San Jose J1
1UNSW Sydney, , Australia
Biography:
Juan Carlo San Jose is a Research Officer within Research Technology Services (ResTech) at the University of New South Wales (UNSW), where he manages research data tools and provides best-practice advice and advocacy to help researchers use these platforms effectively. He has a background in IT and previous experience supporting large-scale web-based clinical trials and research studies across application development, integrated research systems, and data management.
Abstract:
UNSW REDCap (Research Electronic Data Capture) supports a diverse research community, including internal data collectors, partnered research institutes, and external collaborators. As an established research platform, REDCap has supported electronic data collection at UNSW over many years. The purpose of this lightning talk is to share UNSW’s transition to a new model for managing external user access to REDCap, using Microsoft Entra ID and Entra B2B collaboration.
The topic focuses on the practical implementation of external collaborator access management, rather than a purely technical deep dive. It will cover the drivers for change, key design considerations, stakeholder engagement and user impact, onboarding of external collaborators, support implications, lessons learned and areas for improvement.
The issue under consideration is how research services can support external collaborators without relying on overly permissive or difficult-to-govern access models. For UNSW REDCap, this included reducing reliance on locally managed or internal-style accounts for external users, improving identity governance, supporting clearer onboarding pathways and providing a more consistent experience for collaborators accessing UNSW research services.
The conclusion reached is that external user management can be strengthened by using institutional identity tools in a way that supports and enables research collaboration. By sharing this experience, the talk aims to provide useful insights for other institutions managing research platforms that must support users beyond their own organisation. This aligns with the conference theme by recognising the value of established research services while shaping a more secure, sustainable and supportable model for future external research collaboration.
Disclosure of AI usage
This document had individual sentences improved to be more formal and clearer via UNSW Enterprise ChatGPT 5.5.
