• IT@UC Knowledge Base

 BOX at UC FAQs

 Frequently asked questions regarding The Box at UC cloud storage service

Navigate to: (navigation to different sections)

     •    What is Box at UC?
     •    Who can use Box at UC?
     •    How much storage do I have?
     •    Where is my data stored on Box at UC?
     •    What if I already have a personal Box account?
     •    How do I setup my account?
     •    How do I access my Box at UC account?

     •    How do I install the Box client on my computer or mobile device?
     •    What if I leave the university
     •    What do I do if I forget my password?
     •    What is the difference between a Box at UC account and a personal Box account?

     •    Does Box at UC replace UCFileSpace storage?
     •    Does Box at UC replace personal and departmental network share drives?
     •    Why should I use Box at UC?
     •    How should I manage PHI (FERPA/HIPAA) data in Box at UC?

 

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What is Box at UC?
Box at UC is an online cloud storage system that allows students, staff and faculty to securely store their documents and files. Box at UC allows students, staff and faculty to collaborate and share files with fellow classmates and colleagues, both internally and externally. Box is unique in that it offers many security, sharing, and accessibility features for many document and file types.

 

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Who can use Box at UC?
All current students, staff and faculty of the University of Cincinnati will be eligible to sign-up for a free 
Box at UC account. If you are not a currently enrolled student but are registered for classes, you must wait for the start of your registered term to sign-up for Box at UC. University of Cincinnati affiliates or contractors will need to request access in order to get a Box at UC account. UC affiliates or contractors must have an active UCMail account in order to request access to Box at UC. To request access, simply fill out a Request a Service ticket or call (513) 556-HELP (4357). The IT@UC Helpdesk will contact the Box at UC Administrators to create an affiliate Box account.

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How much storage do I have?
All Box at UC users have unlimited storage with their Box account. There is, however, a file size limit of 15 GB per file on Box.  Box also supports most file types. For a list of supported file-types for file preview, click
here.

 

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Where is my data stored on Box at UC?

Box at UC data is stored securely in the cloud by Box on Amazon Web Services (AWS). The University of Cincinnati has entered a business associate agreement with Box.com, which assures that Box at UC data does not leave the United States and is fully encrypted on upload, storage and download. Box at UC is fully PHI (FERPA/HIPAA) compliant by University of Cincinnati standards, as long as employees adhere to strict security guidelines. For more information on Box and PHI compliance, click here.

 

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What if I already have a personal Box account?
If you already have a personal Box account using your student (@mail.uc.edu) or employee/affliate (@ucmail.uc.edu) email address, then you can request to be invited to the Box at UC Enterprise System. Simply fill out a
Request a Service ticket or call (513) 556-HELP (4357). The IT@UC Helpdesk will contact the Box at UC Administrators to email an invitation to join the Box at UC Enterprise System. For more information on this process, click here.

 

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How do I setup my account?
Students, Staff and Faculty

To sign-up for a Box at UC account, visit www.uc.edu/ucit/box and select Activate Account. You will then be taken to a Central Login Service page. Login using your central login service username and password. If you are eligible for an account, you will then be taken to a terms of service page. Review and accept the terms of service and click Submit. Once completed, your Box at UC account will be created. Visit https://uc.box.com/ to login to your new account. Click Continue and you will be taken to a UC Central Login Service page. Login using your UC username and password and you will be taken to your Box at UC account.

 

UC Affiliates & Contractors

UC affiliates or contractors must have an active affiliate status and an employee email (@ucmail.uc.edu) in order to request access to Box at UC. To request access, simply fill out a Request a Service ticket or call (513) 556-HELP (4357). The IT@UC Helpdesk will contact the Box at UC Administrators to create an affiliate Box account. For more information on affiliate identity creation and sponsorship, click here.

 

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How do I access my Box at UC account?

Once you have activated your account, go to https://uc.box.com/, select Continue and login using your UC username and password. You can also access your Box at UC account through the Box Sync or Box Drive desktop application and various mobile applications. You can find links to KB articles for these applications here.

