Moving CCAS File Shares to Box

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CCAS file shares (H: and G: drives) are moving to Box, a secure cloud storage platform that integrates with tools like Microsoft Office and Google Workspace, making it easier to access, share, and collaborate on files from anywhere. Using your GW Box account also provides enhanced features like Box AI, file versioning, and advanced sharing controls for more efficient and secure teamwork.

Note: This migration applies to personal and group drives only and does not include course drives. This change does not affect data stored on the Research NAS (R: Drive). 

Preparing for the Move

Before the migration, complete the following steps to ensure your files are accurately moved to Box and that you maintain access to your data.

• Confirm Your Box Access: Log in with your GW UserID and password to ensure your account is ready for use.
• Identify Restricted File Types: Some file formats, such as Microsoft Access, cannot be opened or edited collaboratively directly within Box. While these files will be migrated and remain available for you to download, they must be handled locally or on a traditional file share if multiple people need to access them.
  • Note for Excel Files: 
    Excel links that point to files in CCAS Cloud Drive may need to be updated to use relative links (which reference files based on their folder location) so that they continue working correctly in Box.
• Install Box Drive: Download the desktop application to access your cloud files directly from your computer’s File Explorer (Windows) or Finder (Mac). This allows you to open, edit, and save files just as you do today.
  • GW Managed Devices: If you are using a GW-managed machine, please install the application via Software Center (Windows) or Self-Service (Mac) rather than downloading it from the web.

What’s Changing? 

This initiative affects all CCAS faculty, staff, and students currently using CCAS File Shares. We are taking a phased approach, beginning with individual Home Drives before moving to shared departmental folders.  We are working directly with department leads to ensure shared group folders migrate smoothly with all permissions intact.

• Access Files Anywhere Without a VPN: Connect to your folders from any device or location. A VPN is not required to access Box.
• Collaborate in Real-Time: Edit documents collaboratively with colleagues at GW and beyond using Box’s built‑in Office and Google Workspace tools.
• Simplify Permissions: Experience a more consistent way of managing folder access, ensuring you and your team always have the right files at the right time.
• Protect Your Work Automatically: Benefit from Box’s advanced security and version history, which keeps your sensitive data safe and allows you to recover previous versions of your work with ease.

Transition Plan & Timeline

To minimize disruption, file migrations will occur in phases, beginning with individual Home Drives. Shared departmental drives will be migrated later and require additional coordination with departments and teams, as these areas often have more complex ownership structures and permissions. Course Drives are not included in the current transition plan. 

Once all migrations are completed and your data is validated in the new system, legacy storage will be decommissioned. Existing data belonging to individuals who have left the university will be archived to ensure historical records are preserved.

Additional communications and details, including specific migration dates and instructions, will be shared with affected users ahead of each phase.

After the Migration (Recommended Actions)

• Verify your data: Check that all files migrated correctly. Look for anything missing or any issues opening files. If you notice problems, contact GW IT for assistance.
• Declutter Your Storage: Take a moment to delete old drafts, duplicate files, or temporary data in your H: or G: drives. Moving only the necessary files ensures your new Box environment is organized and easy to navigate.

Resources & FAQs

• Learn more about GW Box
• GW Box FAQs
• Collaborating in Box
• How to set a password for a shared file in GW Box
• Learn more about Box AI
• How to: Update Display Name in Box 

Using Box FAQs

How do I sign in? 

• Log in at gwu.box.com using your GW UserID and password.

Do I need to install software to access Box?

• No. Software installation is optional. You can access Box in several ways:
  • Web browser: Access Box from your browser at gwu.box.com.
  • Computer: Install Box Drive to access your Box files like folders on your computer.
  • Phone or tablet: Use the Box app on iPhone, iPad, or Android.

Do I still need VPN?

• No. With Box you can access your files from anywhere with an internet connection, no VPN required.

Files & Folders FAQs

Will all of my files be transferred? 

• Yes. Your files and folders will be migrated to Box and should maintain the same folder structure.

What if I have shortcuts or links that point to the old folders? 

• After the move, old shortcuts pointing to the old file shares will stop working. You will need to update the shortcuts to point to the folder in Box.

What if I delete something by accident? 

• Box stores deleted files in a trash folder for a while before fully removing them, so accidents can usually be undone. Box also keeps older versions of files, so you can roll back if needed.

Sharing & Collaboration FAQs

How do I share a file with someone? 

• Right-click the file or folder in Box and choose "Share." Make sure you are logged in through GW Single Sign-On (SSO) (you should see the GW logo). Share with your colleague’s @gwu.edu email address. Using other GW-related addresses (such as @email.gwu.edu or @gwmail.gwu.edu) may cause access issues or prompt recipients to create a separate account.

Can I share with people outside GW? 

• Yes. Box makes it easy to work with people outside the university while keeping things secure.

Does Box work with Microsoft Word, Excel, and PowerPoint? 

• Yes. You can open and edit your Office files directly from Box. It also works with Google Docs, Sheets, and Slides.

Security & Data Storage FAQs

What types of data can I store in Box?
Documents containing regulated, restricted and public university data can be stored in Box. Protect GW Institutional Data and Personal Information, especially when using AI. Review the Data Classification & Protection standards and guides. 

Questions and Feedback

If you need assistance or have feedback, please contact GW IT.