Visual Indicators in UBbox

There is no UBbox folder icon that indicates the sensitivity of the data it contains.

A folder with restricted data appears alongside personal folders and standard collaboration folders in each individual's UBbox account. Therefore, the folder owner or co-owner needs to give visual cues to the folder collaborators indicating the nature of the contents. 

Naming conventions for USDA and UHDA sensitive data folders in UBbox are required to reinforce collaborators' awareness of the folders they are working in. Descriptions, tags and watermarks are recommended additional options, but are not currently required.

People should also know the difference between the different folder icons in UBbox.

None of these visual cues protect files or folders by themselves. However, visual indicators help prevent inappropriate access by making it clear which information is restricted.

Folder icons

Folders in UBbox appear differently based on whether they are shared or private, hosted in the UBbox enterprise instance or hosted externally, owned by you or someone else, and synced or not synced. See the table below for examples.

Keep in mind:                   

  • Do not put restricted data in externally hosted folders.
  • Do not put restricted data in a folder owned by an individual.  Only put restricted data in folders owned by USDAs or UHDAs. This prevents exposure or loss of the data if an individual account owner leaves the university or changes departments. Note: folders owned by USDAs and UHDAs are, by their nature, not owned by individuals. Use of USDAs and UHDAs also allow for proper auditing and monitoring of folders with restricted data.

Below are the different kinds of Box folder icons:

Attachments icon
  • Personal folder
  • Hosted on UBbox
  • Only you have access
Downloads icon
  • Personal folder
  • Hosted on UBbox
  • Only you have access
  • You synchronize the contents of this folder or a subfolderto your local computer
Team Reports icon
  • Shared folder
  • Hosted on UBbox
  • You have some access, but are neither an owner nor co-owner
Project icon
  • Shared folder
  • Hosted on UBbox
  • You are the owner
  • You synchronize the contents of this folder or a subfolder to your local computer
Box for UB icon
  • Shared folder
  • Hosted externally to UBbox
  • You have some access, but are neither an owner nor co-owner