Dropbox Team folders with unlimited storage now available
Michigan Medicine now has access to Dropbox Team folders with unlimited storage.
Dropbox at U-M, a cloud file storage service, was announced in June 2020. The initial rollout included individual Dropbox accounts, which provide five terabytes for data storage.
Dropbox Team folders are equivalent to shared accounts in Box or shared drives in Google and make it easier to share and manage content within teams. Team folders also make it simple to change account access because they use an MCommunity group to control the ownership of files. Updating the MCommunity group will remove a team member who has left the institution, or add a new team member who is joining the effort.
According to Matt Vuocolo, IT operations manager for the School of Dentistry and member of the Dropbox launch team: “Team folders help teams save time and effort by syncing files and folders between all team members. They also offer the additional advantage of avoiding stranded files if someone leaves or a new person joins a team.”
Dropbox at U-M is covered by a Business Associate Agreement (BAA) and may be used to maintain Protected Health Information (PHI) regulated by HIPAA. HIPAA compliance is a shared responsibility. Members of the U-M community are expected to comply with HIPAA requirements in the use of Dropbox at U-M. Check the Sensitive Data Guide for details and a list of sensitive data types permitted for use with Dropbox.
Get started using Dropbox Team folders by visiting the Dropbox at U-M web page to request a Team folder. Team folders are created by request for groups, teams, or departments, and membership is managed through MCommunity groups. Files and folders inside a Team folder can be shared externally.
Dropbox at U-M will replace Box as the university’s primary collaborative storage service in December 2021, as a result of increased pricing and limits on storage that do not meet our institution’s needs. No action is required by members of the U-M community until early 2021, which is when U-M plans to launch its Box to Dropbox migration plan.
ITS is working with Unit Ambassadors to identify workflows that might be affected by this change, and to develop training material to help faculty, staff, and students with the transition from Box into appropriate storage solutions. Additional information can be found on the Box at U-M Retirement project website, where community members can identify their unit’s ambassador and provide feedback.
U-M community members who are interested in preparing for the future now can take the following steps:
- Set up an account in Dropbox and get familiar with the tool.
- Review existing content stored in Box and delete unnecessary files and remove yourself from files and folders that have been shared with you, but for which access is no longer needed.
- Visit the new U-M Data Storage Finder tool to learn about additional storage options at U-M.