Dropbox is a secure, cloud-based storage option for storing all types of files and collaborating with colleagues inside and outside of U-M. All active Michigan Medicine faculty, staff, and students can access Dropbox at U-M. 

Features

Dropbox at U-M includes all of the core features you expect, with advanced security and productivity tools.

• Core features: file storage, anytime/anywhere access to files, secure sharing
• HIPAA Compliant Team Folders: Unlimited storage, content owned by a group and automatically syncs for all group members
• Advanced data protection: version history and file recovery, advanced sharing permissions, password protection, granular permissions
• Advanced productivity tools: Dropbox Paper, file locking, commenting, Dropbox badge
  
  

Accessing Dropbox

• To create an account or access U-M Dropbox visit the Getting started with Dropbox guide.
  
  • All Box users who intend to use Dropbox should create their U-M Dropbox account as soon as possible to ensure sharing permissions are maintained.  
• Download the Dropbox desktop application 
  
  • CoreImage or Flex PC
  • CoreMac or personal machine (Mac or PC)
  • Linux for Research (LFR)

General Technical Questions

• For general questions about how Dropbox and Box work, refer to Dropbox Help Center or Box Support
• For more specific technical questions related to the U-M Box to Dropbox data migration, visit the ITS Support and Training Page, or ITS' Public Dropbox TeamDynamics knowledge articles
  
  

Sensitive Data with Dropbox

As a best practice, you should use a Dropbox Team Folder when sharing and storing sensitive data in Dropbox. To request a Dropbox Team Folder, complete the Dropbox Team Folders Request Form.  For more information on storing sensitive data, visit the Sensitive Data Guide.

• Social Security Numbers (SSNS)
  • Dropbox is approved for storage of Social Security Numbers (SSNs) in Dropbox, so long as the following instructions are followed:
    • You must have a valid business reason to use SSN. If you are just using it as an ID number, you will need to use another identifier instead. Tracking payments to research participants is one example of a valid business reason because IRB rules require it.
    • Use a Dropbox Team Folder instead of your personal drive
    • Ensure only team members who have a specific need to view the SSN have access to the files
    • Do not turn on Dropbox Sync for that folder, so that the files with SSN do not sync to the local desktops of users who have access.
    • Make sure you do not turn on any unauthenticated links
    • If you want to collect files from multiple individuals, set up a Dropbox File Request that allows others to send files to the folder, but not view anything else in the folder.
    • Ensure that you are deleting the files as soon as possible once the data is placed into officially U-M systems and/or no longer needed in Dropbox.
• Electronic Protected Health Information (ePHI)
  • Dropbox is approved for storage of ePHI.
  • ePHI stored in Dropbox may be edited using the Michigan Medicine Microsoft 365 online integrations (Word for the web, Excel for the web, etc.). 
  • PHI may not be stored in Google Docs or the U-M Microsoft 365 tenet, even though these integrations are available in Dropbox.

• Restricted data
  • Data classified as Restricted may not be maintained or shared in Dropbox.