"Attach to email" is a frequently used method of sharing files with others, but it has several problems.

• Cannot be undone if misdirected
• The sender cannot know that information is being spread even if the recipient has forwarded it
• It is impossible to know who has viewed/downloaded the attached file
• Attaching large files can cause sending to fail or overload the recipient

JAIST recommends using "J-Storage Box" for file sharing.

• Using the "invite collaborators" feature for individuals prevents them from sharing with people they are not supposed to
• Provide "no download" permissions at the time of invitation to limit the spread of the file by collaborators.
• Update/delete files after sharing
• Set expiration dates and passwords for shared links
• View file activity if shared by invitation or campus-only link
• No file size limit for shared folders

Please do not use email attachments unless necessary.

Box's shared folders are divided into four categories, from 1 to 4. The lower the number, the lower the security risk.
(Security risk: 1.private < 2.internal < 3.invitable < 4.linkable)

The higher the number, the greater the security risk, but the wider the range of files that can be shared.
Consider the scope of what you want to share, select a folder with the lowest number possible, and set the permissions and time period as narrowly as possible.

Pattern A: Sharing within the same section

Pattern B: JAIST members authorized to use the Box

Pattern C: People who have a non-JAIST Box account (e.g., other Box-using organizations)

Pattern D: People who do not have/cannot create a Box account

If the sharing method is specified by the sharing partner

When sharing files with other universities, the other party may have subscribed to an online storage service with features similar to Box. If you are instructed to share files through the online storage service that the other party has subscribed to, you may follow their instructions.

Sharing between administrative staff

To share files between administrative staff, please use the "Office Shared Folder," which only administrative staff can access.

If you must use an email attachment

If you must share a file as an e-mail attachment, please encrypt the file before attaching it to the e-mail.

• Word：　Protect a document with a password
• Excel：　Protect an Excel file

• Administrative staff A wants to share a file with faculty member B (Pattern B: JAIST member)
  
  1. Place the file under the shared folder (XX section-2.internal) of XX section to which administrative staff A belongs.
  2. Invite faculty member B to be the "viewer" collaborator on the file
     * "Viewer" is an authorization to view and download files.
     
     
• Administrative staff A wants to share a file with another university staff C (Pattern C: outside JAIST)
  
  1. Place the file under the shared folder (XX section-3.invitable) of XX section to which administrative staff A belongs.
  2. Invite another university staff C to be the "viewer" collaborator on the file
     
     
• Administrative staff A wants to share a PDF file with faculty member D that should not be downloaded (Pattern B: JAIST member)
  
  1. Place the file under the shared folder (XX section-2.internal) of XX section to which administrative staff A belongs.
  2. Enable "watermarking" for that PDF file
  3. Invite faculty D to be "previewer" collaborator on file
     *"Previewer" is an authority that allows viewing but not downloading.
     * If a screenshot is taken, the date and time of the view and the faculty member D's email address will be watermarked.
     
     
• Administrative staff A wants to share a file with another section's administrative staff E (Pattern: Other Sharing among administrative staff)
  
  1. Place the file in the office shared folder and tell staff member E the path to the file.
     
     
• Administrative staff A wants to receive a file from student F regarding a travel expense application (Pattern: Other).
  
  1. Create a folder "For Travel Expense Application Receipt" under the shared folder (XX section-1.priovate) of the section to which Administrative Staff A belongs.
  2. Create a URL for file upload using the "File Request" function in the "For Travel Expense Application Receipt" folder.
  3. Tell student F the URL for file upload
     * No need to set up folder sharing
     * Files uploaded by Student F can be accessed by all members of the section
     
     
• Section XX, to which administrative staff A belongs, frequently exchanged files with vendor G for the introduction of a certain system (Pattern C: outside JAIST).
  
  1. Create a folder "for sharing between JAISTXX section and vendor G" under the shared folder "XX section-3.invitable" of the section.
  2. Invite the email address of the person in charge of the vendor G as an "editor" collaborator in the "for sharing between JAISTXX section and vendor G" folder.
  3. Tell the person in charge of vendor G the following:
     - The folder invitation has been sent to your e-mail address.
     - If you do not have a box account, please create a free account.
     - Share files via this folder "for sharing between JAISTXX section and vendor G" from then on.