Over the next few months, UNCG will be migrating all data from Box.com and Google Drive into the new M365 environment. In order to maintain compliance, security, and integrity of research data during this transition, you must tag your Research data in Box and Google Drive before the migration.
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M365 Storage Migration: Research Storage
Research data in Google Drive and Box must be tagged, so it can move to an appropriate data storage location following the migration to M365. To be tagged, research data must be moved to an ITS-created Box folder or Google Shared Drive by October 31, 2023.
Why am I Doing this?
Research data is a special type of data that may have different storage and retention requirements than standard academic or administrative data. In many cases, research data are governed by a data use agreement (DUA) and/or policies (e.g., protection of human subjects) that specify how the data should be stored, the security requirements for the data, and how long the data should be kept (commonly referred as retention).
In both Google Drive and Box, there is no technical difference between research data and data for academic or administrative use. All these data exist with the same technical rules. Once data have been moved to M365, different rules can be applied to different types of data in order to meet the special requirements of research data. To make sure that data are properly tagged as research data that need to be moved into new service offerings in M365 for research data, the data should be separated out while still in Google or Box.
What do I need to do?
Data must be tagged to be properly migrated to the appropriate storage service within M365. To tag data in Box, these data must be moved into an ITS Created Folder. In Google it must be moved into a Shared Drive with a specific naming convention. This is to give the data migration tool a different destination for research data other than your individual OneDrive storage space or your department’s general storage space.
You as the research data owner will still maintain control of the data throughout this process.
When do I need to have this done by?
The deadline to tag Reseach data in Google and Box is October 31st, 2023.
Which data are considered Research Data for this migration?
Any data that is for a UNCG research endeavor needs to be tagged, regardless of the security rules or data security classification around that data. If you need help identifying research data, click here to view the Research storage migration FAQ.
I have more questions, where can I get help?
You can view an FAQ related to the Research storage migration here. If you still need assistance, please contact 6tech@uncg.edu.
How to Tag Data – Box
ITS will create a Box top-level folder to transfer your research data into. To start this process, please email 6TECH@uncg.edu with the following information (feel free to copy/paste), replacing the “MyResearch” text with the name of your research project:
Subject: Box Local Account for Research
Body: Please create a Box local account for my research effort. The name of my research is “MyResearch”. This is for the M365 storage migration.
ITS will create a local account and folder within Box with the format of “research-MyResearch” and let you know when these items are ready. This is the folder you will use later.
Once the folder is created, follow these steps to transfer data into that folder.
1. Login to the Box website at https://box.uncg.edu.
2. Locate the folder that needs to be transferred.
3. Click the more options menu (the three dots). Then click Move or Copy.
4. In the search box, type in the Box folder provided by ITS (research-MyResearch). Select the folder. It opens to an empty folder or shows contents of folders you have already moved.
5. Click Move.
Do not click Copy, as that will just create a copy of the data.
The folder you selected will now transfer to the ITS created folder and is ready for migration to M365. No file contents have been changed and any sharing settings will be retained. It could take some time for the transfer to finish if there is a large amount of data.
How to Tag Data – Google Drive
Research data needs to be moved to a Google Shared Drive in order for it to be properly tagged before migration to M365. To move the data to a Shared Drive, follow these instructions.
1. Open https://drive.uncg.edu in your web browser and login if required.
2. Select Shared drives in the left menu
3. Click + New in the upper-left corner.
4. In the New shared drive prompt, name your Shared Drive “research-<MyResearch>” changing the “<MyResearch>” text to the name of your research project. It is very important to use this naming format, including the research- prefix.
5. Click Create.
6. Click My Drive in the left pane.
7. Find the folder that contains your research data and click the More actions button (the three vertical dots).
8. Click Organize, then Move.
9. Select Shared Drives.
10. Find the shared drive you created in step 4 and click Move.
The folder will now transfer to the Shared Drive and is tagged for migration to M365. No file contents have been changed and any sharing settings will be retained. It could take some time for the transfer to finish if there is a large amount of data.
