Box

Users from the following authorized units may register for the Box service:

• Faculties.
• Departments associated with faculties.
• Auxiliary units associated with faculties (registration is to be performed solely via the faculty PI).
• Science instruction units.

Users of the above departments will be able to register for a Weizmann Institute Enterprise Box account, on the basis of their personal account only.

Registration Procedure for PIs

Registration for PIs is to be performed as follows:

1. The authorized unit’s PI opens a group on the basis of his or her personal account. Registration is to be performed via Internal Services.
   
   
2. Upon opening the group, an Institute Enterprise account will be created for the PI. This account will be associated at Internal Services with the registering PI’s group.

Notes:

• The PI cannot register for the service on the basis of a lab or departmental user. As stated, registration will be allowed on the basis of the PI’s personal account.
• No storage space quota will apply during the registration procedure. All that is required is the registering PI’s budget number.
• PIs do not need to sign the disclaimer.

Registration Procedure for Non-PI Authorized Unit Users

Registration of non-PI users will be performed via Internal Services, on the basis of their personal account, as follows:

1. Click Register for the user being registered.
   
2. The PI with whom the user is associated must be specified during submission of the registration request.
   
3. As part of the account creation procedure, the PI will receive an automated e-mail message from Internal Services, requesting that the PI authorize the creation of the registering user’s account (see sample automated e-mail below).
   
   Dear Prof. Eduh Dinhov,
   
   The user Gaba, who belongs to Ramon Pad, has requested to use the Box service.
   Click here to approve.
   
   In order to use the service, the user (not the PI) must complete registration by signing the Box disclaimer.
   
   Best regards
   The IT Infrastructure Branch
   
   For more information, review the Cloud-based File Synchronization Solutions section on our Storage for Scientists information page. Should you have any questions on Box, please submit a support ticket with the Service Desk, or call the Service Desk at extension 4444.
    
4. PIs must click the link provided in the e-mail message, identify themselves to Internal Services, and authorize creation of the account by clicking Click here to approve.
5. Upon PI approval, users will be sent an e-mail requesting that they sign a legal disclaimer (see sample e-mail below).
   
   Dear Dr. Gaba Baga,
   
   Your PI has approved your request to work with Box.
   
   In order to use the service, you must complete your registration by signing the Box disclaimer.
   Failure to do so will result in your having to submit a new request for the service via Internal Services.
   
   Once the registration process is complete, you will receive an e-mail with instructions for using Box.
   Please note that it takes one hour from the time you sign the disclaimer for the process to be completed.
   
   Best regards
   The IT Infrastructure Branch
   
   For more information, review the Cloud-based File Synchronization Solutions section on our Storage for Scientists information page. Should you have any questions on Box, please submit a support ticket with the Service Desk, or call the Service Desk at extension 4444.
    
6. The registration process will be completed within one hour of the Box service legal disclaimer (see subsequent to the registration instructions) being signed by the research student/lab member. Note that PIs do not need to sign the disclaimer.
7. Once the PI has approved creation of the account, and the user has signed the Box legal disclaimer, an Institute Enterprise account will be created for the user, and will be associated with the authorizing PI’s group (note again that the process will be completed within one hour of the user having signed the Box legal disclaimer, and that failure to sign the disclaimer within 30 days will result in a new registration request having to be made).
8. The Box account will in effect be created upon the user’s first login to the Box Web portal, following which notification will be sent to the division’s Box team.

Box Disclaimer Content

By registering for the organizational Box service of the Weizmann Institute of Science (hereinafter: "the Institute") or  by converting my Box account from a private account to an organizational Institute account, I hereby declare and certify the following:

I am aware that the Institute's organizational Box account (hereinafter: "the Account") is designated for the working needs of the Institute, and for this purpose only.

Accordingly, I am aware and agree that:

1. The information in the Account will be stored in a Cloud, as part of the service purchased from Box Inc.;

2. The Institute shall at all times have exclusive ownership of the information in the Account;

3. The Institute's Weizmann IT personnel and/or the support representatives assisting the Institute with regards to the Box service, shall be able to:

   1. Check file integrity, file access authorization structure, etc., according to a documented request on my behalf in the Weizmann IT Service Desk system;

   2. Transfer the information in the Account to the  PI / to the head of my Research Services Unit, as applicable, through whom I registered for the service, according to his/her request;

   3. Transfer the information in the Account to those in charge of saving the information at the Institute, according to their request;

   4. Transfer the information in the Account according to the instructions of the parties so authorized, as is customary at the Institute.

