IU Box retirement FAQ

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About the IU Box migration

Why are we retiring IU Box in spring of 2021 and why is the migration happening now?

Box is dramatically raising its prices and is ending its unlimited storage offering. IU has existing contracts with Microsoft and Google, so this move will be a better use of university resources.

Because there is a time crunch, and because IU has a large amount of data in Box, UITS needs to start moving data now. At proven speeds, migrating all of IU's data will take longer than four months.

To minimize potential disruptions to the fall and spring semesters, and to complete the migration by the end of IU's contract, UITS is aiming to move as much data out of Box during the summer. UITS estimates that 95% of IU's Box data will be migrated this summer.

When was I notified of this change?

UITS has communicated information about this migration via email and other channels. UITS also posted information about the migration on Storage @ IU and Box @ IU.

What is the timeline for this retirement?

  • March 4, 2020: UITS began communicating this change to IT Pros.
  • March-May 2020: UITS began surveying users about their preferred service for non-institutional files.
  • May 22, 2020: Find your Drive survey closed, and migrations of non-institutional files began.
  • May 31, 2020: Uploader permissions were disabled in IU Box. Users who have used this permission level were notified May 19.
  • June 1, 2020: UITS began sending one-week notices to each user who will be migrated.
    • Migration of non-institutional content will take about four months.
    • After your migration, your files in Box that have been migrated will become read-only.
    • You will retain editing access to files in accounts that have not been migrated.
  • June 2020 through December 2020: After the individual account migration is complete, non-individual accounts will be migrated.
    • After the individual accounts are moved, Box Health accounts will be migrated to Microsoft Secure Storage.
    • Following a second survey (this time to the owners of non-individual accounts), group accounts, Organizational Accounts, and Box Entrusted Data Accounts (BEDAs) will be moved.
    • Expected to be complete by the end of the year.
  • March 2021: Any files in Box that have not already been migrated will be made read-only.
  • May 2021: IU Box will be disabled for all users.
Note:
When your Box files become read-only, it means you will no longer be able to edit those files in Box.

How will files in Box be migrated to Microsoft OneDrive at IU and Google at IU My Drive?

Important:
Microsoft OneDrive at IU and Google at IU My Drive are not appropriate for institutional file storage. For more, see Choose a storage solution below.

UITS has contracted with a company called SkySync to migrate Box data. If you did not choose Google at IU My Drive during the open survey, the default location for your non-institutional data will be Microsoft OneDrive at IU. After your data is copied from Box, you can move files between Microsoft OneDrive and Google My Drive.

Institutional data will be migrated at a later time. For more about steps you should take to prevent institutional data from moving to Microsoft OneDrive or Google My Drive, see Actions to take and deadlines below.

Why was Microsoft OneDrive chosen as the default destination for non-institutional data?

Microsoft OneDrive best aligns with IU email and telephony infrastructure.

Can my migration be delayed?

No. Due to technical constraints, UITS cannot delay migrations of individuals' files. If you're concerned about interruptions to projects due to individual account migrations, you may prevent your institutional files from being migrated at this time. See Actions to take and deadlines below.

Can my department pay for Box so I can continue using it?

No. Retiring IU Box also means retiring IU's Box tenant, which ultimately means all data needs to be migrated even if your department paid for Box on their own. If departments decided to purchase Box, they would need to submit a SSSP request for review, and they would become responsible for administrating Box for their staff. Additionally, secondary non-IU accounts would need to be used to sign into this new Box instance, and Single Sign-On (SSO) would no longer be supported.

Known issues

See Known issues with the Box migration at IU.

Actions to take and deadlines

What do I need to do?

  • Determine which of your files are institutional files and which are an individual's files. For help, see What kind of files am I storing in my Box account and where will they migrate to?
  • Move any institutional files to Box folders owned by a non-individual account. Contact your IT Pro for help. If you don't have an IT Pro, contact the UITS Support Center.
  • Delete unnecessary files and remove yourself from files or folders that you don't want or need to access.
  • Do not move files in Box to Microsoft OneDrive or Google My Drive yourself. UITS's migration tool will ensure that your Box file-sharing permissions and folder structure will be maintained in the new service. If you start moving now, you could end up with multiple copies of your files.

