Emerson IT Help Desk

Limitations and Considerations

Box is a powerful tool, and a product being adopted by more institutions and corporations each year. Like most products, it's actively developed, but won't necessarily accommodate every use case you might be able to think of. Here's a helpful list of current limitations and considerations:

1. If you leave the web interface logged in and inactive for an hour, it will automatically log out and you will have to log back in. The mobile app will require you enter a passcode after 5 minutes of inactivity.

2. You can set additional/personal email addresses to your Box account, but we require that your @emerson.edu email address be the primary. If you sign up for a Box account with an @emerson.edu address, you will automatically become a managed user under Emerson College. Anyone who logs into Box at http://box.emerson.edu with their active Emerson account will automatically gain access to Box without signing up.

3. When students leave Emerson, they can place a request with IT (it.emerson.edu/help) to transfer their files to a personal Box account.

4. Staff and faculty will not be allowed to keep their Box accounts after leaving Emerson.

5. Everyone has a 25GB quota assigned to their account. When you create a folder and share it with others, anything your collaborators save to that folder will count against your quota (unless it's an IT provisioned Project/Org/Course/Department folder).

6. When you delete a file or folder from Box, it goes into the Trash - the Box Trash is maintained for 90 days, and only IT administrators are able to empty the trash before that time. To see your trash and restore files you've deleted, click your name in the top right corner and click Trash.

Trash

Restore Trash Files

 

7. If you're a manager/chair and have a staff/faculty member you oversaw leave the college, and you'd like to have that user's data transferred elsewhere, simply place a ticket with IT (it.emerson.edu/help) with details about who is getting disabled and who needs the data.

8. If you choose to apply a retention schedule to a folder, remember that the policy cannot be removed from the folder or the file, even by IT administrators.

9. You are welcome to use Box for personal use, as long as it does not interfere with business, as defined in the IT Data Protection Policy. Remember that all data saved to Box is subject to review by IT and/or General Counsel in the event of an investigation, or for business continuity purposes. For that reason, you might prefer to use a personal Dropbox or Google Drive account for personal data, and use Box exclusively for college business and/or coursework.

10. Box Sync is a very convenient feature and tool, but it is only allowed on one device (your work-assigned device, for Staff & Faculty). Remember that when you sync data from Box to your personal device, that data is now offline, and if the computer is stolen, the data could be stolen with it. All newly purchased computers are encrypted at purchase, but in the event that your BoxSync device is not encrypted, especially in the case of personal devices, please consider this before syncing.

11. While IT limits storage quotas to 25GB per user, anyone is welcome to request more storage space by placing a ticket at it.emerson.edu/help, and we will likely grant it. Box limits individual file sizes to 30GB, so large files such as raw video might not be storable on Box. For on-campus collaboration, Isilon is a great solution, and for sharing on the web, Google Drive is the best tool, as long as the information being shared is not considered sensitive by the Data Classification Table.

12. Although you can create, edit, and manage new Google Docs through Box, you cannot move old Google Docs to your Box account. If you want to store all Google Docs in Box instead of on Google Drive, you'll have to upload them from Google Drive onto Box, or create new Google Docs from Box and copy/paste the contents.

13. All account activity is logged, both for users and for IT administrators.

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