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Storing Department Files on Box

The University of Richmond has chosen Box to be its cloud storage and collaboration solution. Departmental Box folders are typically more complex than individual Box folders for several reasons:

  • Members of a department may have differing levels of access. 
    • Box folder structures are typically based on waterfall permissions.  This essentially means that if you have access to a folder, you automatically have permission to all files and sub-folders below that folder, now or in the future.  This may impact how you want to set up your Box folders.  
    • Waterfall permissions are further explained here:
  • Departmental folders are persistent (files persist even when individuals leave) and may be subject to official University record retention policies:
  • Departmental folders are often used in conjunction with or in support of business processes, so sharing and access rules are typically more complex and need to be managed over time
  • You will need to designate TWO (or more) departmental co-owners for your highest level departmental folder(s).  These co-owners will be responsible for creating the folder structure as well as assigning and managing permissions for those folders and any sub-folders.

In order for your department to get the most out of Box, we suggest you and/or your team familiarize yourselves with its many features.  Information about Box may be found:  

Training Options:

  • On-line self-paced or live workshops are offered by Box at  Courses 095A, 095B and 095C are highly recommended. (The first time you access this web site you will be asked to create a Box Education account; this is not your university NetID and password.) 
  • The Center for Teaching and Learning Technologies also offers in person training.  Upcoming class schedules and registration may be found at

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