FAQ for Box Cloud | VCR | University of Nebraska Medical Center

This page includes some frequently asked questions related to using UNMC's Box Cloud Storage.
Click on the question to automatically move down to the answer.

For other questions related to Box usage, visit the Box Support website or contact
the Box help line at 1-855-570-4130 (available 24/7 to UNMC Box users).

GENERAL

What is UNMC Box?
UNMC Box is a UNMC-contracted data storage and sharing platform that uses UNMC credentials for access.
The following types of files and data can NOT be hosted in a box account:
1. FDA regulated research data or documents;
2. Technology control plan covered file and data;
3. Functional database using search engine or analytics software.
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Can I store research data in Box?

Box cloud storage is one of the allowable storage options for research data, especially for individuals who are working with very large file sizes or are working with external collaborators. Other solutions include SharePoint or on-site fileshares, depending on the type of data being stored. UNMC community may continue to use on-campus storage solutions provided by ITS or departments across campus.

Limitations on Box cloud storage:
- While your total data storage is unlimited, please note the maximum size of any individual file is 32 GB.
- It is prohibited to upload any research data with export control / ITAR limitations.
- You are allowed to upload “Sensitive Information,” but you must not share that data with persons not authorized to access such information.
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How do I set up a new Box account?
All users are setup through Research IT Office (RITO) after the user completes the New Box Account Request Form. All lab members and administrators who will share folders need to also have a Box account.

All students, house officers, post-doctoral fellows, and visiting scholars/scientists and employees need to include a secondary UNMC faculty mentor or supervisor on their account.
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What are the key advantages Box provides to UNMC users?
Box provides a full set of collaboration tools. You can add comments to files in a threaded discussion, receive instant updates when someone comments on or edits a file, and even assign tasks and due dates. Box also makes it easy to find what you are looking for by allowing you to search the full text of your files and enabling you to tag files and folders with keywords. Finally, data is securely stored in the cloud and protects from data loss that might occur due to issues with your own computer.
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Can I work directly in Box or is it just for data storage?
You can work directly in Box, but can also use it to update/sync your data if you are working offline or from your computer (see information on syncing with Box Drive). We always recommend syncing your data daily or as often as you have access to be sure you have a copy of any recent changes.
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Can Box be used to replace departmental file shares?
Yes, Box can be used to replace departmental file shares. Contact rito@unmc.edu for more information on how they can assist in transfering entire file shares.
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What if I leave the university?
Upon leaving the University, you will lose access to your Box account. You are responsible for migrating shared files to appropriate collaborators on campus before your account is deactivated. The account remains deactivated for a period of 180 days, after which the account will be deleted.

Employee accounts are managed according to the ITS security policy. Employees should only move official university files and records to their new institution per a Data Transfer Agreement (DTA) executed by Security/SPA before their last day of work. However, DTA’s are often not completed before you leave; therefore, in this case, you should work very closely with SPA on a data transfer timeline.

Students/staff should work with their Principal Investigator or manager on DTA execution. Another important option would be to create an Institutional/Organizational Folder before you leave and share that with your PI/manager to obtain the files prior to your account being closed.
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Can Students use Box?
UNMC students, along with all UNMC faculty and staff, can store research data that is shared with their PI. Unless a Box account is required (due to working with large file sizes or the need to work with external collaborators), other campus-approved storage options may be a better solution (SharePoint, etc). Contact rito@unmc.edu with any questions.
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Can I use Box to store personal files, photos, and videos?
Your UNMC Box account is a university service and should be used for academic/research purposes and for official university business only.
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Can I store protected health information (PHI) in Box?
As long as you set up appropriate access controls for folders containing PHI, then it is allowed. Data stored within Box is securely stored and is HIPAA compliant, but careful attention should be paid to how folder access and ownership is set (i.e. if a folder is shared with someone, all subfolders are automatically shared as well). Therefore, be sure that folders containing PHI are only shared with those who should have access to the information. Contact rito@unmc.edu with any questions.
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Is Box Part 11 Compliant (required for FDA-related material)?
No, you can not store FDA-related material or other data that requires compliance with 21 CFR part 11. Contact rito@unmc.edu with any questions.
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COLLABORATION

