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ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox

Information Technology Services (ITS) has established a licensing program with the cloud storage provider Dropbox. The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox is intended for the storing, managing, and sharing of Sensitive or Regulated information as defined in ÌÇÐÄVlog¹Ù·½ Executive Policy 2.214 (ÌÇÐÄVlog¹Ù·½ Institutional Data Classification Categories). Dropbox is meant to be used specifically in situations where a ÌÇÐÄVlog¹Ù·½ Department/Unit needs to store and/or collaborate using Sensitive or Regulated data.

Examples of Regulated or Sensitive data include:

• Personally Identifiable Information (PII)
• Health Insurance Portability and Accountability Act (HIPAA)
• Family Educational Rights and Privacy Act (FERPA)
• Additional examples of Sensitive and Regulated Data can be found here (ÌÇÐÄVlog¹Ù·½ login required):

Users with a ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account must follow all applicable ÌÇÐÄVlog¹Ù·½ Policies, HRS, and External Standards and Regulations related to the safeguarding and protection of data being stored in Dropbox: /infosec/policies/

Due to the sensitive nature of data being stored in the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox, immediately notify the Information Security Team if there is a suspected or confirmed breach of Institutional Data: /infosec/notification/

As of May 2023, there will not be any chargeback costs for Dropbox accounts. Please check this site periodically for any changes to this licensing program.

Requirements for use of the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox

• Users must be a valid ÌÇÐÄVlog¹Ù·½ faculty or staff member.
• The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account cannot be a Departmental account.
• The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox environment is intended for those working with Institutional Data categorized as Sensitive or Regulated. Users working with Public and Restricted data should instead use Google@ÌÇÐÄVlog¹Ù·½ Drive.
• Working with Sensitive or Regulated data must be from a ÌÇÐÄVlog¹Ù·½ issued device (desktop, laptop, smartphone, etc.).
• All devices used to access Sensitive or Regulated data must follow the ITS Minimum Security Standards (MSS) for Sensitive or Regulated data:
  /infosec/minimum-standards. The ITS MSS are a prioritized set of actions that collectively form a defense-in-depth set of best practices that mitigate the most common attacks against systems and networks based on the Institutional Data type.
• Users with a ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account must follow all applicable ÌÇÐÄVlog¹Ù·½ Policies, HRS, and External Standards and Regulations related to the safeguarding and protection of data being stored in Dropbox: /infosec/policies/
• User must notify the Information Security Team if there is a suspected or confirmed breach of Institutional Data: /infosec/notification/
• ÌÇÐÄVlog¹Ù·½ Multi Factor Authentication (DUO) must be enabled to use ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox: /askus/1758
• Users must have completed the ÌÇÐÄVlog¹Ù·½ Information Security Awareness Training (ISAT) within the past 1 year (/infose/training). To check the status of your ISAT, please visit the following link: /its/acer

Requesting a ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox Account

Click on the button below to request for a new ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account. You will be required to log in with your ÌÇÐÄVlog¹Ù·½ Username and password (ÌÇÐÄVlog¹Ù·½ departmental accounts are NOT accepted).

Once submitted, you will receive a response within 5 to 7 business days. Please email infosec@hawaii.edu if you do not receive a response within that time frame.

FAQs

What type of information should be stored in the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox?

The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox is intended as a solution for the storing, managing, and sharing of Institutional Data categorized as Sensitive or Regulated. If the Institutional Data is categorized as Public or Restricted, use Google@ÌÇÐÄVlog¹Ù·½ Drive. The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox is not intended to store personal, non-work related files.

As a reminder, Institutional Data no longer needed should be removed. Before removing Institutional Data, ensure any applicable retention periods have been satisfied. Retaining Institutional Data longer than necessary increases the risk exposure of the University.

What if I already have an existing personal Dropbox account?

If a user is invited to the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox, but has an existing account using their @hawaii.edu email address, they will be asked to decide whether to transfer their files to the ÌÇÐÄVlog¹Ù·½ Dropbox or migrate their existing Dropbox account to a different email address.

Transfer an existing Dropbox Basic or Plus account to Dropbox Business:

Who is eligible for a ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox Account?

Valid ÌÇÐÄVlog¹Ù·½ faculty and staff with a need for the storing, managing, and sharing of Institutional Data categorized as Sensitive or Regulated may request an account. The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account should only be used for ÌÇÐÄVlog¹Ù·½ business purposes.

Can I request for an account using a ÌÇÐÄVlog¹Ù·½ Departmental Email?

No, all ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox accounts must be tied to individual ÌÇÐÄVlog¹Ù·½ accounts. Due to the audit requirements of Sensitive and Regulated data, accounts must be for an individual.

