How to remotely access your work data in a safe and sane manner

1. How to remotely access your work data in a safe and sane manner Andrew Philipoff Infrastructure Manager UCSF Department of Medicine Information Technology Services

2. How to remotely access your UCSF work data without getting fired or sued Andrew Philipoff Infrastructure Manager UCSF Department of Medicine Information Technology Services

3. Have you ever needed to access your work related data from outside the UCSF network? Sick? Can’t come to work? Need after hours access? Working from home? On vacation? Traveling?

4. Obtain approval Please check with your supervisor or human resources representative prior to working from home or from a remote location.

5. Where is your work data stored? In a shared folder on a UCSF file server (VPN) On a UCSF desktop computer (VPN) UCSF Box Service mail@UCSF email service MyResearch

6. VPN Virtual Private Network A method to extend the UCSF network to your remote location https://vpn.ucsf.edu/ Login with MyAccess credentials Web browser based VPN client? Network Connect Client (full VPN client)?

7. Web browser based VPN client Microsoft Windows: Internet Explorer Apple OS X: Safari Map a network drive or a RDP connection Advantage: Easy to use and configure Disadvantage: slightly clumsy, need to download and upload files to edit Potentially leaves sensitive files on your remote computer

8. Network Connect Client (full client) Apple OS X, Apple iOS and Microsoft Windows Login on https://vpn.ucsf.edu/, click on the Start button and follow prompts to install Advantage: Allows seamless access to shared folders and other network resources Disadvantage: Client installation required, need to disconnect from shared folders prior to disconnecting from VPN

9. Use the full VPN client to access a shared folder on a file server Microsoft Windows: Start>Juniper Networks>Network Connect>Network Connect Apple OS X: Finder>Applications>Network Connect Map a network drive connection: Microsoft Windows: \\server.ucsf.edu\folder Apple OS X: smb://server.ucsf.edu/folder

10. Data stored on a desktop Remote Desktop Protocol Microsoft Windows only, RDP clients are not installed by default on all versions of Windows An Apple OS X RDP client is available for connecting to Windows computers Allows you to remotely access and control the desktop of your Windows work computer Use of VPN required Not all IT groups allow or support the use of RDP

11. UCSF Box Service Official UCSF cloud storage solution What is cloud storage? https://ucsf.box.com/VPN not required Login with MyAccess or Active Directory credentials Accessible from virtually any web browser or operating system 60GB of storage, up to 5GB files Sharing can be enabled with internal and external collaborators Install Box Edit to create and edit files Box CANNOT be used for ePHI, FERPA or sensitive data at this time

12. Box for Office Add-in for Microsoft Office 2007, 2010, and 2013 on Windows computers Allows Excel/PowerPoint/Word to access files stored in the UCSF Box service Open, edit and save a file already stored on Box Open a new or existing file locally and save directly to Box

13. Are other cloud services OK? No! No! No! The only approved cloud service for use at UCSF is https://ucsf.box.com/ Only the UCSF Box service has a business associates agreement with UCSF You may be personally liable for a data breach involving UCSF data stored in other cloud storage solutions

14. UCSF Exchange email service The mail@UCSF web mail service https://mail.ucsf.edu is more securethan using the Microsoft Outlook client on a typical desktop/laptop home computer If you configure/use a desktop Outlook client, a cached copy of your email will be stored on your home computer If your home computer is lost or stolen, that cached email could be accessed without your consent Install Box for Outlook to send links to files already stored in Box and convert attachments to Box shared links If you have an encrypted, UCSF provided laptop, using the installed Outlook client is a secure method of remotely accessing your email

15. Additional collaborative systems Instant messaging via the im@UCSF service Video conferencing via Cisco Jabber (formerly known as Movi) Salesforce Chatter https://ucsf.my.salesforce.com/ MyResearch: a secure, web based, collaborative environment that can be used to store files containing sensitive datahttps://myresearch.ucsf.edu/

16. UCSF data policies Clearly understand your responsibilities when handling UCSF data UCSF Minimum Security Standards for Electronic Information Resources Policy UCSF Roles and Responsibilities for Securing Electronic Information Resources Policy UCSF Authorized and Acceptable Use of Electronic Information Resources Policy

17. Resources VPN@UCSF: https://vpn.ucsf.edu/ UCSF Box Service: https://ucsf.box.com/ mail@UCSF: https://mail.ucsf.edu IM@UCSF: http://it.ucsf.edu/services/im-ucsf Cisco JABBER Video: http://it.ucsf.edu/services/cisco-jabber-video-desktops-and-laptops-formerly-movi Salesforce Chatter https://ucsf.my.salesforce.com/ MyResearch: https://myresearch.ucsf.edu/ IT@UCSF: http://it.ucsf.edu/

18. Questions?

19. Contact information Andrew Philipoff Infrastructure Manager UCSF Department of Medicine Information Technology Services 415-476-1344 andrew.philipoff@ucsf.edu