Collaboration

Collaborate using these services to ensure secure connections and improve your daily business interactions with patients, partners and colleagues. Tools like Send Secure Encrypted Email, Web Conferencing, Dropbox Business and Syncplicity are offered and supported by Mass General Brigham IS. ERIS supports additional services such as file sharing, email lists, team collaboration and project management tools.

Quick Compare

What can you use Internal External Cost Notes:
It is your responsibility to make sure the solution you choose meets all regulations governing data protected under specific contracts and federal regulations such as FISMA. 
'H' Drive
Free Contact the IS Service Desk
Shared File Area (SFA) charge begins at 1TB
$3,370 per TB / $3.37 per GB
one time charge every 4 years		 Contact the IS Service Desk
Secure File Transfer Free More Info
Send Secure na Free Contact the IS Service Desk
Email List Manager (Lyris) Free More Info
Research Interactive Storage (RFA) $, pay-as-you-go More Info
Dropbox Business at Partners HealthCare

Free *
Limit of 1TB

 More Info
Syncplicity New user cost of $50
*this license will expire August 1, 2021		 More Info
Confluence
Free More Info

* No direct cost to individuals or departments for Dropbox Business; your institution agreed to pay through direct allocation based on usage. Requests for additional Dropbox storage will be evaluated on a case-by-case basis; please contact the IS Service Desk.

Applications used in research studies must be approved by PHS Information Security. The List of Completed Vendor Risk Assessments contains information about technologies already reviewed by Information Security. While they are not automatically approved for use in studies, they have been through the review process which may enable a quicker review and sign off than something new to our reviewers.

Please visit the Quick Reference Guide and Appendix A of EISS 8c.1: IT Asset Management Standards for Data Classification for a more extensive list of solutions and data classifications. Contact your Information Security Officer for help determining the appropriate solution for your data requirements.

Email List Manager
ERIS offers an email list manager solution (List Manager) for all groups at Partners HealthCare.

ERIS offers an email list manager solution (List Manager) for all groups at Partners HealthCare.

Features:

Manage Members and Personalize Messages with Ease:
It's easy to add individual or multiple list members via the List Manager online interface. You can also grow your list by placing a "subscribe form" on your Web site.
It easy to personalize your emails with each member's name, email address and a variety of other data in the message's header and body, for example, Dear Bob or Dear bob@partners.org.

Send Messages with Confidence:
There are only a few steps involved in sending an email newsletter or announcement:

  • Login to your list via web browser interface
  • Compose your message using our templates or plain text/HTML
  • Send yourself or your co-worker a test message to check the formatting and the content
  • Send your message (or schedule it to be sent at a specified date and time)

Monitor Performance with Detailed Reporting:
After sending messages to your list members, you can view detailed reports that let you quickly analyze how they performed (including deliveries, bounces, and more). Over 30 useful mailing reports are available, including deliveries, bounces, subscriptions, and individual member history.
You can also view how your list membership changes over time (including subscriptions, unsubscriptions, and individual member history).

Simple Administration:
Manage your messages, member data, and everything else via our easy-to-use online interface. Setup wizards will help you create secure discussion groups quickly, and you can choose one, many, or no moderators (depending on the control you need). 

Detail Features: 

  • Subscribe:   All lists can be setup where users can use a web form or send an email to subscribe (signup) to a list with or without administrative approval
  • Unsubscribe:  All lists can be setup where users can be given the option to unsubscribe from a list via a web form without having contract the list administrator
  • Reading Past Messages:  Users have the ability login to the system to see past emails sent to the list
  • Reporting: Track how many users opened your mailing and clicked on embedding URL's
  • Email Templates: Create email templates to simply recurring mailings
  • Segmentation: Create targeted groups to email 
  • HTML WYSIWYG Editor:  No HTML knowledge required
  • Import Word Formatted Content:  Copy contact from Word doc right into your mailings
  • Sending Test Emails:  To verify formatting to co-worker before you sending out the final email
  • Web Surveys:  Add web surveys to your mailings
  • Import and Export:
    • Add email addresses one by one or import via CSV files
    • Lists can be synchronized with data from the following external databases: 
      • Microsoft SQL
      • MySQL
      • PostgreSQL
      • Active Directory
  • List Administration: Supports multiple list administrators who can send mailings 

List Manager (Lyris) Access

Request a List
Log in to Lyris
FAQs
Online Manual
CONTACT SUPPORT

LM Overview

Different Email Lists Available:

Email Newsletters

  • Send email newsletters, alerts, announcements, invitations and other similar messages.

