Dropbox for researchers

• University-managed storage for research data.
• Approved for use with public and internal research data (e.g. not for sensitive research data). Refer to the Data classification standard.
• Cloud storage with data stored in Sydney, Australia.
• Collaborative document editing and record keeping with Dropbox Paper.
• Accessible from multiple devices and any web browser.

To compare with other University storage options, go to Choosing data storage.

Research data storage is provisioned on a project-by-project basis in alignment with the University’s Research Data Management Policy. For each new research project, researchers should request a dedicated Dropbox for researchers team folder.

The request form is accessible to staff and doctoral candidates. To complete the request, you will need to provide:

• Project metadata, including title, abstract, end date, and field of research (FoR) code(s)
• Data classification (e.g. internal data) to meet ethics and security requirements
• Access requirements – details on who needs folder access.
• Estimated storage space

Masters students or external collaborators cannot request storage directly. A University principal investigator (PI) or supervisor must submit the request on their behalf.

You can transfer data to anyone via Dropbox using a simple drag-and-drop.

• Transfer up to 100GB of files per transfer.
• Track file transfers by sending a file request link.
• Add additional security with a password and expiry date.
• Approved for use with public and internal research data (not sensitive or restricted).

The Centre for eResearch (CeR) offers consultations to researchers who need assistance with transferring data within the University and between the University and external sites or repositories. Email: researchdata@auckland.ac.nz

Sharing files

• Researchers who have been granted access to a Dropbox team folder by the Centre for eResearch can share content with collaborators at any time.
• Only files/folders within the Dropbox team folder (folder with a building icon) can be shared with collaborators without counting against their storage quota.

For more guidance on sharing files and folders, visit Dropbox.

Data transfers

• How to create and send a transfer (Dropbox)

Install the Dropbox app and manage file syncing

• To sync files locally on your University computer, install the Dropbox app through the University's Software Center (Windows) or Self-Service (Mac).

Dropbox's help centre provides comprehensive guidance for syncing files and folders.

Link personal and work Dropbox accounts

For assistance linking two accounts (to transfer files between them), refer to Dropbox help.

Data recovery, retention and off-boarding

• Retention of previous versions and deleted files and documents in the University's Dropbox subscription is 180 days. If you accidentally delete files, these can be recovered within the 180-day window.
• The University will seek to close Dropbox team folders for projects that are no longer active. We will work with researchers to migrate, delete or archive data appropriately. This enables Dropbox licences to be reallocated and for research data to be archived securely.

Transfer document ownership

• How to transfer ownership of a Dropbox Paper document (Dropbox help centre)

Research Data Support Services
Email: researchdata@auckland.ac.nz