Box.com: Introduction to your personal directory (Shared, Private, Sync, and Sensitive Data)


 

 

Welcome to the Duke Box.com service.

 

Duke has recently entered into an agreement for the enterprise version of Box.com for cloud storage and content collaboration for the entire Duke community (University and Health System).

The first time you access your Duke Box.com account, you will notice you cannot make changes (upload files, etc.). This is normal. The default view presented to you in Box.com is read only. You will see your home folder entitled Home folder <netid> (for example, “Home Folder jdoe“) as well as a Read Me folder with detailed information about your Duke Box account. This structure supports the secure sharing and protection of data. But as you collaborate with others, more files and folders will appear in this view. That is because the developers of Box.com wanted you to easily collaborate without knowing directory paths and web page links. Instead, they gathered all items to which you have access into a single view called “All Files”. To begin using Box.com, click the Home Folder and you will be presented with several additional folders – Sharing, Private, and Sync. These folders serve as a suggested file structure. It is in this view that you can create, upload, organize, and modify files and folders to meet your needs.  

 
Sharing
You can use this folder to collaborate with others, including users not associated with Duke. You can share links to specific documents and create subfolders which can be used to collaborate on tasks and projects. Please note that by default contents in this folder are not shared. This is illustrated visually by the yellow color of the folder. But as you add collaborators, the color of the folder changes to blue. You can collaborate over the long-term or create shared links for short-term or one-time events. See this video for an overview of sharing files and folders with collaborators.
Private
You can use this folder for storing content that you do not wish to share with others. You can store documents, images, files, audio, and video files in this folder. As long as you do not share the contents of this folder, it will remain yellow. Be aware that there are no technical limitations that restrict you from sharing items in this folder but when any of the content is shared, the folder changes from yellow to blue. 
Sync
You can place content in this folder to take advantage of the Box Sync software available for PC, Mac, and mobile devices. Once configured, content that you place in this folder will be downloaded and accessible across environments and devices (mobile, desktop, laptop, tablet, etc.) with Box Sync installed. Be aware you must take action on this folder in order to enable synchronization.
Sensitive
This folder is unique to the Duke Medicine User community and is intended for the exchange of data classified as “Sensitive”. Users should always follow the Duke Organizational guidelines for the handling of senstive information. Items in this folder should not remain longer than 30 days.  
 
 
These folders provide you some structure for how you can use your Box storage. You can also create additional folders as you become more comfortable with this service. If you have any questiosn when using the Duke Box service, keep in mind you have several ways to get help:
  • The Box service provides many Help documents that are just a click away. On every page is a link to Help. 

     

 
For more help with Box.com please click KB0016658
 
Please click on KB0016669 for Box.com escalation procedures