Box data storage FAQ

How do I share and sync content?

Apps are available for Android, Blackberry, iPad, iPhone, and Windows Phone. Box Sync is a productivity tool that allows you to mirror data stored on to your desktop for offline access. If you make changes to your synced files locally, these changes automatically sync back up to your Box account.

Information is available at:

Inviting collaborators

Sharing links

To collaborate with people outside the College, Box allows you to give others permissions to read, edit or delete content, via the “invite collaborators” feature. Permissions are set on a folder level and include all sub-folders.

If you wish to share a file with someone who does not use Box, simply generate a link from within Box and send it to them.

What operating systems does Box support?

The web interface can be access by current browsers, irrespective of the operating system. Box currently offers sync clients for Windows and Mac OS.

For Linux:
Box Edit and Box Sync is not supported in Linux.

 A large number of Linux users use Box via the Box web app. 

Box does not have a native Linux Sync client, however Linux users often use our WebDAV service with a WebDAV compatible client such as CyberDuck. 

An alternative method might be to mount your Box account as a HD and use a custom rsync script, here are a few examples of workarounds to mounting Box.

How to mount cloud storage on Linux

How to set up autosync on Ubuntu

Unofficial Box Linux Sync Client 

Are there limits on file sizes, data transfer or overall data storage?

There is no limit to the overall data storage.

The maximum file size for an individual file is 15GB, however if a file is larger that 5GB, upload speeds may be affected.

  • When uploading a file larger than 5 GB, a business-class Internet connection with upload and download speeds of 50 Mbps is required; a 10 GB file will take around 30 minutes to upload.
  • Large file uploads to Box cannot be paused and then resumed. If there is an error in the uploading process, you will need to attempt the upload again. For more about resolving upload errors, see Box's Troubleshooting File and Folder Upload Issues.
  • Internet Explorer has a limit of 4 GB per file. This is a known issue. The limit does not apply if you are using the Upload Folders option.

Box does not enforce a data transfer limit, but does not guarantee full speed if more than 1 TB of data are uploaded within a month; this limit applies on a per user basis, not for the whole College.

ICT recommend utilities when dealing with substantial transfers that are detailed in Alternative means of uploading large data files to Box (pdf)

How should I structure folders?

For organising large sets of research files and folders we recommend using a naming convention and metadata. See Naming files and folders  for further information and examples.

Folders and files should be structured in a way that makes sense to you at the local level. It is important to note that the concept of hierarchies across the College does not exist in Box,  but rather, users only see folders or files they have permission to view or have access rights to. This means that it is possible, for example, to see five folders named "Project".

It is therefore recommended to have meaningful names on your folders and to be mindful of how your collaborators will see your data. Using the metadata available to tag information like award and project numbers can be helpful - naming your folder with a unique project name, as opposed to just ‘projects’, can also help to avoid confusion and help with navigation in the long term.  

Data storage and privacy

Currently, Box stores data outside the EU and so may not meet legal requirements for sensitive information such as patient data – please contact for advice if you are unsure. An EU-storage option will become available in 2016.

While Box provides the data storage services it is not permitted to use any of the data stored by any of its customers. You can review the privacy policy online.

Sensitive data:
Box has been reviewed by the College’s ICT security team and is the recommended platform for storage of research data. However, Box currently stores data outside the EU and so may not meet legal requirements for sensitive information such as patient data – please contact for advice if you are unsure. An EU-storage option will become available in 2016.

Box can be used to share data between collaborators or to make data available informally, but it is not a data repository suitable for long-term archival and data publishing – it does not provide permanent identifiers, a public search interface or the ability to lock down data so it cannot be deleted. Please see the guidance on data repositories for advice on how to archive and publish your data.

How can I get further help?

For further assistance, please try the folowing:

Quick guide videos - a wide range of quick guide videos featuring a range of useful tools to help you manage your data more effectively in Box.

Box on demand and live training