What is the deadline?

One week before your files will be moved to Microsoft OneDrive or Google My Drive, you will receive an email notification; the end of that week is your deadline. UITS strongly recommends organizing your files now, however, to avoid rushing during that week.

Migrations for individuals' files began May 22, 2020. UITS cannot provide specific days or times for migrations. System administrators are moving a certain amount of data per day, rather than a certain number of users per day.

Institutional files, such as Box Health data, will be migrated to Microsoft Teams at a later date. Details are forthcoming; await further communications.

Choose a storage option

Which storage solutions are available for me to move my files to, and what is the difference between the two types?

Institutional files should be stored in non-individual accounts in the following services:

Note:
You do not need to manually move files to the following services. More information is forthcoming about migrations of institutional files. For actions to take now, see What do I need to do? above.
  • Google at IU Shared Drives
  • Microsoft Teams at IU
  • SharePoint Online
  • Google at IU Secure Storage
  • Microsoft at IU Secure Storage

An individual's files should be stored in an individual account in the following services:

  • Microsoft OneDrive at IU
  • Google at IU My Drive

Institutional files are stored in services that will not delete the files when you change positions or leave IU, ensuring that those who will need to access those files will still have it.

An individual's files are stored in services that will delete the content once the account owner has left IU.

Where the files are stored has no impact on and is entirely unrelated to legal ownership. For more about intellectual property at IU, see about Copyright & Intellectual Property.

See also:

Can I change or review my answers to the "Find your Drive" survey?

As of May 22, 2020, you can no longer change your responses to this survey.

What service do you recommend for workflows I used to perform in IU Box (hiring, audits, inventories, etc.)?

Due to the vast number of workflows used by different departments, UITS can't provide a "one-size-fits-all" recommendation. For help determining which service best suits your needs, see:

For further assistance, consult your IT Pro or contact the Support Center.

Will Microsoft OneDrive at IU and Google at IU My Drive integrate with Canvas the same way Box did?

Currently, Google My Drive is integrated with Canvas. Instructors can link to Google My Drive documents in Pages and Assignments. Students can submit from Google if the faculty member allows for Google My Drive submissions. Instructors also can create direct assignments in Google with Google Assignments. For more, see:

UITS is developing a custom Google integration in Canvas for course folders to replicate the Box Course Folders tool.

A Canvas integration for Office 365 is available, but testing has shown it to be less than satisfactory, so UITS has chosen not to enable it. Microsoft has been working on an integration of Microsoft Teams that may provide a better experience. When the integration is released, UITS will test it and potentially enable it in Canvas. Microsoft Teams meetings are integrated already in Canvas, but they do not facilitate file sharing.

Organize your files before your migration

What kind of files am I storing in my Box account and where will they migrate to?

Where your files should migrate to depends on the type of files they are. As you are reviewing your content in Box, ask yourself:

  • Do these files include sensitive institutional information (such as restricted or critical data)? If so, they are institutional files and should be moved to Box folders owned by a non-individual account before migration.
  • Will these files be needed by someone else at IU (such as my department) if I change positions or leave IU? If so, they are institutional files and should be moved to Box folders owned by a non-individual account before migration.
  • Are these files unique to me (for example, family photos)? If so, they are an individual's files.

Can I still get a group account on Box if I don't already have one for my team, group, or department?

Yes. For help, see About Box Group Accounts. Contact your IT Pro for assistance.

Can I see which of my individual Box account files will be migrated in the first stage?

To do so:

  1. Log into Box @ IU using your individual IU username and passphrase.
  2. Locate the search options icon in the search box at the top of the screen.
  3. For "File Type", select Folders. In the "Owner" field, enter your username.
  4. Execute your search by clicking on the search icon in the search box.
  5. Your folders to be migrated during the first stage of migration will display. Review the list, and identify folders that need to be moved to a non-individual Box account to prevent migration as part of this phase.

Content migration details

Will file versions be migrated?

Yes. Full file version sets will be migrated. Microsoft OneDrive and Google My Drive may manage versioning different than Box; more details will be provided soon.

Will I need to inform collaborators when my files are migrated?

Yes. Although permissions will be migrated and collaborators will continue to have access, only the owner may see an email notification about access to migrated files.

Will my folder, file, and sharing permissions be the same after this migration?

Yes, mostly.

Important:
Permissions granted via an Active Directory group synced with Box will be preserved only if you are migrating to Microsoft OneDrive at IU. If you are migrating to Google at IU My Drive, Active Directory group permissions will not be preserved.
  • Neither service can be used as a "drop box" or with uploader only permissions; as a result, these permissions will not migrate.
  • External shared links will not work after your files are migrated; you will need to re-share your content once your files are moved. Any external links within documents will become invalid.
  • Due to technical limitations, pending collaborations will not be migrated.
    Note:
    Any change in permissions will be logged within "Flagged Share" in your post-migration report.

What will happen to co-owned folders?

Files will be moved based on their ownership in Box. Co-owned files always have an actual owner; thus, co-owned files will be migrated at the same time as the other files belonging to that owner.

How are permissions carried over from Box to Microsoft OneDrive and Google My Drive?

Box Microsoft OneDrive Google My Drive
Co-Owner Full Editor
Editor Read write Editor
Previewer Uploader Read write Editor
Previewer Read Viewer
Viewer Read Viewer
Viewer Uploader Read write Editor

During your migration

Will I be able to access my files during the migration?

During the migration, you may continue to access and modify files within Box; however, you should wait until you have received a notice via email that your migration is complete before modifying any files already migrated into Microsoft OneDrive or Google My Drive.

After you have been migrated

Have I already been migrated?

Once your account is migrated, you will receive a notification and migration summary in email.

After my migration is complete, where can I find my files and folders?

Your data will be moved into a new folder on Microsoft OneDrive or Google Drive named FromBox.

The original versions of your data will also be retained in a read-only state on Box. They will be in a folder named <your name> (<your IU email address>) Files and Folders (for example, Jane Doe (janedoe@iu.edu) Files and Folders). This folder will be owned by an administrative container called "Box Hold". If you have chosen not to automatically accept incoming Box collaboration invitations, you'll have to manually accept the invitation to this folder.

Now that I have been migrated, can I have my data moved to a different storage solution?

No. Because IU is being charged by the amount of content moved, UITS will not perform automated migrations once a migration has been completed.

You can use IU Cloud Storage to manually move content to another service if desired; see Use an IUanyWare virtual desktop to migrate files between IU Cloud Storage services. If you have concerns, staff should contact their departmental IT Pros; others should contact the Support Center.

I deleted my "From Box" folder; can it be recovered?

For information about recovering deleted files in Microsoft OneDrive or Google Drive, see:

What do the messages in the "After Box Migration" report mean?

See Interpret flagged items in your "After Box Migration" report.

If I received a large number of permissions messages, how can I quickly clear them?

If you migrated to Microsoft OneDrive, you may see a number of permissions notification email messages that mention SkySync Admin. For information on clearing these notifications, see Known issues with the Box migration at IU.

Additional information

How do I imitate Box "Uploader" permissions in Microsoft OneDrive and Google My Drive?

See Imitate Box Uploader permissions in Microsoft OneDrive or Google My Drive.

What privacy protections are in place for my data?

As with other IT service contracts, IU's contracts with Microsoft and Google include privacy protections that prevent the unauthorized (and unlawful) access, sharing, or monetization of IU data stored through these cloud services. IU's contracts provide greater privacy protections than the user agreement for your personal (non-IU) Google or Microsoft accounts. For more, visit Protect data shared with cloud services and other third parties.

I have a question not addressed here; what do I do next?

Contact the Support Center for further assistance.

This is document bgbg in the Knowledge Base.
Last modified on 2020-07-01 18:18:42.

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