Discussion groups (moderated or unmoderated)

  • Manage discussion groups and on-line communities.

Email Marketing

  • Plan and deliver targeted email marketing and personalized campaigns.

Cost:

  • Free

Support:

  • For any support issues or questions please email us at: rcc@partners.org  
  • Support available Monday to Friday 8 AM to 5 PM ET except for observed holidays

Important:

  • No PII or PHI information is allowed to be stored in the List Manager system
File Sharing
Secure File Transfer

ERIS offers a Secure File Transfer solution for exchanging large files with collaborators both inside and outside of Partners via a web browser.  This service is a secure web-based application with anti-virus detection built in.   All files added to the system are encrypted during transfer and are scanned for viruses.  Recipients receive an email with a link to download the files.

Features:

  • Send files up to 100 GB in size to your collaborators (internal and external)
  • 100 GB maximum storage per user
  • Compatible with Macintosh, Windows and Linux Web Browsers
  • All transfers are secured via 256 Bit SSL Encryption
  • All files are scanned with Anti-virus software that is updated daily
  • This system is a HIPAA compliant system and is safe to use for sending ePHI data in a data file, not in the text of the message.

File Related Features:

  • Files are automatically removed from our system after 7 or 10 days depending on their size
  • For added security, you can encrypt the files, as rest on our system if required (Java is required for this feature)
  • You can receive files from anyone as long as they are invited to use the system
  • You can request files from anyone, making it easier to get files from a collaborator
  • You can select a folder of files with one click and the system zips up that folder (Java Required)
  •  When you send files, you can be notified when they have been download by the recipient 
  •  You can send files that can only be downloaded by the intended recipient or you can click on the Non-Confidential checkbox and the recipient will not need to authenticate to download the files  

 
FAQ:

Q. Where is the server hosted and who manages this system.
A. The server is physically located within a Partners datacenter and is managed by ERIS which is part of Partners IS.

Q. Can I use this service to send HIPAA or ePHI data?
A. Yes, but any information/text sent in the body of the message is not encrypted. Only the file(s) are encrypted in transit. Please do not send any ePHI in the message. Keep all confidential data in the encrypted attachment.

Q. Is the data on this system backed up?
A. No.

Q. Is the data I send via the Secure File Transfer Service secure?
A. Yes,  we use 256 Bit SSL Encryption during the transportation the data to and from the server.  Also, you can encrypt the data while it rests on our servers.  Our technical staff can not access or read the data you send.

Q. Is the site available for anyone to use?
A. No,  this system is for employees of Partners and Affiliated Hospitals.  Non-Partners employees can use the system only if they are invited to use it and can only send files to people who work at Partners and its Affiliate Hospitals.

Q. If I am invited to use Secure File Transfer will my account be permanent?
A. Yes, your password will expire every 90 days.

Q. Are there any limits on the types of files we can send via the Secure File Transfer Service
A. No, but this system is for work-related file transfers only, any misuse will result in account suspension.  Any copyrighted software, music, movies or other data can't be send via the Secure File Transfer Service unless you have permission to do so from the original content owner.

Q. When I send someone files do they get sent as an attachment in the email?
A. No,  the recipient gets an email with a link to download the file.

Q. The original file I sent via Secure File Transfer got deleted, lost or corrupted on my computer, can you recover the file for me?
A. No,  files are automatically deleted from the system after 7 or 10 days.  Also, we never as access to the files you send. 

Q. Do you keep logs of all the files sent via this system?
A. Yes.

Q. When are you going to start syncing this system so it uses my Partners Password instead of making users create a different password?
A. As of November 1st, 2018, you can now log in with your primary work email address and Partners password.

 

Secure File Transfer

Login to Secure File Transfer
Enroll to Secure File Transfer
Email support

Requirements

Accounts

  • You must use your @partners.org or Affiliate Hospital email address (xxx.harvard.edu). This system uses your Partners password, as of 11/1/2018.
  • For External Collaborators: You must be invited to use this system by anyone who has a Partners or Affiliate Hospital email address.

