CLA IT

Auburn Box Cloud Storage is now available to all Users

Auburn Box Cloud Storage is now available to all Users

CLA,

Selected departments and offices have been using Box.com cloud storage for the last 6 months. We are now ready (I Hope) to roll Box.com out to everyone else in the College of Liberal Arts. I have put together some basic information below. It is much longer and detailed than I wanted, but I wanted to give instructions to everyone who needs it today can get started today. Box.com service is managed by the Office of Information Technology and supported by the OIT HelpDesk. OIT has support pages online also. The information below is supplemental to OIT support pages. Our CLA-IT office will hold training sessions (click to schedule a session) if that works better for you. 

Darrell

AU Box Header Graphic

 

General Box Information

All AU employees and students can create an enterprise Box account using their AU login (see attached pdf for creating account) Storage is virtually unlimited in this account. Box is a good alternative if you currently use other free (or paid) storage solutions (i.e. Dropbox, One Drive, iCloud Drive, etc) You will have full use of your Box account as long as you are an employee or student at Auburn University. Upon leaving Auburn you will have an option to convert your enterprise Box account to a personal, paid, Box account. The Office of Information Technology has created documentation for Box at https://auburn.edu/oit/box View the Basic How-Tos for getting started with Box.

Box will be very useful for file storage and collaboration with any other number of users, on any device. There are restrictions on the type of data that can be stored in Box. Files are scanned to enforce compliance with data restrictions

Types of Data that CANNOT be stored in Box

You may not use your Auburn Box Account to store institutional data classified as confidential, (except for non-financial FERPA and approved personal health information (PHI)). This includes, but is not limited to: 

  • Social Security, Passport, and driver's license numbers (even if considered PHI)
  • PINs and credit/payment card information (even if considered PHI)
  • Banking and student loan information
  • Student academic transcripts that contain student Social Security numbers
  • Passwords and passphrases
  • Financial account information 
  • Information regulated by Export Control Laws, such as certain types of research or information about restricted items, technology, or software.
  • If you have questions about the classifications of institutional data, contact the Chief Information Security Officer. If you have a use case for storing institutional data classified at a higher level in Box email bill.miaoulis@auburn.edu for consideration.

 

Box Folder structure for CLA-owned Folders

Users have individual Box folders in which they are the owners of the folders, therefore they can manage collaboration settings and folder settings.

In addition to your personal files and folders, the College of Liberal Arts has created a folder structure that is owned by a central account (currently managed by CLA-IT office) This allows users to have ongoing, persistent access to files and folders stored in this area. Access can be granted to individuals as needed—if a person leaves the university, access will not be interrupted for others in the collaboration team.  

Each unit in CLA will have two sharable folders created for different sharing scenarios.

  1. A SHARED folder is created and everyone in the department is automatically given access to that folder as an EDITOR (see permissions below) Files to be shared here are of a public nature since everyone in the department can view the contents of this folder.
  2. A LIMITED (LTD) folder is created to allow more private and secure sharing between smaller groups of users for official university/college/departmental business. Users can be in the same department, other areas of campus and non-AU users. To request folders with limited access, contact the CLA-IT Office

Sample Use Cases

1.    Personal Files accessible from anywhere. Users can copy any or all of their files and folders from the computer hard drive to Box. This will place all documents in the “cloud” and files will be accessible from other computers and devices (Apps for iPhones, iPads and Android devices are available from your app store).

2.    Personal Collaboration Folders.  Any of your personal files or folders can be shared with collaborators by inviting other users to the folder (using the permission levels outlined below). Appropriate for individual folders, research projects, etc. Users can withdraw access as needed.

3.    College/Departmental SHARED Folders.  Personal Collaboration folders in (2) above are controlled and owned by the user creating the folder. In the event a folder would be better owned by the university/college/department, the CLA-IT can create the folder and then share out to collaborators. Each department in CLA has an open collaboration SHARED folder. All faculty/staff in the department are editors of this folder. This folder is designed to be used to share documents with everyone in the department. Files and folders created in the SHARED folder are viewable and editable by everyone in your department.

4.    College/Departmental LIMITED Access Folders.  Collaborations can be created by the CLA-IT office in which a limited number of collaborators are invited. Only invited collaborators have access to the contents of this folder. This folder type can be used for closed standing committees working on private content, i.e. Hiring committees, promotion committees, working groups, etc. of an ongoing nature for the unit.

 

Folder and File Naming Best Practices

1. Ensure naming conventions of folder and files are extremely clear.  Users will be invited in at different folder levels, and that level will appear as their "root folder." Clear, consistent naming conventions will help the user stay oriented in the folder structure and will help with searching for content. For example, being invited to a folder titled "Class Materials – Dept of English" is more explanative than the title "Class Materials" Without the additional explanation it is possible that a collaborator in the Dean’s Office will have 13 folders shared with them all named Class Materials.

2. Keep the structure as flat as possible. A quick rule of thumb is to not design more than six levels of folders within your structure. A flat folder structure will be more efficient for organizing your content, and less frustrating for your users to navigate through.

3. Every user's "All Files" page will look different depending on the folders they've created and/or the folders they've been invited into. The “All Files” page will show your individual files and folders and any folders you have been invited to. Reduce the number of folders on the "All Files" page by inviting users into department or team folders. Or, make your users aware of the Favorites page so your users can "favorite" the folders they most often work within, to easily navigate to those folders.

Permission Levels on folders

•   Editor: An Editor has full read/write access to a folder or file. Once invited to a folder or file, they will be able to view, download, upload, edit, delete, copy, move, rename, generate and edit shared links, make comments, assign tasks, create tags, and invite/remove collaborators. They will not be able to delete or move root level folders.

•   Viewer: A Viewer has read access to a folder or file. Once invited to a folder, they will be able to preview, download, make comments, and generate shared links.  They will not be able to add tags, invite new collaborators, edit shared links, upload, edit files, or delete items in the folder

•   Previewer: A Previewer has limited read access. They will only be able to preview the items in the folder using the integrated content viewer. They will not be able to share, upload, edit, or delete any content.

•   Uploader: An Uploader has limited write access. They will only be able to upload and see the names of the items in a folder. They will not able to download or view any content.

•   Viewer Uploader: This access level is a combination of Viewer and Uploader. A Viewer Uploader has full read access to a folder and limited write access. They are able to preview, download, add comments, generate shared links, and upload content to the folder. They will not be able to add tags, invite new collaborators, or delete items in the folder. To update a file, users with this permission had to download a file, edit it locally, and re-upload (using the same file name). Effective May 2014, these users can use Box Edit to perform the same action (download, edit, and re-upload) seamlessly.

•   Previewer Uploader: This access level is a combination of Previewer and Uploader. A Previewer Uploader has limited read and write access to a folder. They are able to preview, add comments, add tasks, and upload content to the folder. They will not be able to add tags, generate shared links, invite new collaborators, edit or delete items in the folder.

Box com permission matrix

 

Installation and Setup Instructions PDF (click to open high quailty image)

Installing and setting up infographic for Box at Auburn

 

 

 

Content release date: