ResearchDrive - Working With Collaborators If You Have Restricted Data

This document explains how to give collaborators access to your ResearchDrive storage if you work with Restricted Data. If you would like help managing collaborators then refer to ResearchDrive - Request Support for help.

ResearchDrive Collaboration Groups

ResearchDrive is integrated with the central campus Active Directory Services for NetID-based-authentication and security permissions and also the Roles and Access Management (Manifest) service for creating collaboration groups and providing NetIDs for UW affiliates and external collaborators.

Each ResearchDrive Restricted Data account has a Manifest folder and several default collaboration groups defined that are published to Active Directory and used to provide secure access to your storage.

Replace references to [netid] with your NetID username.

ResearchDrive Collaboration Groups
Role Manifest Group Active Directory Group Features Use Cases
Admins restricteddrive-[netid]-admin restricteddrive-[netid]-admin

Provides administrative control of your ResearchDrive account.

  • add or remove collaborators
  • change security permissions
  • Office of Cybersecurity
  • DoIT ResearchDrive Team
Audit restricteddrive-[netid]-audit restricteddrive-[netid]-audit

Provides full read/write access to your ResearchDrive account, the ability to audit security groups, and make changes to your account on your behalf.

  • add, remove, or modify all data by default
  • request changes to your account on your behalf
  • purchase additional storage on your behalf
  • restore data from backup snapshots
  • Lab managers
  • Research support personnel
  • Local IT staff
Lab Members restricteddrive-[netid]-lab restricteddrive-[netid]-lab

Provides full read/write access to your ResearchDrive account for lab members.

  • add, remove, or modify all data by default
  • restore data from backup snapshots
  • Lab members
  • Collaboratrs who need to add, remove, or modify data
Read Only restricteddrive-[netid]-readonly restricteddrive-[netid]-readonly

Provides limited read only access to your ResearchDrive account.

  • read only access all data by default
  • cannot add, remove, or modify any data
  • Collaborators who only need to access data but not change it
External restricteddrive-[netid]-external restricteddrive-[netid]-external

Provides a UW NetID account to external collaborators and affiliates.

  • Provides access to WiscVPN
  • Does not provide access to ResearchDrive storage. Once the user has a NetID they can be added to lab members, or read only groups to provide access to the storage.
  • External collaborators or affiliates that do not have UW NetIDs

Adding or Removing Collaborators From UW-Madison

Note: you can request that individual people or existing Manifest groups be added to your ResearchDrive collaboration groups.

  1. Fill out the ResearchDrive Account Modification Form
  2. The Office of Cybersecurity will follow up with you to approve the account changes.
  3. Any UW–⁠Madison workstation used to access restricted data must be maintained and supported by trained IT staff to ensure they are secure and not vulnerable to malware.
  4. Access to ResearchDrive accounts containing restricted data from any other workstation by UW faculty or staff is prohibited.
  5. A specific set of scans has been developed by the campus Office of Cybersecurity. These scans must be run and the resulting report submitted as part of the request for modification of a ResearchDrive accoun . Requestors should consult with their departmental IT staff or designated HIPAA Security Coordinator to assist in the security scans.

Adding or Removing Collaborators External UW-Madison

  1. Fill out the ResearchDrive Account Modification Form
  2. The Office of Cybersecurity will follow up with you to approve the account changes.
  3. Any UW–⁠Madison workstation used to access restricted data must be maintained and supported by trained IT staff to ensure they are secure and not vulnerable to malware.
  4. Access to ResearchDrive accounts containing restricted data from any other workstation by UW faculty or staff is prohibited.
  5. A specific set of scans has been developed by the campus Office of Cybersecurity. These scans must be run and the resulting report submitted as part of the request for modification of a ResearchDrive accoun . Requestors should consult with their departmental IT staff or designated HIPAA Security Coordinator to assist in the security scans.