UChicago Box can be used to store and share sensitive, confidential, or restricted information (with certain exceptions as listed in the UChicago Sensitive Data Usage Guide). This article highlights some of the features that will allow you to control your files, folders, and links in Box.

---

Folder Access Restrictions

Folder access can be restricted to specific individuals, and specific users can have different permissions. For example, some users can upload files while others can only view files. Get all of the details in these Box articles: Inviting Collaborators, Understanding Collaborator Permission Levels, and Managing Collaborators.

Restrict Folder Access

Folder owners can turn off the ability to share folders with people outside the University. You may follow these steps:

1. Select the ellipses (...) next to a folder, then select Settings.
   
2. Scroll down to the Privacy settings, then check the Hide collaborators and their activity from non-owners box.
   
3. Scroll back to the top of the page and select Save Changes. 
   
   
   

Lock Files

Individual files can be locked to prevent downloading. Access will be view-only using the Box preview. To do so: 

1. Select the More Options ellipsis to the right of a file, then select Lock.
   
   
   
   
2. In the pop up window that appears, choose the duration of the lock, 
   
3. Choose Unlimited for the duration of the lock, then check the Disable download box to prevent downloading.
   
4. The lock icon to the right of the file's name will indicate that the file has been locked.
   
   Tip: Repeat the steps above to remove the lock.

Securing Confidential or Sensitive Files

While UChicago Box is approved for FERPA data, precautions must be taken with files that contain this kind of information, especially if you choose to utilize the Box Sync app. These are things you should be aware of when syncing your files:

• Once downloaded, Box Sync will continuously sync online versions of documents with those saved to your laptop.
• If your laptop is ever stolen or otherwise compromised, confidential or sensitive information synced to your laptop could be accessed.
• If you are storing sensitive or confidential information in a folder, it is in your best interest to disable the Sync function to keep your confidential data secure. You will only able to access it online, after logging in with your CNetID and password.
• Synced folders show a small, grey sync symbol to the right of the folder icon.
  

To unsync a folder, select the ellipsis to the right of the folder. Select More Actions, then select Unsync. 

It is also recommended that you tag sensitive files or folders as "sensitive." This is especially important when you're collaborating on them with fellow colleagues, so that they understand the nature of their contents. Tags can be created at either the file or folder level.

To create a tag, right-click on the file and choose Add Tags. From the window, add a tag to a file by either creating a new tag or choosing from tags already created in your account. To create multiple tags, simply separate terms with a comma.

Shared Links Options

Shared links can be disabled completely or enabled only for people within the University. This can be set as a global default for a user. Links can be set to expire on a certain date and can have passwords set on them.

Disable Shared Links

You can restrict shared link access to the contents of a specific folder, allowing for the protection of particularly sensitive data while freeing up collaboration options in the rest of your account. Follow these steps:

1. Right-click on a folder's ellipsis  then select Settings. 
   
   
   
   
2. Here you can restrict shared link access to collaborators in this folder only. Check the box under Shared Link Access and choose what item types you'd like to restrict access for. It can be for both files and folders, files only, or folders only.
   
3. After you select the Save Changes button, then the selected items will only be shared with other collaborators in the folder.
   

For more information, see Box's article on Folder Settings.

Account Settings for Shared Links

You can set shared link preferences for all content you own. If you disable an option, it will not be visible to you or any of your collaborators. We recommend you only change your shared link settings if you want to restrict sharing access for every file and/or folder you own. If only some of your data requires restrictions, you can modify shared link settings at the folder or item level.

To access shared link settings:

1. Select your initials in the upper right corner then select Account Settings.
   
   
   
2. Select Sharing to gain access to information on how you may share your files.
   
3. From here, you can control who can access your content through shared links, what the default access for newly created shared links will be, and what permissions link viewers (not invited collaborators) will have for the content they access.
   

Watermarking Files

Watermarking places a semi-transparent overlay of the current viewer's username and time of access across a document.

To watermark an individual file:

1. Right-click on the file, select More Actions then select Watermarking.
   
2. Check the box next to Enable watermarking for this file.
   
   
   
3. Select Save.

To watermark all files in a folder:

1. Right-click on the ellipses icon to the right of a folder, then select Settings.
   
   
   
2. Scroll down to the section titled Watermarking, then check Enable watermarking for this folder box.
   
3. Click Save Changes.
   
   Tip: You can turn off watermarking by repeating steps 1-4, but deselect the watermarking option.

File History

Folder owners can see details on the history of access to content within folders.

Use access stats to keep track of who has viewed your content. Whenever someone views or downloads a file, an access stat will be created. Access Stats are only available to Starter, Business, Business Plus, and Enterprise accounts.

To view the Access Stats for a certain file:

1. Right-click on a file's ellipses icon, then select Content Insights.
   
   
   
2. A window with the content insights appears. You can see who previewed or downloaded the file and the date viewed or downloaded.
   
3. To export the content insights click the download icon. 
   
4. Select Create to create your report.
   
5. Your report will be generated and uploaded to your UChicago Box report folder.
   
6. Locate your Box Reports folder then click on it. A list of Box Report folders appears.
   
   
   
7. Select your report.
8. Select your .cvs file to see the exported Content Insights information.

Note: Users within the University who open a shared link will have their names displayed, while users from outside may be referenced by their IP address (e.g., 125.55.0.177) or location.

All files have version history and the ability to restore previous versions.

UChicago Box keeps up to 100 previous versions of every file. You can revert to any of the previous versions of a file at any time. For general information about files and folders, refer to Box's article Managing Files and Folders.

Unshare or Delete Files or Folders by Specific Date

Unshare or Delete Files

Files can be set to be unshared or permanently deleted on a specific date. To modify files settings:

1. Right-click on a file's ellipses icon to open More Actions, then select Set Expiration.
   
   
   
2. Check the Auto-delete this item on a selected date, select an expiration date by clicking on the calendar, then save your date.
   
   Tip: The auto-share removal option will appear only when you have shared a file. Also, when a file is set to auto-deleted, no notifications will be sent to the owner or collaborators on the folder.
3. Your file is now set for auto-deletion. A small clock will appear to the right of the file confirming the auto-delete or unshare selection.
   
   Tip: Repeat steps 1-4 to disable the auto-delete and auto-unshare features, then deselect the options.

Unshare or Delete Folders

Folders can be set to be unshared or completely deleted on a specific date. To modify folder settings:

1. Select the ellipsis next to the folder you want to delete or unshare, then Settings.
   
   
   
2. Scroll down to the Automated Actions section, then check Auto-delete this folder on a selected date box, or check Unshare this folder on a selected date box, then select your date on the calendar.
   
   Tip: The "Unshare this folder on a select date" option is available only when a folder has been shared.
3. Select Save Changes. All shared links to the folder will expire on the date selected.
   .
4. A clock icon will now be to the right of the folder to be deleted.
   
   Tip: Repeat steps 1-4 to disable the auto-delete and auto-unshare features, then deselect the options.