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Stanford University Box Migration Project

Everything you need to know for a smooth transition

Update External Sharing Links Before Your Box Migration

December 10, 2021

About Box Migration

Note: This project does not currently include Medicine Box content. Stanford Medicine has a parallel project underway, and UIT is working with their project team to align our efforts.

Driven by greatly increased costs for the Box service, Stanford is taking steps to transition away from the use of Stanford University Box. University IT (UIT) offers other solutions that provide similar capabilities as Box, with the added benefit of fully integrating with productivity tools already used by the university.  Streamlining our options will help the university reduce expenses while also simplifying collaboration.

Students, faculty, and staff who use Stanford University Box are encouraged to explore alternative document management and storage systems.

Google Shared drives are the preferred solution for file sharing and collaboration, but the university also offers Microsoft OneDrive.

Details will be coming soon on UIT-supported migration services. 

  • SPRING 2020
    Three-year plan to reduce Stanford University Box is announced


  • Summer 2021
    Period to complete data clean up and pre-migration activities


  • February 2022
    Phased migrations to Stanford-supported alternative solutions begin


  • December 2022
    All data is moved from Box to alternative solutions by December 1, 2022.


  • February 2023

    Project completes and Stanford University Box is retired on February 28, 2023

Pre-Migration Steps

Plan and prepare now with these pre-migration pointers.

Organize and reduce files

Search your Box content to identify the folders that you own.

Delete any information you no longer need to access. 

For files that are shared with you that you no longer need, end collaboration

Don’t build new processes around Box

Avoid starting any new projects or sharing any new files in Stanford University Box, if possible. Use an alternative solution instead.

Get familiar with alternative solutions

Stanford's preferred document management solution is Google Shared drives. The university also supports Microsoft OneDrive.  Check with your local IT professional to see whether your school/dept/unit already has a preferred storage solution.

For Principal Investigators (PIs) and research groups, the SRCC Oak storage environment is available to hold research data or backups of datasets.

Move files manually

If you want to move unshared Box files that you own yourself, you can do so now. Remember to delete anything that you have moved from Box once you’re done.

Update external sharing links

Review your websites and other content-sharing platforms for hyperlinks that point to content stored in Stanford Box. These links will stop working when your Box account becomes inactive.  You'll need to update the links after you migrate content to your new solution. For instructions, refer to the UIT article Update External Sharing Links Before Your Box Migration.

Ask for help if you need it

We understand that not everyone has simple storage needs.

Contact your local IT support or submit a Help request to the Box migration team if you have questions.

Other Stanford Document Management and Storage Solutions

 Google Workspace and Microsoft 365 accounts are provisioned to all students, staff, and faculty for free.

Google My Drive and Shared drives are part of Google Workspaces and the preferred option at Stanford. Shared drives are shared spaces where teams can securely store and collaborate on team-owned files and access them from any device.

Learn about Google My DriveLearn about Google Shared drives

Microsoft OneDrive is a file sync and share service that's part of Microsoft 365. It offers secure, cloud-based storage and lets teams store collaborate in real-time using Word, Excel, and PowerPoint.

Learn about Microsoft OneDrive

Get Help

Questions or feedback about the migration process or your Stanford Box account? Submit a Help request to the Box migration team.