Box FAQ

Box is the official cloud storage provider for the University of South Florida. Box allows you unlimited storage to easily collaborate and exchange information with other USF users across campus in a secure environment. Network file storage is limited and being phased out.

The USF System needed an enterprise class cloud-based storage solution to provide a unified content and collaboration platform across USF for faculty, staff and students. IT leadership reviewed several products recognized as leaders in the industry and found Box to be the best fit for our organization based on product features, cost and reputation. Box has been named a leader in the Gartner Magic Quadrant for Content Collaborations Platforms due to their completeness of vision and ability to execute on that vision.

Active USF staff, faculty and students are granted Unlimited storage.

Yes. Please visit HIPAA and BOX

Yes. See below.

1. Files larger than 15 GB
2. Access Databases
3. Excel Spreadsheets containing links to other spreadsheets
4. Outlook .pst files

You will need to modify the account to use a non-USF address. You can do this by following these directions:

1. Login to Box and click the Gear icon in the top right corner.
2. Select "Account settings."
3. In the section, "Login information," click "Add more emails."
4. Enter the non-USF email address and save changes.
5. Follow the steps in the confirmation messages sent to the address you provided, which will validate the email address is operational.
6. Go back into "Account settings" and hover over the address selecting the option to make this address primary. Authenticate to save changes.

The file size limit for uploading is 15 GB. (Box is looking to increase this in the near future)

The Box Service is primarily for University purposes and as such will follow the same de-provisioning rules as other systems when an individual is no longer affiliated with the University

Yes, you can download content you have uploaded. For data that has been shared with you, the ability to download is dependent on the permission level granted to you.

Yes. Please visit the following link for instructions Transferring Ownership

Shared links allow you to grant read-only access to content for both internal users (i.e., USF users) and external users. For more active collaboration, you can share files and folders with both internal and external users by adding them as collaborators to your folder(s) and set a variety of permission levels ranging from viewer to editor to co-owner.

• Go to Learn Box.
• To get up and running quickly, view the tutorial "Get Started Guide for New Users"
• Box Education offers live and self-paced content. Go to Box Education.
• If you need technical assistance such as logging in, uploading content, or collaborating with others, consult your local IT support or contact the USF Service Desk at (813) 974-6288 option 2 or visit https://itchat.usf.edu.
• Watch this quick video to learn five essential skills for getting started fast.

Box is approved for storing and exchanging sensitive data such as HIPAA and FERPA content, subject to the guidelines for handling sensitive information.

Your files and folders are encrypted both during upload and download and while on Box.com, they remain encrypted. Access to this content is controlled through authentication and permission controls as set by you. You can also set password protection on files and folder and set expiration dates for content sharing

Box.com does back up your data to protect against a system failure. However, there are some actions you can take against content that cannot be undone. You can use options such as versioning to protect the integrity of documents. Content you delete is also placed in the Trash. These items can be restored up to 90 days after the item was deleted.

Due to storage caches, this may happen. Box can manually fix this for you. If this happens, you will need to open a case with Box directly.
To submit a case to Box:

• In your Box account, select Help from the drop-down menu under your name.
• Select Submit a Case from the right-hand side under Need Help?.
• Follow the prompts to submit a case.

"Versioning" is a process that tracks changes to a document and records who made the modification. This enables a user to reverse to a previous version of the file without having to save multiple copies. Box provides versioning for files and will keep up to 100 versions which are accessible through the web interface to Box.

You can customize the types of email notifications you receive by modifying the email notification settings in your account.
How to: Setup Email Notifications

Yes.