ARCHIVED: After the retirement of Alfresco Share, what other service should I use to store and share my research documentation?
The Indiana Clinical and Translational Sciences Institute (Indiana CTSI) retired its implementation of the Alfresco Share document collaboration service on August 31, 2015. Read-only access remains available to owners of Alfresco Share documents and site content; tools for uploading documents, creating sites, and inviting collaborators are disabled.
To resume the online collaborations you had in Alfresco Share, you must choose a service at your institution that provides similar capabilities. Furthermore, if you intend on storing or sharing documents that contain protected health information (PHI) regulated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), or other types of confidential information protected by laws or governed by institutional data management policies, the service you choose must provide all the safeguards necessary to comply with those laws and policies.
Following is information for researchers at Indiana University, the University of Notre Dame, and Purdue University who want to continue storing and sharing their documents using another service.
On this page:
- Downloading Alfresco Share documents to your computer
- Options for IU investigators
- Moving documents that do not contain PHI
- Moving documents that contain PHI or institutional data classified as Restricted
- Options for Notre Dame researchers
- Options for Purdue investigators
- Getting help
Downloading Alfresco Share documents to your computer
Your computer's hard drive must be encrypted before you can use it legally to store files containing PHI.
To move your Alfresco Share documents to another service, you must first download them from your site to your local computer. You can download individual documents, or create and download a compressed file archive containing multiple documents.
- To download documents individually:
- In the , mouse over the document's filename, and then, from the menu that appears on the right, click .
- Choose whether to open or save the document on your local computer.
- To create and download a file archive:
- In the , select the items (i.e., files and folders) you want to download. To select everything, at the top of the list, click , and then choose .
- Click , and then choose .
- In the "Compress and download" dialog box, give the new archive file a name, click , and then select the location on your computer where you want it saved.
Options for IU investigators
Moving documents that do not contain PHI
Investigators at IU who want to store and share research documentation that does not contain HIPAA-regulated PHI or other data elements classified as Restricted or Critical by the IU Committee of Data Stewards, may use IU's enterprise Box service.
IU Box accounts are available to Indiana University students, faculty, staff, and affiliates.
Your ARCHIVED: Box account will be created automatically the first time you log into Box at IU.
For more about Box at IU, see:
After retrieving your documents from Alfresco Share and storing them locally, you can upload them to Box. If your Alfresco Share documents are compressed into an archive, extract them to a folder on your computer before uploading them to Box.
To upload files to your Box account, use either of the following options:
- To upload a single file or multiple files simultaneously,
click
Ctrl
orCommand
key to select multiple files), and then click .
, and then . Click the
file(s) you want to upload (hold the - To upload a single folder or multiple folders simultaneously,
click
Note: To use this option, you must change your browser's settings (either temporarily or permanently) to permit Box to open a pop-up window and run the Java plug-in.
When the Folder Uploader - Fetchbox applet launches, you can drag files and folders from your computer's file system and drop them in the area below "Upload files to Box". Alternatively, you can click
, and then click to select single or multiple files and folders. When you're finished selecting files and/or folders, click . , and then .
Once your documents are in Box, you can set up Box folders and send invitations to re-establish the collaborations you had in Alfresco Share; see ARCHIVED: Share and collaborate on files with Box.
Note: Before inviting collaborators who are not affiliated with IU, direct them to create their own personal Box accounts.
If you need help with Box at IU, or have questions, contact your Support Center.
Moving documents that contain PHI or institutional data classified as Restricted
- Documents with PHI: At IU, if the documents
you were storing in Alfresco Share contain HIPAA-regulated PHI, you
may request a Box Health Data Account (BHDA).
Important:Box at Indiana University is not appropriate for storing or sharing most types of institutional data classified as Critical. However, with ARCHIVED: certain additional security measures you may be able to use IU Box with some data that contain protected health information (PHI) regulated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). For more, see ARCHIVED: Types of data appropriate for IU Box accounts.
To use a BHDA to store documents containing PHI, you must implement ARCHIVED: required security measures for protecting sensitive data in Box. As the account owner, you are responsible for the proper administration and use of the BHDA, which will be monitored and audited by IU Clinical Affairs IT Services (CAITS).