Why would I share a file with someone in Box rather than just sending it to them via email?
If the person receiving your document via email plans to comment on it or edit it, that means another reply email with yet another attachment. With Box, your collaborator can upload the edited file right to Box (or even edit it right within Box). He or she can add comments right alongside the file in a neatly organized, threaded discussion. You don't have to keep track of multiple email messages. And with Box, you can easily go back and view previous versions of the document that you have been working on—which is much easier than keeping track of different versions that were sent as email attachments.
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Can I share files with people outside of UNMC?
Yes, you can share files stored on Box with external collaborators. There are some limitations (see answer below).
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Are there limitations on which collaborators I can share a Box folder with?
There are some limitations on which Box accounts to which you can share your data:
- You can invite any collaborator using UNMC Box, another Academic Box account, a Corporate Box account, but not a Box Lite (free) account.
- You are responsible for confirming that you are sharing with the correct email/account and are setting the appropriate access privileges (from view-only to read/write).
- Your external collaborators can use either their institutional Box account or personal Box account (free) to collaborate with you.
- External collaborators invited to share contents of UNMC Box files must use their institutional not their personal email
- NOTE: UNMC Box holders cannot share or set up their Box account with their or collaborator’s personal email as a secondary email (e.g., hotmail.it, live.com, cox.net, outlook.com, hotmail.com, gmail.com, yahoo.co.in, yahoo.es, neb.rr.com, mac.com, me.com, windstream.net, 163.com, msn.com, comcast.net, icloud.com, ymail.com, gpcom.net, hushmail.com, telebeep.com, yahoo.com, att.net, aol.com, and bellsouth.net).
- You can collaborate with anyone in the world except a few countries. UNMC will not allow sharing or inviting collaborators with Box accounts from certain countries:Crimea region of Ukraine, Iraq, North Korea, Cuba, Syria and Iran. Note that some countries may exclude their citizens from collaborating using Box (e.g., China currently does not allow Box use).
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How do I use Box to share or collaborate?
See Box's Support pages for information on how to use Box.
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Will those who are sharing my files still be able to access them after I leave UNMC?
No. If you have shared your Box files with others, they will also lose access those files when you leave UNMC. Be sure to notify any collaborators who have their data in your shared folders to migrate their data to their own account prior to your UNMC account being closed.
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How do you determine ownership of files/folders?
Open your Box account in a web browser. When looking at your list of folders, they will be colored differently based on whether the folder is being shared. If the folder is a manila colored folder, you are the owner and it is not being shared.

If it is a blue folder, it is a shared folder and you might be the owner. To tell if you are the owner, click on the folder then look to the far right of the page and it will show if you are the owner or if someone else owns the folder and is sharing it with you.
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WORKING WITH BOX

I accidentally deleted a file stored on Box. Can I get it back?
Yes. You can recover deleted files from your "Trashcan" anytime.
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Can I interact with Box within Microsoft Office?
Yes, by using "Box for Office". Box for Office will add a feature group to the Office ribbon to access and save Office documents. For more information, see Getting Started with Box Office Apps.
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Can I interact with Microsoft Outlook?
Yes, by using "Box for Outlook". Box for Outlook enables attachment sharing and storage directly to a Box account. For more information, see Getting Started with Box Office Apps.
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How do I sync files from my desktop to Box and vice versa?
First, you will need to download the sync client for Windows or for Apple OS X. When you are logged into Box, click the Install Box on your computer button on the right menu.

Box also has an application called Box Drive that gives you a virtual mapped drive in the Finder (Mac) or Explorer (Windows). This makes your Box folder structure appear on your desktop without actually copying the files to your computer.
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What is the difference between Box Drive and Box Sync?
Box Drive brings your entire Box folder tree to your desktop. All the files you can access on Box are also accessible from your desktop Box folder. Box Drive also supports making files available offline, so you can work on them while disconnected from the Internet; when you go back online Box Drive syncs the versions.

Box Sync enables you to choose specific files and folders to sync between Box and your desktop. Specify the files you'd like to sync, and those files will be available from any desktop that has Box Sync installed. With Box Sync, your synced files are available for offline access. The files are stored on your local machine, so you can open and edit them without connecting to the Internet. Any changes you make locally are synced to Box the next time you connect.

Box Drive is simpler to use – a single application that gives you easy, familiar access to all of the content you have stored in Box – right from your desktop. It ensures all of your content is up to date, saving all changes you make to your files. And with the mark for offline feature, you can work on your Box Drive files without even being connected to the Internet. When you get back online, Box Drive automatically uploads your file changes. Box Sync is an additional application with somewhat more limited functionality. Further, with the ability to make Box Drive content available offline, Box Drive supersedes much of the functionality of Box Sync.
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Can every type of file be synced?
No. The following files will not sync: Temporary (.tmp) files, system and hidden files, Windows shortcuts or aliases on a Mac, Box Webdocs, Outlook PSTs (Personal Files), Google Docs documents, or Quickbooks files.
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Can I use the sync client with files stored on a file server?
No. The sync client cannot be used on a file server.
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Can I sync files to my mobile phone or tablet?
No. It is not possible to sync files to mobile devices.
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Can I sync files to a Linux computer?
No. There is no sync client available for Linux computers at this time.
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What can I do if I am experiencing slowness of uploading and downloading content in Box?
Open up a Product Support ticket with Box so that Box can help run some diagnostics testing to start. Within the support ticket, provide a description of the behavior, any recent timestamps of the slowness, any API keys if applicable and helpful screenshots. You can send an email to Product Support at business-support@box.com

TECHNICAL

What types of data can I store on Box?
All types of data can be stored here, with the exception of the following:
1) FDA documents: this storage vehicles does not meet CFR Part 11 compliance for storage of FDA related data and documents; and
2) Research that has a Data Technology and Control Plan: Box has not given us assurance that the data storage site is managed only by US Citizens as most Data Technology and Control plans require.
3) Functional databases using search engine or analytics software.

