The University of Chicago has partnered with Box to create UChicago Box, a document management service available to all faculty, students, and staff. UChicago Box is a cloud-based storage service that provides unlimited, free, online space for storing and sharing files. Files stored on Box can be synced and accessed from anywhere and from any device.

Eligibility

All current faculty, students, and staff are eligible, including faculty and staff in the Biological Sciences Division (BSD). BSD users with questions about using UChicago Box should email security@bsd.uchicago.edu.

It's also recommended that you review the University of Chicago HR Policy No. 601 – Treatment of Confidential Information, as this policy will apply to your use of the service.

Features

• Share large files or a large group of files: Use UChicago Box and never worry about file size limits or uploading files to an outside site.
• Create a group folder for your department or workgroup: Group folders do not disappear as individuals leave the University.
• Invite colleagues to share and edit: Turn folders into shared online workspaces. Invite people to view, edit, upload files, and more.
• Access your files from your desktop: With UChicago Box Drive you can access stored files directly from your desktop.
• Post comments and assign tasks: Use UChicago Box for project management and keeping discussions all in one place, instead of relying on lengthy email chains.
• Create and share a unique link to any file or folder: Provide a link to anyone with or without a UChicago Box account for view and/or download access.

View the Getting started for beginners for more instructions on using these features.

Assigning Tasks and Posting Comments

Once you've invited collaborators, you can work together on your content through comments and tasks.

Example: Instead of sending your coworker an email asking for feedback on a file, create a task for them to organize and track your project in UChicago Box.

Assigning Tasks

• Select the file to open a preview.
• Select Add Task on the right in the Activity tab. (Note: the activity tab automatically populates to the right when a file preview is opened; however, in the case that the activity tab doesn't automatically open, select the activity tab button, represented by a comment bubble.)
  
• Select either General Task or Approval Task depending on your preference.
  • General Task: Assignees need to mark the task as complete when they are finished.
  • Approval Task: Assignees need to approve the task the assigner completed. 
• Assign the individuals to the task in the Select Assignees box by inputting their email or name.  
• Enter a description in the Message dialog box.  
• Provide a Due Date (optional). 
• Select Create. 

Posting Comments

• Use the Comments feature to keep conversations about the file tidied up next to that content and out of email.
  
  
  • Write comments at the bottom of the Activity tab.
  • Select Post.

Comparison to Other File Storage Services

Use the File Storage Matrix (PDF) to compare the features of UChicago Box with those of other file storage and sharing services at UChicago.

General and Confidential Data Storage

UChicago Box meets the University's Policy on Use of External Services. In accordance with HR Policy 601, which identifies employee obligations in the handling of confidential information:

• UChicago Box can be used to store student education records (FERPA) data.
• UChicago Box cannot be used to store Credit Card or Payment Card Industry (PCI) data. As outlined in https://dsc.uchicago.edu/university-of-chicago-sensitive-data-usage-guide/, ask about storing Patient Health Information (PHI). 

For more information, please check with the contact(s) or office(s) responsible for the type of data you have. Most types of University administrative data have a designated Data Steward. Use the Directory of Data Stewards to find the appropriate person to contact. For all other types of data, or if you are not sure, please contact the Chief Information Security Officer at ciso@uchicago.edu.

Apps

The following apps are approved for use with your UChicago Box account:

• Box Drive
• Box for Android
• Box for Android Tablet
• Box for Blackberry
• Box Canvas
• Box for iPad
• Box for iPhone
• Box for Office Online
• Box for Outlook
• Box for Microsoft Teams
• Box For Zoom
• Box Edit
• Box Sign
• Box Relay
• Box Sync
• Google Workspace/Google Docs
• OfficeSuitePro (iOS)

If you'd like to recommend an app for use with UChicago Box, contact IT Services.

Resources

• Box Support
• Box Guides