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Box - Box.com Cloud Storage Platform

This article explains the uses for Box cloud storage, notifies users of what data is appropriate or inappropriate for storing on Box, and links users to Box.com support documentation.

The University of Chicago has partnered with Box to deliver file sharing services to all faculty, staff, and students. Box is a cloud-based storage service that provides 50 GB of free, online space for storing or sharing files. Files stored on Box can be synced and accessed from several locations, including desktops, mobile devices, and laptops.

Who is Eligible for Box?

All current faculty, students, and staff are eligible to use UChicagoBox, including faculty and staff in the Biological Sciences Division.

To claim your account, visit uchicago.box.com and log in with your CNetID and password. If you’d like some pointers for setting up your account, you can find them here. If you are a staff member of one of these departments and you don’t have access please work with your Human Resources representative to ensure you are setup correctly in Workday.

Send any questions and feedback about this rollout to security@bsd.uchicago.edu

Qualified users with an active CNetID are eligible to register for a University of Chicago Box storage account. After logging in with a CNetID password, users will need to agree to the terms of service. We also recommend that you review the University of Chicago HR Policy No. 601 – Treatment of Confidential Information, as this policy will apply to your use of the service.

Why Use Box?

What Kind of Sensitive Data Can I Store on UChicagoBox?

UChicago Box meets the University’s Policy on Use of External Services. In accord with HR Policy U601, which identifies employee obligations in handling of confidential information:

  • UChicago Box can be used to store student education records (FERPA) data.
  • UChicago Box cannot be used to store Patient Health Information (PHI), or Credit Card or Payment Card Industry (PCI) data.

Please review the File Storage Data Security Matrix below for more detail. You can also view or download a PDF of the matrix here.

File Storage Matrix

Who Should I Ask for More Information?

Please check with the person(s) or office(s) responsible for the type of data you have. Most types of University administrative data have a designated Data Steward, and the Directory of Data Stewards will lead you to the right person to check with. For all other types of data, or if you are not sure, please contact the University's Chief Information Security Officer, who will help you get your question answered.

I'd Like to Get a Group Folder for My Department. How do I do that?

Make your request here: https://itservices.uchicago.edu/page/request-box-group-folder

How Can I Use Box Sync and Tagging to Appropriately Deal with Sensitive Data?

Please see "Securing Confidential or Sensitive Files" here.

Additional Information

Where Should I Go If I Have Questions or Problems Using UChicagoBox?

Extensive help is available at box.com/support. If you have specific questions about using or configuring UChicagoBox in the University environment, please contact the ITS Service Desk.

FAQ

What apps can I use with UChicagoBox?

The following apps are approved for use with your UChicagoBox account:

  • Box Capture (iOS)
  • Box for Android
  • Box for Android Tablet
  • Box for Blackberry
  • Box for iPad
  • Box for iPhone
  • Box for Office
  • Box Edit
  • Box Sync (Be sure to review Securing Confidential or Sensitive Files)
  • Cotap
  • DocsToGo (iOS)
  • drChrono (iOS)
  • FotoIn
  • Goodnotes
  • G Suite/Google Docs
  • GoPaperless (iOS)
  • iAnnotate (iOS)
  • Notability (iOS)
  • OfficeSuitePro (iOS)
  • Roambi
  • Showpad
  • Slack
  • TigerText
  • Wrike

If you'd like to recommend an app for use with UChicagoBox, contact the ITS Service Desk.

How is UChicagoBox Different from Other File Storage Services at the University?

We have created a matrix to help users compare features of UChicagoBox with those of other file storage and sharing services at the University of Chicago.

My computer is managed by Desktop Support. How do I install these apps to my desktop?

If you have a managed PC, you will need help installing Box Office and Box Sync. Contact the ITS Service Desk at itservices@uchicago.edu or 773-702-5800 (2-5800).

My computer is managed by Desktop Support. How do my files get backed up?

Your files are always synced back to the cloud as long as you have an Internet connection. If you have a managed desktop and use Box Sync, they will be backed up through Mozy Pro. Keep in mind that your files are always backed up to the Box cloud as well.

If I leave the University, do I get to keep my UChicagoBox account?

For Alumni:

New alums (as of February 9, 2015) will get to keep their Box Account.

  • On day 45, your account will stop being managed by the University.
  • After day 45, to continue using your account, simply reset your password here.

All Other UChicagoBox Users:

All other users will lose their UChicagoBox accounts (associated with your @uchicago.edu email address) upon leaving the University. (However, if you are an alum, in addition to being faculty or staff, you will retain your account, as outlined above).

  • It is your responsibility to move any required data to another storage space prior to leaving the University.
  • 10 days after you leave the University, your account will stop working. You and any folder collaborators will receive an email regarding the folders you own.
  • 45 days after leaving the University, your account will be deleted, along with all of its data. This includes all folders and files you've shared with others.

Can I use Grouper groups for file sharing?

Not at this time, but it is part of our long-term plan for this service. In the meantime, you can set up folders and share them with your collaborators.

I try to log into UChicagoBox and keep getting rejected. Why?

You may not be eligible for UChicagoBox. Please see the UChicagoBox Failed Login FAQ.

How long do my files stay in Trash before they're deleted permanently?

Files remain in Trash for 30 days. After 30 days, they are permanently deleted.

Who has access to my files?

You control sharing via links or invitations to collaborators. UChicago system administrators have the same level of access to your UChicagoBox account as they do for University email - the right to access files is only invoked when approved by legal officials. We recommend that you do not store personal files on your UChicagoBox account, similar to University email.




Keywords:confidential data file sharing storing information sensitive policy 601   Doc ID:45044
Owner:Chris K.Group:University of Chicago
Created:2014-11-17 11:52 CDTUpdated:2016-12-27 11:23 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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