions 

 

Strong cross-device support 

 
Simultaneous editing of Google documents 

Features may be limited depending on use case. 

Yes** 

No defined limit 

Microsoft OneDrive 

Faculty 

Staff 

Students 

Broadly available to most institutions 

 

Simultaneous editing of Office documents 

Some features are improving but not identical on Mac platform. 

Yes** 

10TB or more*** 

Office 365 Groups 

Faculty 

Staff 

Students 
Guests 

Self service mailing list functionality & file storage 

No easy file syncing to local computer. 

No 

10TB or more*** 

Microsoft Teams 

Faculty Staff 

Students 

Guests 

Chat, file collaboration, and app integration (GitHub, many others), similar to Slack 

No easy file syncing to local computer. 
 
No granular permissions for specific content (private or public access only) 

 

No 

10TB or more*** 

RedCap 

Faculty 

Staff 

Students 

Guests 

Secure tool for online database and surveys 

Guests require manual account creation. 

Yes 

No defined limit. 

Chapman File Server 

Faculty 

Staff 

Data stored on premise 

 

No extra encryption or MFA requirements 

Not for external collaborations in most instances.  Requires VPN for external access. 

Yes 

Varies 

 

* Paid accounts only needed by external parties if the user wants to sync files to their local computer.  Downloads from the web do not require an account. 

** Storing PHI on these solutions requires adherence to the security best practices mentioned at the  beginning of this document; particularly MFA and drive encryption. 

*** Storage can be increased upon request. 

+ - Data Protection and Security

Security Best Practices 

IS&T Research Computing partners closely with the Information Security and Office of Research to review and develop best practices around information security.  We encourage you to reach out to us regarding your specific needs.  In general, we recommend the following solutions for all researchers: 

CrashPlan Backup 

All researchers are entitled to utilize CrashPlan full-computer backup at no charge.  This will help safeguard your data in the event of hardware failure, ransomware (virus infection), or accidental deletion.  Visit https://www.chapman.edu/crashplan for more information and to get started. 

Note that by default that additional drives/volumes aren’t protected, so be sure to use the application settings to select additional backup sources if protecting a computer with more than one drive. 

Strong passwords

All researchers involved in storing data on a laptop or workstation should ensure that the account(s) used to access the information are protected via a strong password.    A strong password typically contains upper and lowercase letters, numbers, symbols.  Consider using a short sentence or phrase (e.g. “Catch 2 Dogs”) as an easier way to remember a longer, more complex password.  For more information and to change your password, visit Password Management.

Encryption

All researcher laptops and desktops should be configured with full disk encryption.  Full disk encryption will help to protect your information in the event of device theft, as the data will be inaccessible without your username and password.  To get started, visit Encryption.

Enroll in Multi-Factor Authentication (MFA) 

By enrolling in Chapman University’s MFA, you will add an extra layer of protection for your Email, DropBox, Google Suite, and Office 365 information.  Additional protection for other cloud-enabled applications is coming soon.  For more information and to sign up, visit https://mfa.chapman.edu.

Install antivirus on all workstations and laptops

Chapman University recently invested in a next-gen antivirus called Cylance.  More information will be posted in the future but please reach out if you have computers that do not have an antivirus solution installed. Supports PC, Mac, and Linux. 

DropBox, Google FileStream, or Microsoft OneDrive for Business 

Utilizing a Chapman-provided collaboration tool is a secure method for securely sharing and collaborating on most information.   It also has a secondary benefit of protecting your data in the cloud.   If your data is overly sensitive, then we would like to review your individual situation before your collaboration begins.   Also, we recommend you turn on Multi-Factor Authentication in the next section for the highest security. 

Collaborating with Students 

Special care must be taken when working with student researchers, as a students’ account access does not necessarily terminate at graduation.   We recommend that students follow a similar protection model when accessing Chapman data, and use a Chapman-issued device where possible.  If a researcher is using a personal device, then follow these steps: 

  • Ensure that the computer has a strong, secure password set at boot.
  • Ensure that the computer has an antivirus product installed.  Windows Defender is a reputable free option for PCs, and Avast provides a free product for Mac or PC.
  • Enable Bitlocker (Windows) or Apple FileVault (mac) to encrypt the computer disk.  This helps to protect the computer in the event of theft.
  • Use Google FileStream (Drive) or Microsoft OneDrive for collaboration, as student researchers may not have access to DropBox with large amounts of storage.
  • Encourage student researchers to not synchronize/copy data to their personal computers unless they agree to follow the above security recommendations.
  • When in doubt, reach out to researchcomputing@chapman.edu or infosec@chapman.edu for an individual review and recommendations.

Best Practices for Secure Data Collaboration

Several methods exist to share and collaborate on data, both within and outside of Chapman University.  Regardless of the chosen tool, IS&T recommends the following best practices for you and your collaborators: 

Encrypt your computer’s drives are encrypted

Any data stored locally on your devices is readable should the device become lost or stolen.  Visit https://www.chapman.edu/encryption for instructions on how to verify that your PC or Mac computer is encrypted.

Ensure the use of an anti-virus software

Chapman University provides Cylance antivirus security software for industry-leading protection against malware and unwanted activity on your device (Chapman devices only).   Personal devices (both Mac and PC) should use a major freely available package such as Microsoft Defender (preinstalled on most PCs) or Avast (Mac or PC).

Enable Multi Factor Authentication to protect DropBox, Google Drive, Microsoft OneDrive, and Email

Chapman University now offers Multi Factor Authentication to provide extra security when utilizing common file collaboration applications.  Visit https://mfa.chapman.edu to enroll.    Outside collaborators will need to check with their own institutions to enable MFA on their accounts, or directly with the tool manufacturer (e.g. Google). 

Ask for a security review! 

If in doubt, please reach out to either researchcomputing@chapman.edu or infosec@chapman.edu to review your collaboration practices.  We are happy to review and make recommendations. 

Need help, or unsure of where to go for support?

Please send an email to researchcomputing@chapman.edu for assistance with your research technology request.

Scheduled downtime Sunday, August 4th, 12am to 12pm

Sunday, August 4th, all Schmid-cluster-related systems will be unavailable from 12am to 12pm for scheduled maintenance. All jobs and sessions will be forcibly halted. To avoid any loss of data, please complete or suspend all workloads prior to 12am Sunday morning.