Box Retirement Project FAQ

Refer below for frequent questions asked about the U-M Box Retirement Project.

Overview

Why is U-M Box going away?

Box informed U-M that at the end of our current contract, they would raise their prices and end their unlimited storage offering for educational institutions. Remaining with Box storage with these constraints is simply not an option for U-M.

Who is impacted when U-M Box goes away?

The departure from U-M Box affects the entire U-M community, including Ann Arbor, Dearborn, Flint, and Michigan Medicine. 
 

When is U-M Box going away?

U-M Box will become completely unavailable in early December 2021.

When does U-M recommend that I move my U-M Box files/folders?

You will use the ITS Self-Service Migration tool to move your U-M Box individual account and Shared Account data into U-M Dropbox. You will receive communication from ITS when the window to schedule migrations opens for your unit.

Where does the university recommend that I move my U-M files/folders?

For active faculty, staff, and students, you will use the ITS Self-Service Migration tool to move your U-M Box individual account and Shared Account data into U-M Dropbox.

A best practice is for everyone affiliated with the university is to familiarize themselves with the array of storage options available using the Data Storage Finder, as there are situations where alternate storage options might be preferred. However, ITS is not providing migration assistance if you choose to not move your data to U-M Dropbox.

Migration Out of U-M Box

How will my U-M Box account migrate from U-M Box to U-M Dropbox?

U-M faculty, staff, and students will use the ITS Self-Service Migration tool to move your U-M Box individual account and Shared Account data into U-M Dropbox. You will receive communication from ITS when the window to schedule your migration opens for your unit. 

ITS has also identified a primary owner for each U-M Box Shared Account. The primary owner was notified by both ITS and their Unit Ambassador beginning May 25 that they can go to the ITS Self-Service Migration tool and schedule their Shared Account migration.

How will the migration from U-M Box to U-M Dropbox look?

The ITS Self-Service Migration tool will copy your U-M Box file structure into a folder in U-M Dropbox labeled "from_box." This folder will contain the folder/file structure you had in U-M Box with the latest version of each document, any Box Notes (which are migrated as Word documents), and all permissions for U-M collaborators if those collaborators have created their U-M Dropbox accounts. Files shared with any external collaborators will need to be reshared.

How do I determine file ownership in U-M Box?
How do I transfer ownership of U-M Box folders?

There are a few ways to transfer ownership of a folder to another collaborator:

  • If you are the Owner of a folder, you can transfer folder ownership to a collaborator at any time. Select Owner from the access level drop-down for the user you wish to transfer ownership. Refer to Modifying Collaborator Access Levels for more information.
  • If you are transferring ownership of a private (yellow) folder, you will first need to invite the user to this folder before you can transfer ownership.
  • If you move a folder you own into a folder someone else owns, the ownership of the moved folder automatically transfers from you to the user who owns the folder into which you moved your content. However, use caution when attempting a move as permissions may be altered determining where the data is coming from and to where it is moving.

Refer to Transferring Folder Ownership for more information.

Are there any U-M Box files/folders to be moved that I need to coordinate with my team and/or unit IT department?

U-M Box Shared Accounts will migrate to a U-M Dropbox Team Folder. 

In advance of scheduling your migration to U-M Dropbox, you should check in with your colleagues to ensure everyone associated with a particular Shared Account should be there. Additionally, it would be good to ensure any sensitive data your team has access to resides in a U-M Box Shared Account.

If you have data that is shared externally and/or an external collaborator has shared with you, you will need to coordinate with the external collaborators to ensure access to this data is reshared after migration.

If files/folders are already in a U-M Box Shared Account and individuals outside the university are included, will they keep their access when the files are migrated to U-M Dropbox?

External collaborators on files/folders outside of the U-M community will not retain any files or folders’ permissions. You will need to re-share with them from U-M Dropbox.

Can the same U-M collaborators be migrated from U-M Box to U-M Dropbox?

If the U-M collaborators on your files/folders have created their U-M Dropbox account, the files/folders will maintain internal U-M permissions after the migration. External collaborators on files/folders outside of the U-M community will not retain any files or folders’ permissions. You will need to reshare with them from U-M Dropbox.

Please reach out to internal collaborators to ensure they have created their U-M Dropbox account and plan to reshare files/folders with external collaborators once the migration to U-M Dropbox is complete. 

Which storage alternatives to U-M Box are HIPAA compliant and/or okay to store sensitive or regulated data?

The Data Storage Finder is a useful tool for determining how best to store such data. With the tool, you can find options for active/collaborative HIPAA document storage and archival or backup HIPAA document storage

Is U-M Dropbox training available?

Yes, and it’s available on the U-M Dropbox Training website.
 

How long is U-M planning to remain with Dropbox?

U-M has a five-year contract with Dropbox that includes an auto-renewal option in June 2025.
 

What do I do if I do not want to migrate my data and it can be deleted?

If you would like to delete your U-M Box account, you can use the ITS Self-Service Migration tool when it becomes available for your unit.

If you would like to delete your U-M Box Shared Account, submit this request to the ITS Service Center

Will the Box Retirement Project team automatically create a U-M Dropbox account for those migrating from U-M Box to U-M Dropbox?

No. U-M will not be automatically provisioning Dropbox accounts as this does not correspond with our mission of data hygiene and encouraging others to do so by design. Each member of the U-M community has the freedom and responsibility to create their own U-M Dropbox account. For more information on how to create your U-M Dropbox account, visit the U-M Dropbox Getting Started page.

Will my U-M Box account be transitioned to a personal Box account after the migration?

