Box: Frequently Asked Questions

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What is Box at UMN?

Box is a secure, cloud-based, commercial file storage, sharing, and collaboration service.  Box at UMN is the result of a contract between Box and the Internet2 consortium. Because the University of Minnesota is a member of Internet2, the University can take advantage of enterprise Box accounts.

What is a cloud-based service, and why is it a good thing?

Cloud services, such as Box, provide high-quality support, enterprise-level management, and security, as well as 24/7 up-time through round-the-clock monitoring; all at modest cost to the University. Files are stored off campus in Box's massive data centers featuring redundant storage, cooling, and electrical supply.

Who is eligible for a Box at UMN account?

Any current faculty, staff, or student. Individuals with Sponsored or Person of Interest UMN accounts are also eligible, but will not be able to sign up by the usual method and must contact the Service Desk to have a Box account created.

How do I sign up for a Box account?

Go to box.umn.edu and click the Enroll button. The website will then walk you through the account creation process. If your UMN internet account is a Sponsored or Person of Interest account, enrollment will not work. Contact the Service Desk instead.

How much storage space will I get with Box at UMN?

Each user has an unlimited amount of storage space available. However, individual files must be less than 50 Gb each.

What password do I use with my Box at UMN account?

Box at UMN is secured by Shibboleth, so each person will use their UMN internet ID and password.

What file types can I store on Box at UMN?

Most common types of files are compatible with Box. This includes MS Office files, which you can edit online with Microsoft 365, and many image, video, and audio formats. Individual files need to be less than 50 Gb in size.

What kinds of data can I store on Box at UMN?

UMN policy forbids the use of most cloud services for storage of most kinds of restricted or sensitive data. However, through collaboration with Box, Internet2, and Box's built-in security, many more kinds of data can be stored on Box at UMN than on other services, such as Google Drive. Check When Should I Use Box? for a complete discussion on what is allowed to be stored on Box at UMN.

Is health data allowed to be stored on Box?

Yes, the University has signed an agreement allowing our users to store Protected Health Information (PHI) on Box at UMN.  Users must follow some extra Rules for Storing PHI in order to safeguard this particular kind of restricted data.

Can I collaborate with people outside of UMN using Box?

Yes, they will need a Box account from their university, business, or they can obtain a free account at box.com.

I accidentally deleted a file from my Box account. How can I recover it?

Any file that you delete is kept in your "Trash" for 60 days. To recover it, click on the "Trash" link, under "Resources" on the right side of the main "Files and Folders" page within your Box account. Find your file, click the drop down arrow to the right of the file name and then click "Restore". The file will be restored to its original location.

After 60 days, the file may still be recovered; however, you will have to contact the IT Service Desk ([email protected] or 1-help). The file will be available for the Service Desk to recover for 14 additional days.

After 74 days (from the date that you first deleted the file), it will not be possible to recover the file.

I am listed as an Editor in a shared folder. What does that give me rights to do with files?

There are seven different permission levels that can be assigned to a collaborator. For details of what activities each level can perform, see Understanding Collaborator Permission Levels.

How does Box protect my data?

Box provides a variety of security measures and customizable options for data security:

  • Encryption: Data are encrypted at rest on Box's servers and in transit over the network
  • Logging: Box provides default logging and reporting of permissions and file access. You can customize logging and email notifications for individual project folders.
  • Permissions: You can add internal and external collaborators to folders with various levels of access, from view only to full edit rights.
  • Authentication via DUO: To ensure secure access to data, two-factor authentication using DUO is required to log into Box at UMN. You can set up preferences for two-factor login with DUO.
  • Restricted links: Links to files and folders are protected and provide shared access only to people who are added as collaborators on those folders.
  • Secure Access: You can access files through the Box web interface or the Box Drive application. To ensure sensitive data is not synced to potentially unsecure computers, Box Drive is set up to check security settings on devices before it will install. Requirements:
    • Full disk encryption must be turned on
    • Firewall must be turned on
    • An antivirus software must be installed

How does Box compare to other places I store my data?

Box meets a higher level of security than other available storage and sharing tools. See When Should I Use Box? for details.

I got an email about confirming my Box collaborators. What should I do?

Twice a year you will receive an email prompting you to confirm collaborators for any data you are sharing in Box. Review the files and folders listed in the email and remove any collaborators who no longer need access. To complete the process, go back to the email and click the button labelled "I confirm that my collaborators have been reviewed and are appropriate". If you don't submit this confirmation, additional emails will be sent weekly. Your Box account will be disabled one week after the third email, if you haven't confirmed by then.

I confirmed my collaborators. Why is my Box account still disabled?

If your account was disabled for not confirming collaborators in time, it is still necessary to submit your confirmation. However, doing so will not automatically restore your Box account access. Contact the Service Desk to get your account re-enabled.

I am no longer able to log in to my Box account. What happened?

Because Box is a HIPAA compliant storage solution, there are requirements for disabling access to prevent potentially sensitive data from being accessed by parties no longer authorized to do so. This may be triggered by:

  • A change in employment or University of Minnesota status
  • Inactivity of the Box account over 13 months
  • A request made by authoritative sources such as the Office of General Counsel or Human Resources
  • Failure to confirm bi-annual access reviews for collaborations and shared data

If your account is no longer available, contact the Service Desk to determine your options for regaining access.

Why does Box Drive say my device is not secure or doesn't meet requirements when I try to log in?

Your device must meet the following specifications in order to log in to the Box Drive app:

  • For Windows devices, the minimum OS version is Windows 11 
    • Box Drive might work with Windows Server versions that correlate to Windows 11, but this is not guaranteed.
  • For Apple devices, a macOS or iOS version that is currently supported by Apple
  • Encryption applied to all hard drives
    • Remove any unencrypted external drives
    • Box Drive sees the Google Drive app as an unencrypted drive. It is not recommended to use both on the same device.

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