All current IU faculty members and full-time staff are eligible to request BHDAs. For instructions, see ARCHIVED: About IU Box accounts for use with sensitive data
- Documents with institutional data classified as
Restricted: At IU, if the documents you were storing in
Alfresco Share contain institutional data
classified as Restricted, you may request a Box Entrusted
Data Account (BEDA). To use a BEDA for this purpose, you must
implement ARCHIVED: required security measures for
protecting sensitive data in Box. As the account owner, your
are responsible for the proper administration and use of the BEDA.
All current IU faculty members and full-time staff are eligible to request BEDAs. For instructions, see ARCHIVED: About IU Box accounts for use with sensitive data
Options for Notre Dame investigators
Moving documents that do not contain PHI
University of Notre Dame investigators whose documents do not contain HIPAA-regulated PHI, or other forms of institutional data designated highly sensitive by university policy (e.g., bank account numbers, driver's license numbers, and Social Security Numbers), are free to move their documents to the university's enterprise Box service.
Box at Notre Dame provides a secure online storage environment that lets you share your documents with collaborators at Notre Dame and other institutions. For more, see Using Box at Notre Dame.
Moving documents that contain PHI
University of Notre Dame investigators whose documents contain PHI must use the CorpFS departmental network file storage system. CorpFS is the only storage solution at the university that is authorized for use with HIPAA-regulated PHI and other forms of highly sensitive data (e.g., bank account numbers, driver's license numbers, and Social Security Numbers). For more about CorpFS, see the Office of Information Technologies (OIT) CorpFS page.
For more about the university's policies governing work with highly sensitive data, see Highly Sensitive Information Handling Standard.
Options for Purdue investigators
Moving documents that do not contain PHI
Purdue University investigators whose documents do not contain HIPAA-regulated PHI can move their documents to any of the following services provided by the Research Computing division of Information Technology at Purdue (ITaP):
- PURR: The Purdue University Research
Repository (PURR) is an
online collaborative workspace supporting the data management needs of
Purdue researchers and their collaborators. Depending on your
project's needs, you can use PURR to create private or public sites:
- Private project spaces: Private project spaces are secured with authentication and SSL encryption. Only invited collaborators can access the project. Access to uploaded files is controlled by the project manager.
- Published datasets: After completing a guided review process, researchers can publish their datasets with Digital Object Identifiers, allowing other scholars to reuse their data, reproduce their results, and cite their work.
Important:You cannot use PURR to store or share HIPAA-regulated PHI, or other government-restricted, export-controlled, or proprietary company information. You can store identifiable personal data in a private project space only after acquiring the appropriate Institutional Review Board (IRB) approvals. Data containing personally identifiable or confidential information must be anonymized before publishing. You can store data regulated by the Family Education Rights and Privacy Act (FERPA) in a private project space only after passing a compliance review conducted by staff from the Office of the Registrar. For more, see the Terms of Use. - Research Data Depot: Purdue's Research Data Depot
is a high-capacity, centralized GPFS storage solution designed to help
Purdue researchers share their data with collaborators at the
university and other institutions. All Purdue research groups are
eligible for free trial accounts; additional capacity can be purchased
on an annual basis in increments of 1 TB. For details, see the ITaP Data Depot page.
Important:Purdue's Research Data Depot is not approved for storing files containing data regulated by HIPAA or other federal regulations. However, you can use the Data Depot for work with human subjects data that are not regulated by HIPAA. If you have questions, or need help determining whether the Data Depot is the appropriate storage solution for your data, contact ITaP Research Computing.
For information about other research storage options available at Purdue, see the ITaP Storage Resources page.
Moving documents that contain PHI
Purdue investigators whose documents contain PHI should move them to the university's Filelocker system, which ITaP developed specifically for the secure transmission of electronically stored PHI. You can use Filelocker's web-based interface to upload documents and share them with collaborators (at Purdue and other institutions). For more, see the Filelocker service page.
For information about HIPAA compliance at Purdue, see the university's HIPAA Compliance website.
Getting help
If you have questions about the Alfresco Share retirement, or need help choosing a replacement service, contact Indiana CTSI Support.
This is document bfps in the Knowledge Base.
Last modified on 2023-02-02 12:40:36.