No. You are not allowed to use Box for data classified as “Protected Information.” You may, however, use Box for data classified as “Sensitive Information.” For a description of these data classifications, please see http://fa.oregonstate.edu/infosec-manual/000-introduction/appendix-data-classification-data-element.
Box for Oregon State University is now available for the OSU community. We strongly encourage researchers to use this new service, since it provides unlimited, secure, cloud-based data storage that's accessible anytime, anywhere, from any device. Box adds to the OSU universe of sharing and collaboration services, and our community may continue to use Google Drive, Microsoft’s OneDrive, and the on-campus storage solutions provided by IT departments across campus.
The three most common cloud providers we deal with are Google, OneDrive and DropBox. There are many others and methods may vary depending on the initial cloud provider. Please review the FAQ on What kind of files does Box Sync ignore.
Before beginning this process it may be beneficial to take some time and decide whether all the content you intend to move is needed and whether it is organized in a way you want to have it in the new location. Deleting content now will shorten the relocation process and having it organized appropriately will aid in finding and sharing content out of Box.
Google Drive to Box: The recommended method is to download your documents out of Google and then upload them to Box. Google will not allow you to download native Google docs, sheets or slides out of Google, but instead will covert them to Office docx, xslx, or pptx format which can be uploaded to Box using the Web upload or Box Sync processes. Other formats such as native Office documents, PDF and image files can be moved without them being converted. To move from Google drive:
An alternate method is to drag files from your local Google drive to your local system folder or to your Box Sync folder. Native Google docs have a .gdoc, gsheet or gslides extensions. Box Sync will not upload these extensions to Box. Other file types such as Office documents, PDF and image files can be done this way.
OneDrive for Business to Box: The OneDrive web interface does not offer the option of downloading folders via the web. To move from OneDive:
DropBox to Box:
When migrating data to Box it is important to understand your options and the ramifications of each option. Before beginning, take some time and decide whether all the content you intend to move is needed and whether it is organized in a way you want to have it in the new location. Deleting content now will shorten the relocation process and having it organized appropriately will aid in finding and sharing content out of Box. Before you begin make sure you review the important information at the end of this FAQ.
The following is Box’s recommended methods broken out by data quantity.
If you know the number of files you’re moving here is the recommended methods based on the number of files
Box Sync: Is a local client for both Windows and Mac systems that can be downloaded from https://www.box.com/resources/downloads. It will allow you to sync folders between Box and your local system for off-line use. Dropping a file into your local Box Sync folder will automatically upload the file to Box. (See FAQ “What file types does Box Sync block or ignore?”)
Drag & Drop: You can move files between your local system and your Box account by dragging them onto your Box account open in a web browser.
Folder Upload: Open your Box account in a web browser. In the upper right hand corner is a button labeled “Upload”. Click on that button and select Folder. This will open a dialog box which will allow you to select a folder you wish to upload to your Box account. Once you select the folder click OK and the process begins.
FTP: FTP provides a convenient method of uploading large amounts of data at one time. To get started you will need to setup an external password (See FAQ on "How do I set or change an external password?") and download, install and setup an FTP client on your local system (See FAQ "How do I setup FTP over SSL for migrating data to Box?"). Note: SFTP is a different protocol and does not work with Box.
Box Shuttle: Box has been helping large companies move extensive amounts of data from on premise to Box storage for a number of years. Box Shuttle combines software migration tools along with expertise from Box Consulting to help customers move data into Box. This is a consulting service that is not covered by OSU’s contract with Box. Groups or departments that are interested in exploring this option are encouraged to contact the IS Service Desk for more details.
Here are some things to consider when preparing your files for migration.
Note: These are recommendations to keep Box running at peak performance, not hard and fast product limits.
An external password is an additional account password separate from you ONID login used for applications like FTP and WebDAV that do not work with OSU's SSO login. Please see "What are the External Password requirements" before proceeding.
To set your external password:
To change your external password:
Note: If you've forgotten your existing password follow the steps for setting your password.
The following two options will walk you through setting up an institutional/organizational folder starting with a new folder and if you have an existing folder you want to convert.
If you have an institutional/organizational folder that needs to be reverted back to a personally owned folder please skip to the bottom of this FAQ.
Option 1 New Folder:
You are creating a new folder that you would like to make an institutional/organizational folder.
Option 2 Existing Folder:
You have a folder that you would like to convert into an institutional/organizational folder.
Note: Before you begin please note that if this is a sub-folder, transferring ownership will affect collaboration. Collaborators assigned at a level above this folder will lose access. Those assigned to this folder or below will retain access.