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How do I install the Box client on my computer or mobile device?
You can sync your 
Box at UC account on your personal or work computer using the Box Sync or Box Drive applications. You can also download the Box App for various mobile devices. For walkthroughs and documentation on this, click the links below.

 

Box Sync: https://kb.uc.edu/KBArticles/UCBox-BoxSync.aspx

Box Drive: https://kb.uc.edu/KBArticles/UCBox-BoxDrive.aspx

Mobile:  https://kb.uc.edu/KBArticles/UCBox-MobileApp.aspx

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What if I leave the university?
Students will be able to access their Box accounts as long as their student email remains active. However, students may request to move their account off Box at UC and be reduced to a personal account with 50 GB of storage. Students will need to request a personal email address to replace their student one when downgrading. If the student returns to the University later, students can create another Box at UC account or request to be re-enrolled in UC Box’s enterprise system. To request this, please contact the IT@UC Helpdesk at
(513) 556-HELP (4357).

 

Staff and faculty accounts will be disabled upon leaving the university.  Personal data on the account can be made available upon request and may have the option to be reduced to a personal account. To request this, please contact the IT@UC Helpdesk at (513) 556-HELP (4357).

 

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What do I do if I forget my password?

Box at UC accounts will use Central Login Service (CLS) passwords to authenticate.  If you forget your CLS password, visit www.uc.edu/pss and click forgot password. If you need helping resetting your password, contact the IT@UC Helpdesk at (513) 556-HELP (4357).

 

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What is the difference between a Box at UC account and a personal Box account?

 

Personal Box (Free)

Personal Box ($10/month)

Box at UC (Enterprise)

File size upload limit*

250 MB

5 GB

15 GB

Available storage

10 GB

100 GB

Unlimited

Password-protected sharing

No

No

Yes

Advanced collaboration features (i.e. full-text search, download stats, file history)

No

No

Yes

Administrative console with advanced features

No

No

Yes

Enterprise logging features

No

No

Yes

Mobile Security Controls

No

No

Yes

 

     

 

 

 

 

 

 

 

For more information, visit https://www.box.com/pricing/ 

*Note:
 If you need to upload a single file larger than 4 GB, try using Internet Explorer 11 or higher, Google Chrome, Mozilla Firefox or using a Box desktop client. Box at UC recommends uploading files larger than 5 GB in size to have 50 Gbps or faster upload speed for faster performance.

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Does Box at UC replace UCFileSpace?

No, Box at UC is not a full replacement for UCFileSpace. Box at UC is a preferred alternative to the file storage portion of UCFileSpace due to Box’s increased storage, sharing and security features. Box at UC doesn’t replace UCFileSpace’s web hosting, MySQL, Unix command line shell scripting and blog/wiki creation. 

 

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Does Box at UC replace personal and departmental network share drives?

No, Box at UC is not a replacement for personal and departmental network share drives. Employees may know these as their P:\ (Personal) and S:\ (Share) drives. Box at UC is an alternative to these network share drives. Box at UC provides users with more control over their data by adding unlimited storage, sharing and security features that network drives do not provide. Box at UC allows employees to have better control over file sharing with advanced sharing and collaboration features.

 

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Why should I use Box at UC?

Box at UC is free to all students, staff and faculty and has all the features of Box Enterprise. This means you will have unlimited storage, which is not offered by any other free cloud storage account. Box at UC also includes the ability to easily collaborate with colleagues with advanced sharing and security features. Box at UC is also easily accessible with the Box mobile and desktop apps, and integration with Microsoft Office 365 and Google Apps. Box at UC also integrates with many third-party apps.

 

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How should I manage PHI (FERPA/HIPAA) data in Box at UC?

All university records must be managed in accordance with the University's official rule on records management. Click here for more information.

For more information on managing university records, please consult the Records Management website here or contact the UC Records Manager at (513) 556-1959.

Our Box contract certifies that Box at UC is currently PHI (FERPA/HIPAA) compliant. UC has developed a process to include a restricted data folder specifically for PHI data. For more information on the restricted data folder, visit here. For more information on PHI compliance, contact the UC Office of Information Security here.

 

 

If you have any further questions or need any assistance, please contact the IT@UC Service Desk on the phone at (513)-556-HELP (4357) or on the web

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