Box Research Lab Folder User Guide

Link to section 'Box Research Lab Folder Overview' of 'Box Research Lab Folder Overview' Box Research Lab Folder Overview

A Box Research Lab Folder is a managed storage solution built on top of the Box.com cloud platform, for research labs to share and collaborate within the lab and with outside collaborators.

As with the community clusters or Research Data Depot, research labs requiring a lab collaboration space will be able to easily request Box Research Lab Folders through the Purchase page on this site. For more information, please contact us at rcac-help@purdue.edu.

Link to section 'Box Research Lab Folder Features' of 'Box Research Lab Folder Overview' Box Research Lab Folder Features

A Box Research Lab Folder offers research groups in need of centralized data storage for research collaboration many unique features and benefits:

  • Available

    To any Purdue research group requiring data storage space for research collaboration.

  • Accessible

    Easily accsssible through your web browser, and facilitates easy sharing with collaborators within Purdue and without.

  • Capable

    A Box Research Lab folder facilitates joint work on shared files across your research group, avoiding the need for numerous copies of datasets across individuals' private storage. It is an ideal place to store a project's data and documents. A Lab Folder can store unlimited data, with a maximum size of a single file up to 15 GB.

  • Controllable Access

    Access management is under your direct control, within the bounds of the appropriate data use agreements, IRB protocols, or technology control plans.

  • Data Retention

    All data kept in the Box Research Lab Folder remains owned by the research group's lead faculty. Files kept in the project's lab folder remain with the research group, unaffected by turnover, and could head off potentially difficult disputes. Data is also retained and protected in alignment with the appropriate data security standards governing your research projects.

  • Never Purged

    A Box Research Lab Folder is never subject to purging.

  • Reliable

    Box Research Lab Folders are built on Purdue's centrally-managed Box.com service, which is a highly-available, secure cloud storage platform.

  • Restricted Data

    Box Research Lab Folders are not designed to align with the NIST SP 800-171 standard, and are not approved for storing L3 projects requiring HIPAA-aligned storage. Please request a REED Folder for sensitive or restricted research data.

Link to section 'Box Research Lab Folder Hardware Details' of 'Box Research Lab Folder Overview' Box Research Lab Folder Hardware Details

Box Research Lab Folders are built on Box.com, an enterprise-grade cloud platform for file storage and collaboration.

Link to section 'Access to Box Research Lab Folder' of 'Accounts on Box Research Lab Folders' Access to Box Research Lab Folder

Link to section 'Obtaining an Account' of 'Accounts on Box Research Lab Folders' Obtaining an Account

All Purdue faculty, staff, and students have a Box.com account for personal files.

Research projects requiring regulated storage are assigned group data storage space within Box Research Lab Folder. Project PIs may authorize additional users to collaborate within the folder.

Box research lab Folders are not intended to store data protected by Federal privacy and security laws. REED Folders are designed to align with the NIST SP 800-171 standard, and are approved for storing L3 projects requiring HIPAA-aligned storage. Compliance with additional regulations such as CUI, ITAR, EAR, or FERPA are under review.

Neither Purdue or Box set any limits on the total amount or number of files that you may store within your Box Research Lab Folder. However, there are several restrictions on the nature of files you may store:

  • Any one individual file may be no larger than 15 GB.

Link to section 'Outside Collaborators' of 'Accounts on Box Research Lab Folders' Outside Collaborators

Within the bounds of your data use agreements, IRB protocols, or technology control plans, REED data folders may be shared with Purdue or non-Purdue collaborators.

Link to section 'Login to Box to Access your Research Lab Folder' of 'Accounts on Box Research Lab Folders' Login to Box to Access your Research Lab Folder

Access to your Box Research Lab Folder is done using your Purdue Career Account by visiting purdue.box.com.

Link to section 'Transferring Files into Box' of 'Accounts on Box Research Lab Folders' Transferring Files into Box

Files may be up/downloaded from Box via FTPS.

Frequently Asked Questions

Some common questions, errors, and problems are categorized below. Click the Expand Topics link in the upper right to see all entries at once. You can also use the search box above to search the user guide for any issues you are seeing.

Link to section 'About Box Research Lab Folder' of 'About Box Research Lab Folder' About Box Research Lab Folder

Does Purdue have a Business Associate Agreement with Box?

