Box Frequently Asked Questions
FAQs are divided into the following categories:
- Box account access and use
- Box training and support
- Data storage on Box
- Applications and security on Box
Box account access and use
How do I get an MD Anderson enterprise Box account?
MD Anderson employees simply need to self-activate their Box accounts:
- Open a web browser, enter “mdacc.app.box.com” into the address bar and press “Enter”. Box has been configured to authenticate MD Anderson employees with the myID user name and password they use to log in to their workstations.
- You also might receive a collaboration invitation from an active MD Anderson enterprise Box user. Clicking on the link in the invitation will walk you through the account creation process that directs you to the MD Anderson enterprise Box environment to create your account with you myID username and password.
Non-MD Anderson employees will need to receive a collaboration invitation from an MD Anderson employee to access folders within the MD Anderson enterprise Box environment.
Will I need a separate username and password for my MD Anderson enterprise Box account?
- MD Anderson employees: Box has been configured to authenticate MD Anderson employees with the myID user name and password they use to log in to their workstations.
- Non-MD Anderson employees: If you don't already have a Box account, you'll need to set up a Box user name and password to access content within the MD Anderson enterprise Box environment should you receive a collaboration invitation.
What browser should I use to access my MD Anderson enterprise Box account
Box may be accessed via the following web browsers. Visit the "What Browsers does Box officially support?" page for details.
- Internet Explorer
- Google Chrome
How long do I have this MD Anderson enterprise Box account?
As long as you are an MD Anderson employee, you'll have an MD Anderson enterprise Box account. You may not store personal data or information on an MD Anderson enterprise Box account.
Can I still use other cloud storage solutions like Dropbox and Google Docs?
If you are uploading or sharing confidential or restricted confidential data, including protected health information (PHI) or personally identifiable information (PII), you should use your MD Anderson enterprise Box account. Box meets federal guidelines and MD Anderson compliance requirements, and MD Anderson has a Business Associate Agreement (BAA) with Box.
Can I have a personal Box account?
If you want a Box account for your personal use, you'll need to set up a Box account using your personal, non-MD Anderson email address. You may not store MD Anderson data or information on a personal Box account. MD Anderson does not provide funding or support for personal Box accounts.
What devices can I use to access Box?
All users of MD Anderson's enterprise Box account may access Box content using up to four devices in three device classes. Please note that because of MD Anderson security policies, non-iOS mobile devices (Androids, BlackBerry devices) may not access MD Anderson enterprise Box accounts.
|Device class||Number of devices allowed|
|Smartphone||Up to one iPhone|
|Tablet||Up to one iPad|
|Computer||Up to two computers (a laptop and a desktop; two laptops; two desktops)|
Box training and support
Data storage on Box
How much storage space is available on my MD Anderson enterprise Box account?
Storage space is unlimited. However, no single file upload may exceed 5GB. Back to top.
What types of data can I store on my MD Anderson enterprise Box account?
Because Box meets our security and compliance standards, you can store all types of data on Box including Confidential and Restricted Confidential data, such as protected health information (PHI) and personally identifiable information (PII). However, you must adhere to institutional policies regarding the dissemination and handling of such data. Back to top.
What happens to personal data in my MD Anderson enterprise Box account if I leave the institution?
Storing personal data on any institutionally managed resource, including your MD Anderson enterprise Box account, violates institutional policy. Please set up a personal Box account, using your personal email address, to store personal data. You may not store MD Anderson data or information on a personal Box account. MD Anderson does not provide funding or support for personal Box accounts. Back to top.
What happens to research and non-personal data in my MD Anderson enterprise Box account if I leave the institution?
Standard administrative processes and institutional protocols, including a data inventory, are followed when an employee leaves MD Anderson. The data in your Box account is treated no differently than the data on your laptop, desktop or other institutionally owned device. Experts will work with you to determine which data may leave with you and which data must remain with MD Anderson. You will lose access to any documents in your MD Anderson enterprise Box account and your collaborators will lose access to all documents that you initially uploaded. Back to top.
What happens to the data in my MD Anderson enterprise Box account if MD Anderson cancels the contract with Box?
Should MD Anderson cancel its contract with Box, all users would be informed and be provided the resources and time necessary to move their data to another resource. Back to top.
Applications and security on Box
What applications are available to run on Box?
At this time, only Box Sync and Box Edit have been approved by Information Security. Other Box applications (applications written internally by Box) that are under review include: Back to top.
- Box for Office
- Box for Outlook
What about the other third-party applications (application not written internally by Box) shown on the Box website?
Each third-party application stores temporary copies of active files on the third-party vendor's servers. To satisfy federal Health Insurance Portability and Accountability Act (HIPAA) requirements, a Business Associate Agreement (BAA) must be in place with each third-party vendor when our protected health information (PHI) and personally identifiable information (PII) is stored on their servers. Because establishing a BAA can be a lengthy process, all requests for third-party applications are closely reviewed. If sufficient interest is expressed in a particular third-party application, MD Anderson will consider pursuing a BAA. Back to top.
What about security and tracking access in case I suspect data is being tampered with?
All activity in Box is logged and can be accessed by an Enterprise Account administrator. In the event data are accidentally deleted, you have 90 days in which to request a restore. Back to top.
Get into Box
- Visit mdacc.app.box.com to get started.
- MD Anderson employees, enter your myID user name and password to log in to your Box account.
- Non-MD Anderson employees will need to receive a collaboration invitation to access MD Anderson enterprise Box accounts.
- Find answers to your questions on the FAQs page.
- Review the use and collaboration guidelines to understand best practices when assigning roles to users for specific use cases.
- Review the Cloud Storage Privacy and Security Tutorial (pdf) to understand the do's and don'ts of sharing data in the cloud.
- Learn about our Data Classification Guidelines and Ratings (pdf) that specify what data can and cannot be shared in the cloud.
- Visit success.box.com for online training and support resources.