Supported Web Browsers:

  • Internet Explorer 11 or newer
  • Firefox 60 or newer
  • Safari 10.x or newer
  • Chrome 65.x or newer

Large Files:

  • HTML 5 Compatible web browser like Chrome, Safari or Firefox, just drag and drop
  • Latest version of Java installed (required for larger than 2 GB file transfers).

Security:

Cost:

  • Free

Support:

  • For any support issues or questions please email us at rcc@partners.org.
  • Support available Monday to Friday 8 AM to 5 PM ET except for observed holidays.
Team Collaboration
Confluence is an Enterprise Wiki and Collaboration tool used by ERIS and Research for documentation, team calendaring and info dissemination

Confluence

Confluence is an Enterprise Wiki and Collaboration tool used by ERIS and Research for documentation, team calendaring and information dissemination.

Confluence is a collaboration tool that provides a centralized place for:

  • Capturing knowledge that is often stored in emails or lost on hard drives or in shared file areas
  • Organizing information by providing secure discrete spaces for each project, project team, functional unit or department
  • Maintains look and feel via easy WYSIWYG editors and built in templates such as those for HOWTO:, Meeting Notes, Project Requirements
  • Encourages collaboration by providing avenues for discussions via comments, favoriting or "watching" spaces and documents
  • Offers Team Calendars to allow groups easily visualize work, vacation and other schedules
  • Integrates with JIRA, a Project Management Tool, also offered by ERIS

Confluence Access

Login with your Partners username and password and request a space to begin collaboration. Confluence is accessible on or off the network.
Log in to Confluence
Request a Confluence Space
EMAIL SUPPORT
Project Management
JIRA is the current project and issue tracking tool used by ERIS Core Engineers and Research.

JIRA

JIRA is the current project and issue tracking tool used by ERIS Core Engineers as well as other Research groups.  Other commercially licensed applications, including Microsoft Project and Sharepoint, are used by Partners HealthCare; however we are not currently aware of an enterprise supported project management tool.

JIRA is a project management tool that allows teams, groups and departments to track issues, manage project timelines and aid in development of code through the integration of code review processes. Among other things, JIRA can be used to:

  • Track issues, assign to developers or engineers
  • Project Tracking
  • Code Integration
  • Integrates with Confluence, a Project Management Tool, also offered by ERIS

 

JIRA Access

Login with your Partners username and password and request a JIRA space. JIRA is only accessible when connected to the Partners network.
Log in to JIRA
Request a JIRA Space
Email Support
Web & Video Conferencing
There are a range of web, video and audio conferencing services available to personnel and affiliated institutions of Partners HealthCare.

In preparation for working remotely or from home, there are several resources to guide you.

The following resources have been approved for use at Mass General Brigham by Information Security. Learn more

Application Where to get it Cost
Please note this list may not be exhaustive. Please also reference INFO: Remote Work Setup Resources or contact the IS Service Desk for more information. 
Microsoft Teams https://teams.microsoft.com/download  N*
Skype for Business https://products.office.com/en-us/skype-for-business/download-app N*
Jabber https://www.partners.org/ISServiceDesk | Order Help Y
Intercall https://www.partners.org/ISServiceDesk Y
Windstream https://www.partners.org/ISServiceDesk Y
WebEx https://www.partners.org/ISServiceDesk   Y
Zoom https://www.partners.org/ISServiceDesk Y

Microsoft Teams 

Microsoft Teams is one of the many applications available with Microsoft Office 365.   Teams provides a centralized collaboration space where a team can work together more effectively. Teams is an ideal collaboration tool to use to: 

  • Manage small projects and initiatives
  • Share and collaborate within your department
  • Host video conference calls with screen sharing

How to Install Microsoft Teams
You can download the Teams Client from https://teams.microsoft.com/download. If using a Mac, you can install via PEAS Self Service.

* Do you need a Microsoft (or Office365) Audio Conferencing line?

  • If you are not hosting calls, you do not need a line. 
  • If all of the people you will communicate with have a computer with audio capability, a Conference line is not required. However, if people will take calls from their phone, a Conference line is recommended.
  • Read through the Microsoft Audio Conferencing FAQ 
  • Cost: $0 per month for a Microsoft Office licensee; $3.52 per month for telephone audio

Visit HOWTO: Getting Started with Microsoft Teams to learn more. 

Skype for Business

Please note that Microsoft is replacing Skype for Business with Microsoft Teams. Microsoft no longer supports third-party audio conferencing providers in Skype.