Box supports the HIPAA and HITECH regulations, as well as the ability to sign HIPAA Business Associate Agreements (BAAs) with customers. Customers who are required by law to comply with HIPAA, such as HIPAA Covered Entities and HIPAA Business Associates, must have an Enterprise or Elite account with Box and sign a HIPAA Business Associate Agreement (BAA).

  • Purdue University signed a Business Associate Agreement with Box, and Box accounts are Enterprise.
  • Box provides the ability to use O365 online office application to open and work with content. Purdue University has signed a Business Associate Agreement with Microsoft.
  • All other third-party service providers with our instance of Box Enterprise are not covered by a Business Associate Agreement (BAA).

Do not use third party party applications to process data considered Restricted via your Purdue managed Box account. Purdue University does not maintain a contractual agreement with the vendor, and the required security controls are not in place.

A Box Managed account is your Purdue managed Box account. A REED folder is a project folder created in secure folder structure within Box.

What is a Box Managed Account and REED Folder?

A Box Managed account is your Purdue managed Box account. A REED folder is a project folder created in secure folder structured within Box.

Link to section 'Data' of 'Data' Data

Can I integrate 3rd-Party Apps with my Box folder?

Third-Party Apps for Box

While official Box add-on applications are approved for use with Purdue Box.com folders, third-party apps have not been reviewed for impact to security and are not approved for use until a security review has been completed by IT Security and Policy. If the official Box apps cannot provide the functionality you need, you may request a security review of the third-party app you are considering by submitting an email including the app name and the functionality you are addressing with the app to itpolicyreq@purdue.edu.

Can I use Unmanaged Box accounts, and other Cloud Storage Options?

Unmanaged (free and commercial) Box accounts and all other Cloud Storage options are not approved for storing or sharing sensitive or restricted data. Purdue University does not maintain a contractual agreement with the vendor, and the required security controls are not in place. Personal use of cloud storage can continue, however sensitive and restricted data must not be stored in the account. The table below will help you determine where to store your data.

Data Storage Breakdown
Classification Personal Box Folder REED Folder
Individually Identifiable Health Information No Determined by Review
Limited Data Set No Yes
De-Identified Data No Yes
De-Identified Data with Contractual Requirements No Yes

Should I use Box Drive if I work with Restricted Data?

Currently, ITaP does not recommend using Box Drive to work with restricted data. However, if you have a business need for Box Drive, contact IT Security and Policy so we can help you understand the risk and ensure you have the appropriate controls in place to protect the data.

Will Box Drive or Box Edit cache files on the local machine?

Box Drive does locally cache files that you have opened. Box Drive's cache size limit is based on your free disk space (50% of available space) and has a maximum limit of 25 GB. If you reach this limit, Box Drive begins removing files, starting with those files files that have gone the longest without your accessing them. Also, if a cached file has a new version created on Box, Box Drive discards the locally cached version. Do not open data in Box Drive containing restricted data. More details: Technical Information for Box Drive Administrators

Box Edit does download the file to a cache when you are modifying a file. The cache can be cleared. See: Clear Your Box Edit Cache

Can I use FTP to access Box?

No, FTP is disabled.

Can I delete my files permanently from Box?

Individuals can delete a file or folder, and the item will be placed in the Trash. Individuals will not be able to permanently delete the items. An automated process is in place to remove data older than 90 days. Once the item is purged, it can't be recovered using the built in Box tools.

What are the recommended permission levels?

Recommended permission levels
Role Permission Level
Project Team member who needs full control Editor
Project Team members who just needs to work within Box Viewer Uploader
Project Team member who needs Read/Download access Viewer
Partner who needs Read access Previewer
Partner who need to upload data Uploader

How do I host sensitive or restricted data in Box?

Storage of restricted data in Box is subject to review from Purdue's IT Security and Policy group (ITSP). Access may also require approval from campus offices and committees responsible for contractual compliance and research regulatory affairs.

Purdue’s managed Box environment can be used to store, de-identified data and limited data sets in scope of HIPAA for research. Fully identified data is subject to a security review and approval process.

All restricted data must be stored in a REED Folder. Do not use Box for an actual medical practice.

See the data map below for more details:

HIPAA data map

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