Box

Box is a cloud-based storage and collaboration service.  It allows you to collaborate on large files with your colleagues and external individuals.

Box is a platform for sharing and collaborating on content and is not a tool for backing up storage or databases. You will need to provide your own storage solution for backing up such data.

Features and benefits

Box offers a secure and scalable solution that meets compliance requirements while ensuring unified policies are applied across every workload and device.

Features include:

• Easy-to-use tools including the ability to edit, share, and restrict documents with a single click.
• Simple document sharing and collaboration, internally and externally, using Microsoft Office and Apple/Google tools in a shared file repository
• Deleted files and folders can be restored up to 60 days after deletion

What can I store in Box?

Box is the preferred cloud storage location for unrestricted non-sensitive research and external collaboration data, and can be used for all your collaborative storage needs. SharePoint should continue to be used for collaborative corporate data and OneDrive for corporate personal data where possible.

Box is a platform for sharing and collaborating on content and is not a tool for backing up storage or databases. You will need to provide your own storage solution for these scenarios.

Sensitive data

It is your responsibility to review the sensitivity of any data you store on Box.

You can find out more about sensitive data on the Data Protection webpages.

If you believe you have or may have sensitive data and wish to discuss storage options further, please complete our dedicated ASK form.

ICT are working to improve the user experience and provide tools so you can classify your own data, and we will continue to update this webpage with information.

How much space will I get? 

You are automatically allocated 100GB of storage when you create Box account. If you are a staff member or a research student, you can request further space by completing our Box Support form.

ICT is contacting high volume users to migrate their research data to Box. Please be mindful of your storage and ensure data is relevant and still required.

Access and permissions

Box is authenticated and accessed via single sign-on using your Imperial username and password.

If you are collaborating with external individuals on files you have stored in Box, the Box site owner is responsible for ensuring that all external users are aware of their responsibility to comply with Imperial's Information Security Policy.

Log in to your Box account.

Training and support

Imperial are currently negotiating a long-term deal with Box that is expected to last five years with an option to extend. You can use Box with confidence that it will be supported now and into the future and you can plan accordingly regarding your research data storage. 

Staff can access training via the Box Education website:

• Box for beginners playlist
• Box support article with videos split by skill level

See additional guides below on how to connect Box to Teams and Microsoft Office depending on the operating system you use.

Power Automate

There is a Power Automate connector for Box that will allow you to create workflows. Please note there is no specialist ICT support for these workflows, and it is up to you to create these and ensure they work.

If you require further support, please complete our dedicated ASK form.

Page last updated 08.08.25