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 to be used as the primary storage location for data. It is not a tool for backing up storage. You will need to provide your own storage solution for backing up Network Attached Storage (NAS) boxes etc.

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 non-sensitive research and external collaboration data and can be used for all your collaborative storage needs.

Box is a platform for sharing and collaborating on content and is to be used as the primary storage location for data.

Box is not a tool for backing up storage. You will need to provide your own storage solution for backing up NAS boxes, if using NAS you must still follow Data sensitivity and protection processes, as below.

Sensitive data

It is your responsibility to review the sensitivity of any data you store in Box. Read data protection codes of practice.

A data activity risk assessment (DART) should be completed for all data activities. If you believe you have or may have sensitive data, please complete a DART and your faculty Data Protection Officer will contact you with guidance on where you can store this data.

ICT are working on creating classification labels in Box that will set access restrictions as per classification guidelines. This page will be updated with further information when these are available.

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.

Group Box account

A Group Box account is recommended if you generate data that is owned by a group rather than an individual. The benefit of having a Group Box is; should a user leave Imperial, and their individual account deleted the group will not lose access to shared group data stored in the account.

You can request a Box Group account and storage space by submitting our online form.

Training and support

Staff can access training via the Box Education website:

• Box user basics videos

• Tracking user activity on a folder
• Check how much data you have stored in Box

If you have a specific query you need guidance on you can search the Box support page for more in depth articles and guides. 

Permissions and collaboration

• Understanding permission levels
• Adding and managing collaborators

Box uses a waterfall design for permissions inheritance. This means that if a user is given any level of permission on a folder, they will have that same permission on all subsequent folders within that file tree.

E.g. if you have edit access on a folder, you will also have edit access on all folders within that folder, and any subsequent folders.

Owners and co-owners can remove access at any time however it is important to consider this waterfall inheritance when creating your file structure and collaborating with other users, especially if storing sensitive data.

Share links

• Shared link settings
• Creating shared links
• Folder and account share settings
• Avoiding unintentional exposure of your files

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 30.01.26