PHI can be stored in this site, but the holder of the file has to also set access controls appropriate for that data, in that only those that should have ethical access can access the folder. As an institution, we have agreed that faculty and staff should not store very sensitive data, like social security numbers, or regulatory actions on this site. See the “Terms of use” for more information on policy regarding acceptable data and sharing in UNMC Box.

Note: Only files with *.exe extensions have been excluded from storage in UNMC Box; Box supports more than 120+ types files that can be viewed within the browser.
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What are storage space limits?
There is no overall storage space limit for each UNMC Box user.
While your total data storage is unlimited, please note that the maximum size of any individual file is 50 GB. Note: If you are using IE 9, 10, or 11 there is a 4GB upload size limit imposed by the browser.
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Are there limitations on file size within the Box storage site?
Maximum file size in UNMC Box is 50 GB file size (starting Jan 1, 2023) for any single file. However, larger files can be spliced into smaller units that can later be reassembled into one intact file. Contact rito@unmc.edu for more details. If you are using IE 9, 10, or 11, there is a 4GB upload size limit imposed by the browser. At this time, there is no limitation on total storage in a Box account.
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Can Box work on my phone or tablet?
Yes, you can access Box through your mobile browser, but you can also access UNMC Box by downloading the Box app for your specific mobile device.
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Can I access Box offline?
Yes, local copies of your files should be stored in your local Box Sync folder on your computer. The files will sync as soon as you get online. A feature known as Box Drive Mark for Offline (MFO) is also another option when you download and install Box Drive.
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How long does Box keep my deleted files?
The Box Trashcan keeps deleted files indefinitely, and are only removed if you permenantly delete the files from trash. For some reason, if your file is no longer in Trash, you will need to email Box support for assistance.
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If I want to delete/trash some of my files because I no longer need them, can I do that?
Yes, you can move files to the Trashcan. To permenantly delete them, you must delete them from the trash.

NOTE: There may be research files you cannot delete for a specified time if required to do so based on the original research contract. Contact Sponsored Programs Administration if you are unsure of the data storage rules for your project.
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How do you lock and unlock files on Box?
Right-click on the file you wish to lock or click on the ellipses (…). Then, select “Lock.” You will be prompted to select a lock duration. To unlock, follow the same process but select “Unlock.”
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I use a different file sharing service. How do I move my files from that service to UNMC Box?
In general, you will need to download your folders from your current service and manually upload them to the UNMC Box. If you have large amounts of data that need to be transferred, contact rito@unmc.edu for more information on how they might assist you (may incur data transfer fees).
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Can I use ftp to transfer files to Box?
While it may be possible to use an ftp app to transfer files to Box, be aware that by using standard ftp your login data and credentials are transmitted in clear text. We strongly recommend that you use a secure FTP tool. Contact rito@unmc.edu for more information.
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I want to be able to connect Box to a third-party application that I use. How can I connect Box to this application?
Please email rito@unmc.edu to discuss your options. Normal policy usually prohibits us from doing this because of contractual and HIPPA compliance issues and regulations. Requests are handled on case-by-case basis.
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OTHER

Can I check the status of the Box service?
Yes, it is possible to check to see whether there is a problem with the Box service. Just go to Box Status. If it looks like Box isn't reporting issue and you're having a problem, please contact the ITS Help Desk (helpdesk@unmc.edu or 402-559-7700)
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Can I change the way my name displays in Box and can I add a photo of myself?
By default, Box displays your preferred name as listed in the UNMC system. You can add a photo on your profile page. Click your name in the upper right-hand corner to open your profile. Click the Change Picture link to upload a photo.
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I get email notifications from Box all the time. How do I stop them (or just get fewer of them)?
You can adjust your email notification preferences to control when and why you receive email updates. Log into your UNMC Box, click on top right corner icon where your name is abbreviated, and then go to "Account Setting>Sharing>Email Notifications" to make changes.
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How often do Box terms of use need to be accepted?
Box terms of use must be acknowledged annually.
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Can I reset my UNMC password in Box?
No, the Box environment is not setup for resetting your UNMC password. Please use UNMC’s NetID service to reset your institutional password.
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Where can I learn more about Box cloud and its features?
Box offers the following ways to learn more about using Box:
-Training videos (Box University), meant to train new users to advanced level users.
-Beginner User Guide with details on using various features
-Other information via the Box Support website
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If I need help with my Box account, who do I call?
UNMC Box is supported directly by Box's customer service using their toll free number (1-855-570-4130), available 24/7 for questions or issues with using Box.

For UNMC-specific questions on policies or Box usage, please contact rito@unmc.edu, who will respond during normal business hours.

The UNMC ITS Help desk (helpdesk@unmc.edu or 402-559-7700) is available to help if your UNMC email credentials are locked (e.g., can’t access Box using UNMC Single-Sign-On), or if you have other desktop related issues that are affecting Box access.
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I'm having trouble and there is a blue ProofPoint bar at the top of my browser.
Please go to box.com, or unmcresearch.box.com, and login through there. This issue is because ITS Security's ProofPoint software blocks box, but only if you visit the page through a link in your email.