Box is an online cloud storage and collaboration tool available to all students, faculty, and staff, and access can be granted to university affiliates.
Log into Box
Using Box | Organizational Folders | Data Restrictions | Restoring Deleted Files | Leaving the University | Features and Support
Using Box
Log in with your UARK email address and password using single sign-on. If you are unable to access Box with your UARK account, create a ticket, and provide a justification for accessing the service.
You can open files from Box using Office Online apps from your web browser and save back to Box. Box also tracks version history of any document, making it easier to keep up with changes in a collaborative project.
Ownership of files and folders in Box is determined by whoever created the folder or file. The file or folder will use the quota of the person who created the file or folder. If someone has shared or collaborated with you on a file or folder that they own, your access is contingent upon the owner of the file or folder.
If the content is departmental or organizational, it should be owned by an Organizational account instead of an individual so that changes in personnel do not disrupt access to the content.
Uploads are limited to 15GB per file.
Sharing links
Shared links are great for quickly sharing a document or file for a one-time task. Depending on the permissions selected, a person may not need a Box account to access a shared link.
- Links should always be created as “People in your company” or “Invited people only”.
- "People with the link" should be avoided.
- The expiration date should be set to only as long as necessary upon creation of the link.
Securing Shared Links
Collaborating
Inviting collaborators to join your folder allows a group team to revise one version of a file, rather than creating multiple versions.
- This option is best for long-term or complex projects.
- There are seven permission levels.
- Each collaborator must have a Box account.
- The default expiration date for a collaboration is two years, but the date can be configured to a shorter value if needed.
- Data managers should periodically review all collaborations that they have allowed to ensure that users’ levels of access are still appropriate to their roles.
Managing Collaborations
How To End A Folder Collaboration
Naming Folders
Because you can be invited to several collaboration folders, it is important to use a consistent naming convention with your collaborators to help everyone organize their folders. For example:
- For a class within the university, use class codes in the folder name, such as: ENGL1003 Fall 2019
- For a project with outside collaborators, include "UARK": UARK Chemistry Study Fall 2019
Folder and file names within Box have a 255-character limit.
Box Organizational Folders
Colleges, departments, units, and other organizations can Request Box Organizational Folders for collaboration and to prevent data being lost when a project or team collaborator leaves the university. Owners are responsible for folder structure and content within their organization.
When requesting a Box Organizational Folder, include the following on the request form:
- The Display name field should contain a high-level name for your organization, for example, "IT Services" or "UARK Gaming Club RSO."
- A primary owner and secondary owner must be designated to manage membership and access.
- The Root folder name should be the BU code (like UITS, for example) or similar designation.
Box Data Restrictions
Do not use your personal Box folders to store files containing:
- Social Security or driver's license numbers
- PINs for bank accounts, credit card numbers, or other payment information
- Academic transcripts
- Passwords or pass phrases
- Data regulated by Export Control laws
- Any institutional data considered Highly Sensitive in the Data Classification Policy 921.0
Restoring Deleted Files
Deleted files can be restored from Trash for up to 90 days after being deleted.
- From the web version of Box, click Trash in the menu on the left.
- Click the Items I Own/Items I Deleted dropdown to check both for files to restore from Trash.
- Mouse over the file, and click the More Options (...) icon on the right.
- Select Restore. Click Okay to confirm.
Leaving the University
Access to Box at the University of Arkansas is revoked when a UARK account is closed. When leaving the university, make sure to transfer ownership of files and switch your Box account to a personal email address.
If a collaborator who has shared files with you leaves the university and you can no longer access the files, contact other known collaborators to see if they can reconnect you with the files. If you are still unable to access the files, submit a Request to retrieve work files owned by a user who is no longer with the university.
See our Leaving the University article for more information.
Box Features and Support
With Box Notes, you can create a Box document for quick reference.
Box Support for Users
Vendor Training and Support is available at Box University. (Use Single Sign-On (SSO) and log in with your UARK email address.)
Getting Started With BOX at the University of Arkansas