In the event you have difficulty completing either of these two options please submit a request to the IS Service Desk. Make sure you chose BOX for the category.
As a co-owner, you need to review the following information to properly manage the folder.
There are many reasons you might want to do this. In the event you find you need to do this please submit a request to the IS Service Desk. If the folder has two or more co-owners we will want to have concurance from them before reverting the folder.
Box recommends using FTP to migrate data to Box if you are uploading a large amount of files, but moving less that 500GB of data total.
Is Box a backup solution?
Box is a great cloud storage, collaboration, and content management application. Rather than maintaining all your documents on your local hard drive create, save and store them in Box. You can sync active work to your local system and keep the rest in Box. The advantage is that Box handles all the backup, version control, and security for your files. Should you prefer to keep your files and documents local, Box is also a great place to backup and store them. Before thinking you can back up your entire hard drive or a complete image of your hard drive keep in mind that the largest file size you can upload is 15GB. Also, the applications listed below aren't designed to save your computer's system state, which is something you would need to do a complete backup of your computer.
NOTE: You should avoid is pointing more than one backup or sync application at the same folder or folders. This can cause conflicts with your file and folder contents. An example of this would be having both Box Sync and Google drive sync accessing the same folder on your local drive.
What are some of your options for using Box as a backup location for your important data?
Box Sync is Box’s current application for keeping files and folders on your local hard drive synchronized with the content that you have in your Box cloud account. Installing Box Sync creates a Box Sync folder on your local hard drive and the folders you designate in your Box account to sync will sync to your local Box Sync folder. Box Sync cannot be configured to sync other folders on your local drive so any documents you would want to sync must be moved inside the Box Sync folder. Box Sync FAQ
Note: It is possible, though not officially supported, to redirect your “My Documents” folder to your Box Sync folder. It is also possible to change the location of your Box Sync folder on your local hard drive. Please work with your local DCA or IT Support staff if you would like to try this configuration. Box Sync has clients for Windows and Mac.
Third party software:
The following applications will work with Box and are published in Box’s app store. These applications are not officially supported by OSU. Please check with your IT Support organization or DCA before installing or purchasing.
Allway Sync will allow you to sync files and folders unidirectionally (local to Box or Box to local) or bidirectionally between Box and your local drive. You can setup to sync multiple folder and you can set up multiple jobs to sync to other locations besides Box. Allway Sync also works with other cloud vendors as well as other protocols such as FTPS, SSH and others. List of other features.
Note: The terms a license agreement does not permit the use of the free version for use at OSU by employees or persons acting in the role of employee at OSU. Students of OSU may use the free version as long their use does not involve for-profit activity. End User License Agreement.
SynBackPro will allow you to sync files and folders unidirectionally (local to Box or Box to local) or bidirectionally between Box and your local drive. You can setup to sync multiple folder and you can set up multiple profiles to sync to other locations besides Box. SyncBackPro also works with other cloud vendors as well as other protocols such as FTPS, SSH and others. List of other features.
Note: 2BrightSparks does provide a freeware edition, SyncBackFree, however it does not work natively with Box or any other cloud provider and the FTP protocol is limited to FTP only which is not permitted on OSU’s Box instance. Please see the List of Features if you’re curious about what is provided with the free version. SyncBackPro is Windows only but 2BrightSparks has the SyncBackTouch application that works in concert with SynBackPro to allow you to backup Mac and Android devices.
Syncovery will allow you to sync files and folders unidirectionally (local to Box or Box to local) or bidirectionally between Box and your local drive. You can setup to sync multiple folder and you can set up multiple profiles to sync to other locations besides Box. Syncovery also works with other cloud vendors as well as other protocols such as FTPS, SSH and others. List of other features.
Note: Syncovery does not provide a free version of their application. There is a 30-day trial edition available to allow you to trial the software. Syncovery does provide native applications for Windows, Mac and Linux clients.
ExpanDrive works a bit differently than the previous products in that it creates a virtual USB drive on your local system. It is intended to work as if it is a local drive where you would save your files or you could use it as a backup target for your backup application. All files in ExpanDrive are saved or uploaded to Box. When you access a file, it is quickly downloaded for you to work on and then saved back to Box when you save them. Box handles versioning and the backup of your data on Box. More information and features.
Note: ExpanDrive provides a time limited trial version. It does require a separate application to schedule and handle backups from other folders on your local system. It is available for Windows and Mac clients.
The following software is not published on Box’s app store and is provided for informational purposes only. Use them at your own risk.
MacDropAny is a Mac only application that lets you sync any folder on your Mac with the cloud, for free. It does this by creating a symbolic link between the folder on your local system and your local cloud folder, in this case Box Sync. Any file you have or add to your local folder is then uploaded to your Box account.
Note: MacDropAny is a free application that does not appear to be in active development. Controlling the sync of any folder setup under MacDropAny must be done in the Box web UI. Box Sync has published what files types that it will ignore or block. For detailed information please visit OSU’s Box FAQs.
FTPBox is not associated with Box. It is primarily a FTP protocol app that has an active sync feature. You can set the source and the target folder with the target folder being a folder in your Box account.
Note: FTPBox is a free application that does not appear to be in active development. The use of FTP requires that you use FTPS (either explicit or implicit SSL) which requires setting up an external password in your Box account. For the how-to on setting up an external password please visit OSU’s Box FAQs. You are limited to one source and one target folder, but the source folder may contain any number of subfolders or files.
Box adds to the OSU universe of sharing and collaboration services, and our community may continue to use Google Drive, Microsoft’s OneDrive, and the on-campus storage solutions provided by IT departments across campus.
Unlike the Google environment, Box allows for department-level file ownership in addition to individual-level ownership.
Box adheres to the highest industry standards for security so you can share, access, and manage your content with confidence.
Box is also SAS70 Type II and Safe Harbor certified.
Box’s corporate network and datacenters are continually tested in accordance with SSAE 16 Type II standards, and we carry regularly updated third-party SOC1 and SOC2 certifications of our compliance. We maintain our own SSAE 16 Type II certification and audits for our corporate operations and platform.
While Box's facilities and methods ensure your data is secure you can only use it to store data sensitive and below in accordance with OSU's InfoSec Policy. For additional guidance, please review the OSU Security Office’s policies on User and Personal Information Security. When sharing or collaborating with others take care to share your data appropriately. Never share “Sensitive Information” with persons not authorized to access such information.
Box apps are applications that enable you to connect to your Box account from within a third party vendor’s account or open/create content in Box using a third party vendor’s application.
An example of each:
Vendors work with Box to have their app listed in Box’s App store which you can access by going to https://oregonstate.app.box.com/apps or clicking on the Apps link in your profile menu. These “published” applications are enabled by default as they have completed an application process with Box.
Applications that have not completed the application process and are not listed in Box’s app store are “unpublished” applications. Unpublished applications may also be applications written by you or someone else using Box’s API. Unpublished applications are disabled by default in OSU’s Box instance.
How do I add an app to my account?
Published apps can be added by clicking on the “+Add” button on the app’s description page. That will install and enable that app on your Box account.
Unpublished apps have to be individually permitted in order to work on OSU’s Box instance. To do that the developer has to provide the client_id or API for the application. These are available to the application developer in the application settings in their Box Developers account. Until they are provided the application will not work. Submit a support request along with the above information to IS Support to have an unpublished app enabled.
The published app isn’t working, now what?
Not all published apps use or are compatible with OSU’s SSO process. In those instances you will need to set an external password. (Please see how to set an external password and external password requirements on OSU’s Box FAQ page). Examples of apps that are not compatible are FTP and WebDAV.
If the app is said to be compatible with SSO or OAuth then it may be that the developer has not set up the application completely. In that case it may be necessary to manually publish the client_id or API from the app. The developer will need to provide this in order for us to enable the app.
How do I get support for Box Apps?
IS Support will provide tier 1 and tier 2 support for applications listed on the Approved Apps page on OSU’s Box site. For other third party applications, published or unpublished, you will need to first contact the application’s support team for support. In some cases it may be necessary to engage IS Support to assist in solving a problem with a third party application. In those instances submit a request along with the following information:
I noticed that the app has a fee associated with it.
Many apps require that you have an account with the vendor or that you license their app to use it. Unless the app is provided as a part of OSU’s Box service or another service then any costs must be paid by your department or unit.
Are third party apps secure?
The contract that OSU has with box about security, privacy, export policy, and storage location does not cover these applications. You need to be circumspect in using Box apps if there is any concern with respect to your data in these area. After all, you are responsible for your data.
What are Box permissions for collaborators?
Box allows you to set fine grained control (permissions) over what collaborators can do with the files and folders that you share/collaborate on. For instance, you may want to allow some people to edit the files while others you only want to be able to view the content and still others you want to allow them sync files but others have to access files on-line.
Important point: Collaborators can only be invited so share/collaborate on folders using the Box user interface (UI). You cannot collaborate on individual files using the UI.