The above shall apply both during the period of my employment at the Institute as well as after the termination of my employment at the Institute. Upon termination of my employment, the PI / the head of my Research Services Unit, as applicable, through whom I registered for the service, shall have full discretion regarding the decision as to what is to be done with the information stored in the Account.

I hereby irrevocably waive any claim and/or demand and/or action against the Institute regarding the disclosure of the information in the Account and/or its transfer to another person, as aforementioned above, and/or any related matter.

An advantage to using Box at the Weizmann Institute is that many more kinds of data can be securely stored than with commercial Cloud storage services. When  security is a priority, store your data on Box.

Data Classification

Weizmann Institute data can be divided up into the following three main categories:

• Public: public data is intended for distribution to the general public, both internal and external to the Institute. Release of this data should have minimal to no negative impact on the Institute. Public Weizmann Institute data may always be stored on Box.
• Internal/controlled: internal/controlled data is intended for distribution within the Institute only, generally to defined subsets of the user population. Release of the data can potentially be moderately damaging to the Institute. Potential negative impact may include legal, academic (loss or alteration of intellectual property), financial and/or intangible damages (hurt reputation). In most cases, internal/controlled Weizmann Institute data may be stored on Box.
• Restricted: restricted data is that, which the Institute has legal, regulatory, policy-related or contractual obligations to protect. Access to restricted data must strictly and individually be controlled and logged. Release of such data has the potential to inflict major damages on the Institute, including legal, academic (loss or alteration of intellectual property), financial and/or intangible (hurt reputation). Some restricted Weizmann Institute data may be stored on Box.

Always consult the Weizmann Institute’s Information Security team before storing internal/controlled or restricted data on Box.

In any commercial offering, even with the greatest care, problems can sometimes slip by, as is the case with a number of known issues and limitations in the Box service.

As opposed to unknown bugs, these are generally well-documented, and can at times be dealt with via proposed interim solutions.

Listed below are all of the known issues we are currently aware of, the risks associated with these known issues, and potential workarounds.

Note that the table below will be maintained on a dynamic basis. Known issues that have permanently been resolved will eventually be taken  off the list. Open issues, on the other hand, and any other relevant highlights and clarifications on Box service limitations that do not necessarily constitute bugs will be added for your reference.

* Moving (or cutting and pasting) folders does not terminate Box synchronization. Folder locations are simply updated and synchronization continues uninterrupted, as prior to the move.

Deleting Synced Folders (18-12-2014)

Prior to November 2014, if you deleted a synced folder locally, that folder was unsynced on the Web application.

The following now applies to synced folder deletion:

• Personal folder: if you delete a synced personal folder locally, that folder is deleted on Box.
• Collaborative folder: if you delete a collaborative folder, you will receive a warning message that the folder will be deleted for all collaborators. At this point, you may choose to confirm the deletion or just unsync the folder.

For more information on deleting synced folders, see the Box Web site.

Box for Office Desktop Integration (18-12-2014)

With our new Box for Office desktop app integration, you may easily and seamlessly open, edit, save and share any Box file from within Word, PowerPoint and Excel. You may also streamline your workflow within Outlook by using shared links to files in Box instead of attachments.

Box for Office requires that you run Windows 7 and Office 2010 or higher, and that you possess administrative installation privileges.

Useful resources:

• Latest Box for Office version download.

Weizmann Box Usage Statistics (18-12-2014)

As of today, there have been 476 users actively using Box from approximately 104 research labs, with 78 external users invited to collaboration share Box workspaces (see relevant information on the Box Web site).

Box WIT Disclaimer Update

To all users having signed the Box disclaimer, we have added a clarification in the disclaimer noting the fact that on termination of an employee's employment with the Institute, any data stored in that employee's Box account is to be handled as per PI guidance ("Upon termination of my employment, the PI/the head of my Research Services Unit, as applicable, through whom I registered for the service, shall have full discretion regarding the decision as to what is to be done with the information stored in the Account").