Must have an active UH or RCUH faculty/staff affiliation and a need to store, manage, or share Institutional Data categorized as Sensitive or Regulated. The UH Enterprise Dropbox account should only be used for UH business purposes.

Dropbox is licensed and paid for by ITS (free for users).

Students are not authorized to request Dropbox accounts. If you have student employees that require access to the UH Enterprise Dropbox as part of their job duties, please contact infosec@hawaii.edu to request an exception providing the following information:

• Student UH username/email
• Supervisor contact information (if different from requester)
• Reason for exception

No, mobile devices are not allowed to use the Dropbox app.

Dropbox has removed the feature to collaboratively edit documents with Google. Editing with Microsoft Online (Docs/Excel/PowerPoint) is still available.

When you log on, Dropbox may say that your account has been suspended. Please notify your IT/Supervisor in your new position/department to contact the ITS help desk at help@hawaii.edu to have your account reinstated. If no action is taken on a suspended account within 30 days, your account may be deleted. If you need to retain access to data from your old position, your former IT/Supervisor must attest that you need continued access.

No, Dropbox Sign is not available.

No, all UH Enterprise Dropbox accounts must be tied to individual UH accounts.

If you have an existing account under your @hawaii.edu email, you will have the option to transfer your existing license and files to a separate personal email address or account. Please do not merge your existing account as you risk losing access to your files.

If you do not have an IT contact, please list your immediate supervisor’s contact information.

Please allow for up to 7 business days to process your Dropbox request. If you have not received an invitation to join the UH Dropbox after 7 business days, please contact infosec@hawaii.edu.

After receiving your invitation to join Dropbox, you may access your account at: https://www.dropbox.com/. After entering your email, you will be prompted to login via the UH login.

Dropbox desktop is available for use with a UH desktop/laptop (not personal) to access Dropbox files. Dropbox Desktop should be used for Sensitive data due to the risk of storing local copies of files. If you need to work with Regulated data using Dropbox Desktop, please contact infosec@hawaii.edu.

https://help.dropbox.com/installs/download-dropbox

It is not recommended to share files directly with individuals outside of the UH Enterprise Dropbox. Non-UH users must have their own Dropbox account to access files and may not have the same protections as our UH Enterprise Dropbox environment. Listed below are some alternative options within Dropbox to share files externally:

• Dropbox Transfer: Send copies of files to individuals. An account is not required for recipients to receive files.
• Dropbox File Request: Request files from multiple individuals. An account is not required for recipients to upload files

If it is necessary that files be shared directly with non-UH individuals, please employ best practices to reduce risk of exposure:

• Limit the number of users with access
• Encourage users to use the web (not desktop) version, so additional copies are not downloaded locally
• Keep an inventory of the files shared
• Once the work is complete, remove access
• Confirm any local copies have been deleted

Dropbox Team Folder requests must come from a departmental IT or lead responsible for managing access to departmental files. The requester must accept responsibility of managing access to the team folder and understand that they will have full access to all files within the team folder. To request a team folder, email infosec@hawaii.edu with the following information:

• Campus
• Name of your department/unit
• List of users who require manager access (full control permissions)
• Purpose of team folder
• (Optional) Sub-folders to be added

No, Team Folder content can only be shared with members of the UH Enterprise Dropbox.

If the original owner of the shared folder leaves, access to the files will be removed. Please move the content of shared folders into Team Folders instead of moving the entire shared folder.

Files in a Team Folder will be retained even if the original owner / file creator leaves the institution.