How do I set permissions?
Permissions can be set or adjusted at any point in time. Typically, you would set the intended permissions when you first invite users to collaborate. If you find later that you need to give a user or users more permission or remove permissions, you can do that by adjusting their permission level.
To begin, here is how you set permissions when you first invite someone to collaborate. Once you’ve selected to invite collaborators you will see the following dialog open. Under “Invitee Permissions” you can select one of seven different permission levels for the person or people you have listed in the “Invite” area above.
If you forget what each level can do, simply click on the "i" icon next to “Learn More” and you will see an abbreviated list of what each permission level can do.
One question we get is why someone can't sync a particular folder. For the answer to that and more information about the full range of collaborator permissions please see, What are the different access levels for collaborators.
To change permissions after the fact you simply click on the folder on which you intend to make the change. On the right side of the page you will see a list of users that you are collaborating with on that folder. Click on the permission level, if you’re in the old UI, and select the new permission level from the drop-down menu or in the new UI click on the three “…” to the right of the user’s name.
Are there any other settings I should know about?
Yes, there are additional permission settings you can make in the folder settings/properties area that affect what collaborators can or cannot do.
Collaboration/Shared Link Access
The following table will help you match your need to the service.
Collaboratively create, edit and share Google files with other Google users. Unlimited storage.
Used for complex sites and large, long-term project management. Includes the dashboard and tools.
Collaboratively share individual, group, or departmental files with other Box users. Easily retain departmental ownership of files. Unlimited storage.
Only option for storing Protected data (data types defined).
Collaborate on class projects and use for other instructional uses - graded or not.
|Type of Collaboration||General Collaboration - will meet most users' needs||Specialized Collaboration - for dedicated use by large groups|
|Total Data Storage Limit (per user)||Unlimited||1 TB||Unlimited||Department Quotas||Unknown|
|File Size Limit||5 TB for most files (details)||10 GB||15 GB||Department Quotas||Unknown|
|Off-Campus Collaboration||Easy collaboration with anyone who has a Google account or external collaborators||Easy collaboration with anyone who has a OSU O365 account||Easy collaboration with anyone who has a Box account or with external collaborators||Very limited||Requires Guest account|
Security and Allowed Data Types
(data types defined)
|Hosted off campus, data is encrypted in transit and at rest. Approved for up through Sensitive data only.||Hosted off campus, data is encrypted in transit and at rest. Approved for up through Sensitive data only.||Hosted off campus, data is encrypted in transit and at rest. Approved for up through Sensitive data only.||Hosted on campus, approved for up through Protected data. Data is backed up and able to be restored from the previous 6 months.|
External passwords must:
Box Sync will not sync files that it ignores or blocks. Ignored files are files that are invisible in Windows Explorer or Finder, such as temporary or system files. Blocked files are file types that Box Sync does not recognize.
Box Sync ignores the following file types and shortcuts:
Box Sync blocks the following file types:
These file types can be stored in Box through the Box website, but Box Sync will not recognize them. They will not be synced even if they are in a synced folder.
One of the advantages of Box over other cloud solution is the ability to have data that is not tied to an individual. This creates a problem when that person leaves OSU and data in their account was being used by other members of their team or department. The institutional or organizational folder solves this problem by assigning ownership to a system account.
Every folder and file uploaded or created in Box is owned by an account. In most cases this will be the person responsible for uploading or creating the file or folder. The problem comes when that person departs OSU. After a period of time their account will be deleted from Box and along with it all the files and folders they owned. Some of that data may need to continue to be used by others at OSU, but unless ownership is transferred the data will be deleted.
Because institutional or organization folders are owned by a system account, files and folders created or saved in these folders will not be deleted when the creating person's account goes away. Every file or folder created in an institutional or organizational folder is owned by the system account no matter who created it.
Any college, department, unit, or organization at OSU that requires a folder can setup or request one. See FAQ "How do I setup an institutional or organizational folder?".
Users eligible to receive a Box account fall into one of the following groups:
Users ineligible to receive Box are outside of the aforementioned groups. Here are some examples:
Cloud-based services such as Dropbox and Box are already very popular. OSU's data storage needs are growing exponentially, and Box provides as cost-effective and highly scalable alternative. By partnering with Box, OSU can offer a safe and sanctioned way to share content and collaborate with colleagues using your OSU account. Box supports creation, management, and collaboration for documents that have been authored in commonly used desktop tools (for example, Microsoft Word, Excel). Box includes a drag and drop interface and versioning for basic document management.