Store, sync, and share files securely
Dropbox Business is a secure tool that enables the storing, syncing, and sharing files in the cloud. Collaborate on documents without taking up space on individual computers, enjoying unlimited storage and version history. HMS IT will provision your Dropbox account in 1–2 business days.
Eligibility
Access to Dropbox Business at HMS is limitedDropbox Business accounts at HMS are available to faculty, postdoctoral researchers, graduate students, and staff based in the quad. HMS students working in a quad-based HMS lab may qualify for an account, but hospital-based faculty and staff and HMS students not working in a quad-based lab are not eligible.
Security
Dropbox Business meets Harvard's Data Security Level 3 standardsDropbox is approved for use with up to Harvard Data Security Level 3 data. HMS IT follows strict guidelines for access to individually-held data, and the service is governed by the Harvard University Access to Electronic Information (AEI) Policy.
Accounts and access
Information on email usage and sharing permissionsUse your primary HMS email address to access Dropbox Business. Two-factor authentication (2FA) is required. You can share files and folders with anyone with a valid email address or a Dropbox account. Contact dropbox@hms.harvard.edu for assistance with data transfer.
Browser compatibility
Guidelines for accessing Dropbox via different browsersDropbox is not compatible with Internet Explorer 11 and earlier. Use Microsoft Edge, Google Chrome, Mozilla Firefox, or Safari for web access.
Dropbox team folders
Request shared folders for team collaborationA Dropbox team folder is a shared folder accessible to all members of a specified team within the organization. It is crucial for data preservation and continuity, especially in academic and research settings. To create a Dropbox team folder for your lab or group, submit a request here.
Note – Every lab and group at Harvard Medical School is strongly encouraged to establish a Team folder as a critical measure to safeguard your data. The use of Team folders ensures that important files and data are not lost when individuals leave the organization. Unlike individual accounts, a Team folder keeps all shared data under the team's control, ensuring continued access and preserving the data for ongoing and future projects. This centralized approach to data storage is a key strategy for maintaining data integrity and accessibility.
Leaving HMS
Your Dropbox account is suspended when you leave HMS, and it can be deleted 90 days laterOn the day someone's HMS account is turned off, their Dropbox account is suspended. Their files stay in Dropbox, but they can no longer open them. Anyone they shared files with keeps access until the account is deleted, which can happen as soon as 90 days after it's suspended.
Get files from a former colleague's account
Harvard's Policy on Access to Electronic Information decides who can take over another person's files. HMS IT can transfer ownership in one of two ways:
- With the owner's consent – HMS IT contacts the former owner directly, confirms who they are, and asks their permission to transfer the files.
- With committee approval – If you need the files, email Carlos Neto at carlos_neto@hms.harvard.edu, explain why, and ask the Access to Electronic Information committee to give you ownership.
For other questions, email dropbox@hms.harvard.edu.