How to Install Skype for Business
You can download the Skype for Business Client from https://products.office.com/en-us/skype-for-business/download-app. 

Jabber

Jabber Voice (Jabber) is a soft-phone client that allows you to make calls via your computer on your Partners phone line. It is meant for mobile users so they can work connected when a Partners physical phone is not present. It uses your existing office phone number.

HOWTO: Request Access to Jabber
INFO: Jabber Documentation​ 

Intercall

  1. From your web browser, go to https://www.partners.org/ISServiceDesk
  2. You will receive instructions on setting up your InterCall account via email.  Please reference your ServiceNow ticket number for questions or updates. 

Windstream

  1. From your web browser, go to https://www.partners.org/ISServiceDesk
  2. You will receive instructions on setting up your InterCall account via email.  Please reference your ServiceNow ticket number for questions or updates.

Partners Collaborative Media Services - Videoconferencing and more

Partners Collaborative Media Services is committed to broaden total services with integrated technologies and streamlined operations. The team offers a complete range of media services to the personnel and affiliated institutions of Partners HealthCare. Among the services are full-range video production, videoconferencing, media encoding, web streaming, live webcast, CD / DVD creation and duplication.

For more information please via http://pcm.partners.org

Webinar Support

PCM offers the following solutions:

WebEx
Zoom
Adobe Connect
Live Meeting
GoTo Meeting

For more information please visit http://pcm.partners.org/services/webinar-support.aspx. 

Information Security

Applications used in research studies must be approved by PHS Information Security. The List of Completed Vendor Risk Assessments contains nformation about technologies already reviewed by Information Security. While they are not automatically approved for use in studies, they have been through the review process which may enable a quicker review and sign off than something new to our reviewers.

Please visit the Quick Reference Guide and Appendix A of EISS 8c.1: IT Asset Management Standards for Data Classification for a more extensive list of solutions and data classifications. Contact your Information Security Officer for help determining the appropriate solution for your data requirements.

Virtual Video Visits for Research
Three tools are accepted by the IRB in submitted research protocols: Microsoft Teams, Enterprise Zoom and HealthCare Secure Zoom

Many tools are available for collaboration, but these Virtual Video Visits tools are accepted by the IRB in submitted research protocols.

  1. Microsoft Teams
  2. Enterprise Zoom
  3. HealthCare Secure Zoom

Virtual Research Visit Reminders

  • What is the most appropriate platform for the virtual visit?
  • Use the minimum necessary standard when choosing a platform.
    1. Phone call / Audio Conference Call?
    2. Videoconference?
  • Is the virtual research visit conducted during a clinical visit?
  • Always follow the Principals of Privacy; share the minimum necessary amount of information.

Sponsors: Any software and tools provided by a Sponsor will require further review by the IRB and Research Information Security Office (RISO).

Regardless of the tool, there are rules you must follow. See more in the Pulse Remote Work Toolkit.

MS Teams vs Zoom Comparison Chart

Collaborative Media

  Cost * HIPAA-Compliant 
Approved for PHI

IRB Accepts in Submitted
Research Protocols

 Meeting Capacity External Use Client Install Required Integrate with Outlook Calendar Billing Integration with Epic**

Recording for Research
Available but need
explicit IRB approval and subject consent

 Request Training Managed By
Please note this list of features is not exhaustive. Please also reference the Pulse Remote Work Toolkit or contact the IS Service Desk for more information. 
MS Teams

Free 
if using VOIP for call/video 

$3.52/month per account if dial-in line needed
250

Download

See below if Audio Conferencing line is needed

 See office365.partners.org  Workplace Productivity
Enterprise Zoom

$14/month per account
500
Can request increase to 1000

To obtain a Zoom account, please submit a Audio Conferencing and Screen Sharing Requests request.

The form is available on the Service Desk website under Make a Request > Collaboration Tools > Audio Conferencing and Screen Sharing Request.

 See Remote Work Toolkit  
HealthCare Secure Zoom

Paid for by Digital Health

500
Can request increase to 1000

 Invite only See Remote Work Toolkit Virtual Care Team

*   Charges made to department Cost Center.
** There is no billing integration with Epic when using Enterprise Zoom or MS Teams. Other billing procedures will need to be followed for any research studies with billing requirements.