What is Dropbox Enterprise?
Dropbox Enterprise is an institutionally managed file storage and collaboration platform that provides enhanced security, centralized administration, enterprise features, and support for approved research activities.
Why is UTHSC Implementing Dropbox Enterprise?
The service will provide researchers with a secure platform for collaborating with internal and external partners while allowing UTHSC to manage accounts, improve security, and provide centralized support.
Eligibility
Who is eligible for a Dropbox Enterprise account?
Dropbox Enterprise will be available to approved researchers and research staff with a legitimate research-related business need.
Examples may include:
- Principal Investigators (PIs)
- Research Faculty
- Research Staff
- Research Coordinators
- Research Assistants
- Student Researchers
I am not involved in research. Can I still get a Dropbox Enterprise account?
No. Dropbox Enterprise licenses are being reserved for approved research activities.
What if I am not eligible but want to continue using Dropbox?
You may change the email address associated with your Dropbox account to a non-UTHSC email address and continue managing the account independently. Additional instructions will be provided before the migration begins.
Existing Accounts
What should I do now?
We recommend that you:
- Review the content stored in your Dropbox account.
- Remove any personal files or content.
- Verify whether your account is being used for research-related activities.
- Watch for future communications from ITS.
What if I no longer use my Dropbox account?
If you no longer use the account and do not need any content stored within it, no action is required at this time. However, if there are files, folders, or other content stored in the account that you may need in the future, we recommend reviewing the account and downloading or relocating that content before the migration process begins. Once account transition activities are underway, access to the account may be impacted depending on its status and eligibility.
Can I keep using Dropbox normally during the transition?
Yes. Continue using Dropbox as you normally would unless specifically instructed otherwise.
Personal Content
Why should I remove personal content?
Once an account is migrated into the UTHSC-managed Dropbox Enterprise environment, the account may become subject to university administrative oversight, security monitoring, legal hold requirements, records retention requirements, and other applicable university policies.
What types of personal content should be removed?
Examples include:
- Personal photos
- Personal financial documents
- Personal tax records
- Personal backups
- Content unrelated to UTHSC business or research
Migration Process
How will the Dropbox Enterprise migration work?
On September 30, UTHSC will enable Dropbox's account capture process for accounts associated with @uthsc.edu email addresses. The next time you sign in to Dropbox, you will be given the option to:
- Move your account to a non-UTHSC email address and continue using Dropbox independently, or
- Join the UTHSC Dropbox Enterprise environment and retain @uthsc.edu email address.
You will have to verify your email address for both options. If you join Dropbox Enterprise, you will sign in using your UTHSC credentials and Multi-Factor Authentication (MFA). Your files, folders, collaborations, and most integrations are expected to remain unchanged.
Will my files be deleted?
No. Existing files and folders are expected to remain available during the migration process.
Will my Dropbox login change after migration?
Yes. Once your account is migrated into the UTHSC Dropbox Enterprise environment, authentication will be tied to your UTHSC account and managed through UTHSC's identity management system.
You will sign in using your UTHSC credentials and will be required to use Multi-Factor Authentication (MFA), consistent with other UTHSC-managed applications and services.
Will I still use my existing Dropbox password?
No. After migration, authentication will be managed through your UTHSC account. Your UTHSC username, password, and MFA process will be used to access Dropbox Enterprise rather than a separate Dropbox password.
Why is UTHSC requiring MFA?
Multi-Factor Authentication helps protect research data and institutional information by providing an additional layer of security beyond a username and password. This is the same security approach used for many other UTHSC-managed systems and applications.
Sharing and Collaboration
Will my existing shared folders be affected?
At this time, we do not anticipate any impact to existing shared folders.
Will external collaborators lose access?
At this time, we do not anticipate any impact to existing collaborations with external partners.
Will my permissions change?
Current file and folder permissions are expected to remain unchanged during migration.
Integrations
Will my Dropbox integrations stop working?
At this time, we do not anticipate any impact to existing Dropbox integrations.
Will I need approval for future integrations?
New integrations may require review and approval under the Dropbox Enterprise governance process.
Security and Compliance
Will UTHSC be able to see my files?
Dropbox Enterprise accounts are institutionally managed accounts and may be subject to administrative oversight, security monitoring, legal hold, compliance review, and records retention requirements when necessary.
Can Dropbox Enterprise be used for research data?
Yes, subject to applicable UTHSC policies, research requirements, compliance requirements, and security controls.
Can Dropbox Enterprise be used for HIPAA-regulated data?
Approved research projects involving HIPAA-regulated data may be permitted subject to applicable compliance, privacy, and security requirements.