Is Dropbox Sign included with the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox Account?

No, the Dropbox Sign (formerly HelloSign) is not included with the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox licensing program. Please use alternative methods to have documents digitally signed.

Will there be a charge for these accounts in the future?

ITS is currently covering the costs of the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox for the current fiscal year.

How do I login to the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox using Single Sign On (SSO)?

The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox leverages Single Sign On (SSO) to login. This means when attempting to login, you will be directed to the ÌÇÐÄVlog¹Ù·½ Login page first. Upon entering your correct username and password, you will then be logged into Dropbox. The ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox login page can be found here:

How do I sync files between my work issued computer and the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox?

If you wish to sync files between your work issued ÌÇÐÄVlog¹Ù·½ computer and the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox, you can use the SmartSync app. ÌÇÐÄVlog¹Ù·½ the following link to download the applicable client.

This link provides information on how to use the SmartSync app:

Can I use the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox to request files?

Yes, Dropbox has a feature known as File Request. A File Request link allows anyone to send you a file, regardless of whether they have a Dropbox account or not. When a user sends you a file, it goes to your Dropbox account. Unless you explicitly share the Dropbox folder or files, only you can view these uploaded files.

What happens to my Dropbox account and data if I leave or change departments/units at the University of Hawaii?

If you leave or change departments/units, your data stays within the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox. Ownership of the data can be transferred to an existing ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account to ensure the files are not lost. Once ownership of the data has been transferred, the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account will be removed.

Are we able to share data outside of the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox?

It is strongly recommended to NOT share Sensitive or Regulated data outside of approved and authorized individuals. This is especially the case with people outside of the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox.

If this is necessary, please refer to the applicable Standard, Act, or Policy (e.g., HIPAA, FERPA, etc.) for specific details on any additional controls, guidelines, or recommendations needed: /infosec/policies/

Remember certain policies, standards, and acts have penalties, fines, notification, and reporting requirements associated with the inadvertent exposure of information.

If there is a suspected or confirmed breach of Institutional Data, notify the Information Security Team: /infosec/notification/

Can I restore a deleted file?

Yes, Dropbox has a feature allowing you to restore a deleted file. The following link provides instructions on how to restore a file:

What if the device I use with Dropbox SmartSync app is lost or stolen?

If you have the Dropbox SmartSync app installed and this device is lost or stolen:

1. Login to your Dropbox account from another device and perform a Remote Wipe. A Remote Wipe will attempt to force delete any files in the Dropbox folder. Instructions to perform a Remote Wipe is found here:
2. Contact the ITS Help Desk at (808) 956-8883 / toll free: (800) 558-2669, or email (help@hawaii.edu) and let them know your device is lost or stolen. The ITS Help Desk will suspend your account, and if not done already, perform a Remote Wipe.
3. Notify the Information Security Team that your device, which has the Dropbox SmartSync app, is lost or stolen: /infosec/notification/

What if I do not have an IT Specialist within our Department when requesting a ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox account?

If you do not have an IT Specialist, please enter the contact information of your direct supervisor.

What are the storage limits per user in the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox?

Users are allowed 2 TB of storage in the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox. As you near the 2 TB storage quota, you will be sent alert notifications by Dropbox. Exceeding your 2 TB limit will result in not being able to upload or sync any files. You must remove files to bring your account below the 2 TB quota.

Why can't I connect to the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox from a mobile device via the Dropbox app?

Since the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox contains Sensitive and/or Regulated data it must be accessed from a ÌÇÐÄVlog¹Ù·½ issued device. Mobile devices include smartphones and tablets. Due to the portable size and common everyday use of mobile devices, they are at increased risk of being lost or stolen.

If your mobile device is issued by ÌÇÐÄVlog¹Ù·½, please contact the Information Security team at infosec@hawaii.edu, and request an exception.

How many devices may I use to access the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox simultaneously?

As a reminder, working with Sensitive or Regulated data must be from a ÌÇÐÄVlog¹Ù·½ issued device (desktop, laptop, smartphone, etc.). There are no device limits when accessing the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox from a web browser. When accessing the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox from the Dropbox desktop app, you may connect up to 5 devices. Mobile devices are not allowed to connect to the ÌÇÐÄVlog¹Ù·½ Enterprise Dropbox via the Dropbox mobile app.

Helpful Links

• Dropbox Quick Start Guides:
• Dropbox Business YouTube Videos:
• Dropbox Help Center:
• Dropbox training courses with a live virtual instructor:
• Creating a File Request: