CometSpace

In accordance with the Information Security and Acceptable Use Policy users may store University data only within a “cloud” storage provider that has been approved by the Information Security Office. Although there are several approved providers that may fit your needs, UT Dallas recommends using Box provided by UTD because of its robust features and enterprise-class security.

Why use Box provided by UTD?

  • Log-on is easy with your existing NetID and password.
  • Each user receives 1 TB of cloud-based storage.
  • Access files from any location: campus, home, or while traveling.
  • Clients are available for almost all computer, tablet, and smartphone devices.
  • Users can easily share files with collaborators inside and outside of UTD.

Box provided by UTD has been evaluated for security and is considered safe for most types of University Data. Several UT campuses also use Box. To understand whether Box is appropriate for your needs, see the table and frequently asked questions below and contact infosecurity@utdallas.edu if you have questions.

Data Type

Box provided by UTD

Microsoft One Drive

Amazon Cloud Drive

Apple iCloud

DropBox

Google Drive

Examples

Public Data

check check check check check check Information that has been published to the general public

Student work not subject to other restrictions.

check check check check check check Papers, projects, and other work by students before it has been handed in for grading. If the work involves sensitive data — for example, HIPAA or research data the more restrictive categories apply.

General business information (controlled or confidential data) including UTD-ID numbers

check sign X X X X Financial records, personnel records, officially maintained student records, committee reports, completed forms, and other information supporting UTD business that is not available to the general public.

Student Educational Records (FERPA)



Gramm Leach Bliley Act (GLBA) Student loan application information

check sign X X X X Grades, student transcripts, degree information, disciplinary records, and class schedules

Student loan information, payment history, and student financial aid data

Social Security Numbers

check sign X X X X 123-45-6789. Storage of Social Security Numbers should be limited, regardless of storage location.

Human-subject research data (Sensitive or de-identified)

check sign X X X X Research data that contains sensitive information about an individual’s mental health, genetics, alcohol and drug abuse, or illegal behaviors, whether the individual is identified or not.

Protected health information (ePHI) protected by HIPAA

sign sign X X X X Any unique identifying attribute, characteristic, code or combination that allows identification of an individual, and that is combined with medical or health information. Examples include date of birth, date of death, email addresses, telephone numbers and device ID numbers.

Restricted research data (ITAR, EAR, FISMA)

X X X X X X Data containing research on items such as chemical and biological agents, satellite communications, certain software or technical data, and work on formulas for explosives. Please consult with Information Security to determine the security requirements for specific projects.

Payment card information (PCI)

X X X X X X Customer cardholder name, account number, expiration date, verification number, and security code. Customer account information should never be stored in any form, in any location. (University-issued One Card statements are not considered PCI data.)


Legend

check = Approved for Use
sign = Review in progress; please contact infosecurity@utdallas.edu to discuss your needs.
X = Not Approved for Use

How can I share files and collaborate with others using Box?

Users have several options to share files and collaborate. They can control the permission levels needed to view, edit, delete, print, upload, download, and comment on files. Collaboration features include:

  • Send a Link — Within Box users can create a secure link to any file over e-mail.
  • Share Whole Folders — Users can invite others to join folders.
  • Share from anywhere on the Web — Files may be embedded and shared through blogs, Intranets, wikis, websites, and more for large audiences to access.

Do I need to install software to use Box?

No, you may use Box with any modern web browser. If you choose to install Box software, this provides additional features.

What types of files can be viewed in Box?

The Box website lets users view hundreds of file types, including popular formats like DOC, XLS, PPT, PDF, MP3, MP4, JPEG, and many more. This can be helpful when you open a file from a computer that does not have software such as Microsoft Office installed.

Can I synchronize files between two or more devices using Box?

Yes, Box offers software that can be installed on almost any computer, tablet and smartphone device to help you synchronize files.

Does Box provided by UTD allow files to be shared with users at other organizations?

Yes, as a Box user, you may enable sharing with a user at another organization. However, you are responsible for sharing files only with individuals you know to have authorization to access that material. For example, a third-party vendor may not be allowed to access confidential University data.

If I want to migrate from an existing cloud storage service to Box provided by UTD, what should I do next?

In most cases, this migration is possible simply by moving your files into Box. If you need assistance, please contact infosecurity@utdallas.edu.

May I store personal files in Box provided by UTD?

Yes. Storing your personal files is considered Incidental Use, which is permitted as long as it does not interfere with your performance of official UTD business, pose an unreasonable burden on system resources, result in direct costs to UTD, expose UTD to unreasonable risks, or violate applicable laws or other UTD or UT System policy.

What if I need more than 1 TB of storage space?

In special cases, users may need more than 1 TB of storage space. Please contact infosecurity@utdallas.edu to discuss your storage needs.

What happens to my Box provided by UTD account if I leave the University?

When you leave UTD, your NetID will be disabled and you will not be able to log in to Box provided by UTD. You are responsible for moving your personally owned data to an alternative storage service before you leave UTD. Please take care to move only your personally owned data, not University data. If you need assistance, please contact infosecurity@utdallas.edu.

I am an existing user of Box, using my personal email address. Can I benefit from Box provided by UTD?

Yes. Box can automatically migrate your data into Box provided by UTD. Please contact infosecurity@utdallas.edu for assistance.


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