Quick Reference Guide

Your Quick Reference Guide to:

Working Remotely
Here you will find recommendations, tips, strategies for working from home.

Accessing Mailman IT Technical Support for Faculty & Staff
Reach out to Mailman for hands-on support for all your Mailman school-owned devices. Support services cover device purchase, setup, troubleshooting and data wiping/decommissioning of equipment.

Regular Business hours:
Email: msph-tickets@cumc.columbia.edu not 5help@cumc.columbia.edu
Note: Feel free to cc: Dwayne Dixon, Desktop Services manager for anything truly urgent.

After Hours:
Call (347) 714-1728, Monday through Friday 7 p.m. to 10 p.m. and Saturday and Sunday: 10 a.m. to 2:00 p.m.

Support Specific to Classrooms and Special Events
Email: msph-tickets@cumc.columbia.edu not 5help@cumc.columbia.edu
Call (646) 438-5925 for class or event emergencies.

Support Specific to Moves
Most moves at Mailman are a collaboration between Mailman Operations, IT, and NYPs Core Resources (needed to establish new network connectivity). If you are planning a staff move, please reach out to Mailman Operations Dora Gonzalez at ag418@cumc.columbia.edu to kick off the process. They will loop in any additional parties needed.

Tech Support for Students
All student computing at CUIMC is supported by CUIMC IT. They provide two resources: A Website outlining available resources and a walk-up "Tech Bar" located in Hammer Library. 

Data Storage Options @CUIMC
Personal file storage

  • “O” Drive: CUIMC IT allocates data storage space for everyone at Mailman as part of its “domain account” offering (at no add’l. cost). The O drive is 20 GB. Ask IT if you are unsure how to access your O drive storage.

  • OneDrive: Our Office 365 accounts come with a 1 TB OneDrive account. While OneDrive is designed to share documents for internal collaboration (restricted to CUIMC and CU at the moment), the expansive storage space makes it an ideal space to back-up your data generally, or to store specific, critical files. All Office 365 Apps are found here: CUIMC Office 365 Login.  Use your CUIMC e-mail credentials to login.

Project File Storage (CUIMC’s “P” Drive.)

  • Storage for project files can be purchased from CUIMC IT. ~ $1,200 per year buys 1TB. The files are backed up nightly, with 2 data “snapshots” during the day. A key feature of this storage is that data can be divided into various folders, and read and/or write user permissions can be granted or restricted as needed. In addition, the storage is certified HIPAA compliant. Access to the “P” drive is limited to users with UNIs. To request P drive space, please email: msph-tickets@cumc.columbia.edu.

  • External Hard Drive: If you like to keep your files local, you always have the option to purchase a standalone external hard drive. Consult with IT for advice on which device may fit your needs best. Note: External hard drives must be encrypted at all times.

Collaboration Tools
CUIMC IT offers a number of collaboration tools, primarily for those operating within the CU community. “Guest access” for people without a Uni can be granted via assignment of a temporary uni ($78 annual fee per account applies).

SharePoint
The Mailman School purchases its own instance of SharePoint from CUIMC IT for use by our faculty and staff. Through Mailman IT, you can get access to several pre-existing collaboration templates (TeamSite, Document Repository, Blog, etc.) free of charge. 

According to the experts, SharePoint is good for:

  • Hard-core document governance (versioning, metadata classifications, doc templates, restricted libraries/documents)

  • Storage and management of docs with a lifecycle 

  • When you want to implement Document Management System i.e. policies and procedures

  • Create automated business processes on libraries and lists i.e. forms and workflows

  • For more static content. 

You will need to elect a department “SharePoint contact” within your department to work with Mailman IT on-site setup and maintenance, but some limited support is available in-house. However, storage for the entire Mailman IT SharePoint collection is limited to 10 GB. If your storage demands are significant, you might want to purchase your own SharePoint instance direct from CUIMC IT. 

CUIMC IT’s SharePoint is $1000 per year for your own 10 GB instance of SharePoint. You can request one by call 5Help. Please be advised that you will need to have your own inhouse SharePoint expert to build out your site and manage your user accounts. Please see the training resources section for information on how to become a SharePoint expert. 

Teams
Our Office 365 license comes with MS Teams as well. (Again, Teams is only available to CUIMC employees who have a uni.) According to the experts, Teams is great for:

  • Conversations/discussions, organizing meetings, private chats and files/knowledge sharing 

  • Constantly changing updates, daily tasks, sharing of related documents or links, announcements, emails. You can use channels to discuss different topics. 

Server Hosting and Accessing Server Resources
Due to data security concerns, policy requires that all servers, regardless of purpose, be registered with CUIMC IT’s Information Security Office, and maintained by either an approved host or CUIMC certified IT group. 

CUIMC IT has established a robust registration and certification process, details can be found here: System Registration. Please be advised that CUIMC IT charges a certification fee for systems that it deems higher risk. The fees range from $2,000 per system, per year, to as high at $6,200 per system, per year, for “riskier” systems. 

Registration Scope
Registration requirements include servers that you purchase via a cloud service (such as AWS) as well as physical servers that are hosted on premise or at a co-location facility. In addition, depending on the level of risk CUIMC IT associates with your system

Helpful Learning Resources

  • CU HR provides a license to Lynda.com for all employees free of charge. Lynda.com is an excellent source of online tutorials for a lot of the software that we use, including SharePoint.

  • Microsoft has introduced “Microsoft Learn” to provide in-depth training on their full suite of software products, including everything provided with Office 365.

List options @ Mailman and CUIMC

  • MailChimp is the preferred vehicle for mass e-mail communications. Reach out to Anne Foulke-Toner to learn how you can use MailChimp for your department.

  • Historically, faculty and staff used CUIMC IT's List-Serv service to send mass e-mails. If you are still maintaining lists with CUIMC IT, you can reference their new List-Serv user guide for "how to" guidance. (Requires Uni login.)

IT @ Columbia University
An Overview: Columbia University Medical Center and Columbia University are very complex organizations, and IT is no less so. So it is worth detailing who the players are:

The Players
CUIMC IT: Centrally-funded IT group at the Medical Center. IT is responsible for our e-mail, P drive and network access.

NYP Core Services: The group responsible for the network equipment – the data ports in the walls, the data closets in our buildings, and all the Wifi.  Any equipment over which our data flows. This team is a joint collaboration between New York-Presbyterian Hospital and CUIMC IT.

CUIT: Columbia University IT – no relation to CUIMC IT or Mailman IT. CUIT manages the Uni system, and all resources accessed via the mycolumbia.edu portal. Mailman IT also leverages their Zoom videoconference service. In general, however, we have little dependence on their services.

Mailman IT: The centrally-funded IT group at the Mailman School. Independent of CUIMC IT or CUIT, we are:

  • Subject to various central IT policies

  • Dependent on the network infrastructure and central services, like email. 

  • Your primary liaison with CUIMC IT, CUIT, and NYP IT. 

The Policies
The CUIMC IT Website provides links to all the IT related policies in play at CU. Anyone who works at the University is expected to be familiar with them.