Frequently Asked Questions KI Box

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Here you can read the answers to frequently asked questions about KI Box.

General questions

1. What is KI Box?
Box is a cloud-based file sharing service that has been jointly procured by universities/university colleges in Sweden through SUNET. KI Box allows you to sync your personal files between your computers, smartphone and tablet, and share files with internal and external colleagues.

2. When should I use KI Box?
You can use KI Box when you want to sync files between your computer, smartphone and tablet, and share files with internal and external colleagues. It enables you to use a web interface or other units, e.g. a smartphone, easily and safely. See also questions 11 and 12.

3. Why am I to use KI Box rather than other similar file sharing services?
Box is the only service supplier that meets all the security requirements specified by SUNET in its procurement of centralised user management, SSO, encrypted storage, PUL which is the law regarding Personal Data Act, Safe Harbo and so on.

4. When shouldn’t I use KI Box?
More suitable options are available when you need to collaborate over a longer period of time, e.g. on a project, using advanced document management. See also questions 11 and 12.

5. Who can use KI Box?
KI Box will be made available to all KI employees, doctoral students and affiliates with a KI-ID.

6. Who can I share files with through KI Box?
You can share files with everyone at KI and invite users from outside the university. All the person needs is an email address.

7. How does KI Box’s scope of application differ from e.g. SharePoint and Project Place?
SharePoint is more suited than KI Box to individual long projects, e.g. a shared administrative project, which require process control and more advanced document management. SharePoint can only handle relatively small files (up to 100 MB) and is not suitable for file sharing. KI Box is simpler and quicker to use on mobile units.

8. How much storage do I get on KI Box?
You’ll have access to 100 GB of storage space.

9. How big can a file be?
No larger than 15 GB. However, remember to upload files bigger than 5 GB one by one. Internet Explorer might impose other restrictions, especially older versions.

10. How do I log in to KI Box?
Use your KI-ID.

11. What kinds of file can I upload to KI Box?
You can store information which is not classified as confidential by law or by other reasons classified as confidential, for example personal data which is not classified as sensititve.

12. What kinds of file must I not upload to KI Box?

Information classified as confidential/requiring protection may not be stored in KI Box, as the agreements do not include protection against the application of other national legislation, and Box has no power over American legislation in this respect.

Information requiring protection includes:

  • that which has been classified as confidential in accordance with the Public Access to Information and Secrecy Act (OSL) (SFS 2009:400)
  • that which KI is contractually obliged to keep confidential
  • that which might lead to a patent
  • that which might seriously harm KI’s business or finances should it fall into the wrong hands.

If you have separate agreements regulating how you are to handle your information, you must ensure that the other parties to these agreements have given their consent to the storage of information via KI Box. For more detailed information about this, we refer you to the KI  risk and vulnerability analysis of the service.

Some personal data are classed as sensitive by paragraph 13 of PUL and protected as confidential in accordance with the Public Access to Information and Secrecy Act. This applies, for example, to personal data relating to research participants. Such data should not be stored in KI Box. Coded data - with which you can identify a person with a key for decryption – are also to be treated as personal data. If the coded data refer to a research participant, they are to be considered sensitive as per PUL and cannot be stored in KI Box either. 

13. What platforms is the Box client available on?
The Box client is available for Windows, Mac, iOs, Windows phone, Android & Blackberry. You find these on box.com or via your distribution centre for applications.

14. Who is responsible for the files on KI Box?
You, as a user, are responsible for the information stored in KI Box.

15. Will students have access to KI Box?
At present they can be invited as external users of the service.

16. How is KI Box funded?
The service will be financed centrally by KI via the IT-fee, and thus will entail no extra cost for you as a user or your department.

17. How secure is KI Box?
Everything communicated to and stored in Box is SSL encrypted. Classified information must, however, never be stored or shared in the cloud. See also questions 11 and 12.

Technical questions

18. What happens to the shared folders/files when a user leaves and his/her KI Box account is closed?
Access to shared folders/files is blocked when an account is closed since the information is linked to the user who originally shared them.

19. What happens if I upload a file larger than 5 GB?
The file won’t be synced to the box service. You will have to check to make sure that the file has been uploaded as the client will not be flagged. If you use KI Box via your browser, you’ll receive a message warning you that your intended action cannot be performed.

20. How many files can I have in my KI Box account?
90,000 files is the limit. We recommend, however, a maximum of 20,000. Volumes of 10,000 files or more are impractical to manage.

21. Why can’t I share the rights to a Box catalogue with students and non-KI personnel, but must send them a link instead?
Box only allows users with KI’s Box accounts to share rights with each other.

22. Why do I get an “access denied” message when trying to log in to KI Box?
You receive this message as Box only allows employed users to create accounts on their company version of Box.

23. Who do I contact for support?
If you need help, you can go through Box’s help guides at support.box.com. Failing that, you can contact KI’s central IT Support.

24. Why is there no client for Linux?
Unfortunately, no Box client is available on the Linux platform. Linux users have to use either the web client or WebDAV. You will first have to set a Box password for your account because DAV isn’t SSO enabled. You will then be able to access your files via ki.box.com/dav with https and port 443.

25. Why can’t I edit files in KI Box via services like Google Apps?
Since KI doesn’t have a PUL (Personal Data Act) agreement with these suppliers, we’re unable to offer integration with them.

26. Does KI take backups of KI Box?
KI doesn’t take backups of the files in KI Box. Your files are your own responsibility. Deleted files will remain recoverable from the trash bin for 30 days.

27. What happens when I delete one or more files?
When you delete a file, it’s transferred to the trash bin, where it will remain recoverable for 30 days.

28. Why can’t I empty the trash bin in KI Box?
The standard Box setting is to have the trash bin emptied automatically after a certain time, and to prevent the loss of information, we have decided to disable this function for all users. The precaution also makes it easier for you to recover deleted files.

Contact

If you have any questions regarding KI Box, please contact KI's IT support. Open Monday-Friday between 08.00-16.30.

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