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Baylor College of Medicine

Frequently Asked Questions (General)

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File Sharing FAQs

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Find answers to frequently asked questions about file sharing and storage.

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What is Box at BCM?

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Baylor College of Medicine (BCM) has partnered with Internet2 + Box.com (Box) to provide our college with a document management system for file sharing and collaboration. Box is an easy to use platform that you can access with your Baylor ECA login credentials. Box at BCM is a cloud-based file sharing and storage workspace that enables people to collaborate and share information. Box can be accessed through mobile devices, as well as desktops and notebooks..

Box at BCM makes it easy to upload content, organize files, share links to files and manage file and folder permissions. With Box, you can collaborate with colleagues both inside and outside the College anytime, anywhere, from any device. In addition, accounts offer an unlimited amount of document storage space.

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What are the benefits of Box over other popular commercial services?

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Because Box works on Macs, PCs and a wide range of mobile devices, it gives you access to your files from just about anywhere. Box is also a great place to collaborate: not only can your team share, view, edit and retrieve project files; you can discuss them as well. Box uses the same login system as BCM SSO login, so there is no new user IDs or passwords to remember. It also offers desktop synchronization so that files from your local hard disk will be backed up automatically as well as be available to you from other computers and devices.

Also included are features like content and task management, online workspaces for collaboration, user permissions and a built-in editor. High-level features, custom options for embedding files into a website, Microsoft Office and O365 integration, and administrative controls allow Box users to create and manage a complete workspace environment.

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Can I integrate my Box at BCM account with my Google Docs account?

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Yes. Box accounts are easily configurable for use with Google Docs. Google Docs also allows you to work with your collaborators on a document at the same time.

Find more information on how to integrate your Box at BCM account with Google Docs.

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What is a cloud-based service, and why is it a good thing?

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Cloud services provide many benefits to Baylor College of Medicine, such as modest institutional cost for high-quality services, along with enterprise-level data management, security, and uptime provided 24/7 by highly specialized teams dedicated solely to the service; all at modest cost to BCM. Files are stored off campus at Box’s U.S data centers. Files are stored in massive data centers featuring redundant storage, cooling, and electrical supply.

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Why should I use Box to share content?

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Sharing via Box lets you know when your client has viewed or downloaded a document. Box adds date and time stamps to all file activity. It also keeps you up-to-date as to what is happening with your content. It notifies your team when a new file or file version has been uploaded or when a comment has been made to a file – improving productivity and communications.

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How safe is it to store my data on Box.com?

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Box.com has been approved and accepted by our Compliance and Audit team and reviewed by our Office of General Counsel.

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Who can use it?

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Any active member of the BCM community: students, faculty and staff with a BCM enterprise computing account (ECA) and a valid @bcm.edu email address are eligible to use this service.

Upon graduation, students' accounts can be converted to personal box.com accounts as a part of the alumni registration process. You may use your @alumni.bcm.edu or any other personal email as your primary account with your new personal box account. Your personal box account comes with 10G of free space. If more space is needed, you can upgrade your personal Box account to increase your storage space.

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How much does it cost?

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There is no cost to the end user or department. Funding for Box at BCM is currently provided by Information Technology Services. The College through the Office of Information Technology currently provides funding for Box at BCM. This service will be free to students, faculty and staff with an active BCM enterprise computing account (ECA) and a valid @bcm.edu email address.

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Who is eligible for a Baylor Enterprise Box account?

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All current faculty, staff and students at Baylor College of Medicine are eligible for a BCM Enterprise Box account.

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Why did I get a pop-up survey when I last logged into Box at BCM?

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The Net Promoter Survey is used to measure user satisfaction by Box.com. The survey is presented as a pop-up in the Box Web Application and solicits feedback on how Box’s products can be improved. The survey displays only to a small, random sampling of Box end-users in order to give Box a balanced perspective on user satisfaction. If you do not wish to participate, click Cancel to decline. You will not see the survey more than once.

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Why did I get a pop-up survey when I last logged into Box at BCM?

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The Net Promoter Survey is used to measure user satisfaction by Box.com. The survey is presented as a pop-up in the Box Web Application and solicits feedback on how Box’s products can be improved. The survey displays only to a small, random sampling of Box end-users in order to give Box a balanced perspective on user satisfaction. If you do not wish to participate, click Cancel to decline. You will not see the survey more than once.

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How do I update my account settings?

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  1. Log in to bcm.box.com
  2. Click your name in the upper right of the screen on the Box Home Screen
  3. Select Account Settings from the drop down menu.
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What are some upload considerations on the max file sizes offered with Box at BCM?

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Baylor and Box have partnered to offer upload for files sizes up to 15GB maximum. Here are a few considerations:

System Requirements:

  • Only upload one file at a time if the file size is greater than 5GB
  • Users need business-class Internet connection with upload and download speeds of 50Mbps or more (Note: a 10GB file would take around 30 minutes at 50Mbps)
  • If you have an archive of large files that you need to add to Box, contact OIT and we can support this migration in another method. The large file uploads should be used for individual files.
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Known Issues With Uploading File Sizes Larger Than 15GB

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Internet Explorer v10 has a limit of 4GB per file. For Internet Explorer 7, 8 or 9, if the Flash plugin is installed the limit is 2GB. These limits do not apply if using the Upload Folders option, which uses Java. Click the link below for more information on how to Upload Folders in Box.

https://support.box.com/hc/en-us/articles/200520138-Uploading-Files-and-Folders-to-Box

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Self-Help Resources

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Additionally, you can view or download guides and read answers to frequently asked questions.

Frequently Asked Questions

Box User Guide

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Need more training?

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See self-paced and live training options for using Box at BCM.