All U-M Box accounts will be deactivated after the migration to U-M Dropbox. Individuals who want a personal Box account will need to create their own Box account with a non-UMICH email address.

Will files/folders shared with me by external collaborators still be shared with me when we migrate out of U-M Box?

Any files/folders that have been shared with your U-M Box account by external collaborators (not part of U-M) will need to be reshared with you. If you still need to access this data, you will need to ask the external collaborators to provide a shared link, which you can access without a Box account, or, you will need to create a personal Box account with a non-UMICH email and ask them to share with that account. Refer to Box Support to create a personal Box account.

Note: The gray folders in your U-M Box account are shared by external collaborators.

Box external folder, grey folder with globe icon

Who will schedule the migration of my U-M Box Shared Account if there are several owners?

There is one owner assigned to migrate each Shared Account. Key owners have been designated by ITS. Those individuals received notification on May 25, June 9, and July 8.

If an individual has zero files in Box and created a Dropbox account, what happens to their Box account?

They will need to either migrate their account (won't delete Box account, deactivates) or use the ITS Self-Service Migration tool to delete their Box account when it becomes available to their unit.

If it looks like content is missing after the migration, is there anything I should check before submitting a ticket?
  1. Check your All files view in Dropbox for the root folder or subfolder that is missing.
  2. Check your Shared view in Dropbox for the root folder or subfolder that is missing. If it is there, you may need to hover of the folder and click the Add button for it to appear in your All files view.
  3. If this is a Team Folder, reach out to the owners of the Team Folder to ask them for more information on its whereabouts. 
  4. If this is your individual account, you may not have owned that folder. Check the "Files Shared with me" tab of the post-migration report to view who has to migrate for you to gain access to that data.
What if someone is on a leave of absence and unable to migrate during our migration window, will you migrate their content for them?

No. Users must log in to the ITS Self-Service Migration tool any time after their account is deactivated to reactivate their account by requesting an extension. Once their account has been reactivated, they can schedule their migration from U-M Box to U-M Dropbox.

If I migrate my individual U-M Box account before my Shared Account, can I still access the Shared Account data in Box?

You can only access the Shared Account data by logging in to U-M Box as the Shared Account. You will no longer be able to view the data from your individual account as it has been deactivated.

Can I schedule multiple U-M Box Shared Accounts to migrate at the same time?

No. You are only able to schedule one migration at a time using the migration tool.

How do I make a shared folder in my individual Box account into a Team Folder in Dropbox?

Request a Team Folder in Dropbox and then manually move the files (post-migration) from your individual Dropbox account into the Team Folder.

Alternatively, you could change ownership of the shared folder from your individual Box account to an existing Box Shared Account before scheduling your migration. This will then migrate the data with the Shared Account into a new Dropbox Team Folder.

Should I migrate my U-M Box Shared Account or individual account first?

It is highly recommended that you schedule to migrate your U-M Box Shared Account before scheduling your individual account migration.

What happens if an individual migrates their account, but still has collaborations on other Box folders they don't own and to which they need access?

You can request a zero-data account to use in U-M Box to continue collaborating with units on campus that have yet to migrate. Contact the ITS Service Center or HITS Service Desk.

Will subfolder permissions assigned in my individual shared Box folder migrate to Dropbox?

No, they will not. Dropbox permissioning functions differently than Box so subfolder permissions on shared folders in your individual Box account will not migrate. Refer to Waterfall Permissions and Shared Folders - Box-to-Dropbox Migration for more information and pre-migration workarounds.

Does the migration tool perform validation/verification on the accounts to ensure the content is moved correctly?

Yes, the migration tool keeps detailed logs that the Box Retirement Project team monitors for issues. The tool will also provide you with a post-migration report.

Downloading and Uploading Instructions

How do I download U-M Box folders?

When selecting one file/folder or multiple, click Download located at the top of the page. Refer to Download files/folders from Box for more information.
 

Are there file size limits when uploading to U-M Dropbox?

There are no file size limits when uploading them via the desktop or mobile apps. However, there is a 50 GB file size limit when uploading them via the U-M Dropbox site.

How do I move U-M files/folders to Google Drive?
  1. Download the Box files/folders to your computer. 
  2. Navigate to U-M Google Drive.
  3. Click New.
  4. Select either File Upload or Folder Upload, and locate the files/folders that you downloaded previously. 
  5. Upload the files/folders to your Drive. 

Alternatively, you can drag and drop files/folders from your computer directly into Google Drive.

Refer to Download files/folders from Box and Upload files/folders to Google Drive for more information.

As a reminder, HIPAA-regulated data such as PHI is not allowed to be stored in U-M Google Drive.

Is it possible to move my U-M Box files/folders to an external drive?

Yes. Download the data from U-M Box and move it into an external drive, or use U-M Box Drive to drag and drop the files/folders to the external drive.
 

I accidentally deleted a file or folder in Box while getting ready to move it. How do I get it back?

From Trash, you can recover files/folders that have been deleted for up to 30 days. Refer to Manage Trash for more information.

I am a U-M alumni / retiree. Can ITS move my data into a personal Box/Google account?

No, this is not a service ITS provides.

What to expect in December 2021

Can my school, college, unit, or department keep its instance of Box after December 2021?

No. U-M will no longer support Box as of December 2021. 

Is there any way my team or I can get an extension beyond 2021?

No. U-M Box will no longer be available after the deadline.
 

What happens if all files/folders haven't been migrated out of U-M Box by the deadline?

Access to those files/folders will no longer be available.