University of Wisconsin–Madison

Box Evaluation Project

Box, one of UW–Madison’s enterprise cloud-storage vendors, recently notified us that the university will no longer have unlimited file storage at our current annual spend. In response, we assembled the Box Evaluation Task Force charged with focusing on short-term and long-term strategies to reduce the campus storage footprint in Box and contain costs to address the contract changes.

Our findings and Box Evaluation Project summary.

Project task force

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Executive sponsors


Project Lead

Dawn Karls, Service Manager DoIT User Services

Advisory Group

  • Shawn Green, Information Technology Committee
  • Robin Fisher, Information Technology Committee
  • John Parrish, Teaching and Learning Technology Advisory Group
  • Torrin Bechtel, Associated Students of Madison
  • Bill Tishler, Academic Staff Executive Committee
  • Erik Geiger, University Staff Shared Governance
  • Todd Shechter, Chief Technology Officer
  • James Walker, Research Technology Advisory Group

Working Group

  • Jeannine Bos, Productivity & Collaborative Solutions, DoIT
  • Kevin Breese, AIMS, Wisconsin Union
  • Shawn Cannon, Productivity & Collaborative Solutions, DoIT
  • Christina Gomez, Productivity & Collaborative Solutions, DoIT
  • Bethany Gordy, Academic Technology, DoIT
  • Lisa Jansen, Learning Support Services, L&S
  • Robert Kohlhepp, CAE, College of Engineering
  • Jeff Korab, Administration, SMPH
  • Tobin Magle, Research Cyberinfrastructure, Office of CIO
  • Ben Pommerening, Departmental Support, DoIT
  • Tyler Schultz, IT Shared Services, SMPH
  • Stefan Wahe, Administrative Computing, CALS


Project timeline

High-Level Milestones

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• Establish task force membership

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• Campus Listening Sessions
• Interviews with top Box users
• Surveys and analysis 

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• Advisory Group sponsor presentation
• Create a campus communication plan for approved next steps

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• Begin implementation of approved action steps
• Conduct ongoing assessment of progress towards desired future state

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• Implement storage quotas

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• Finalize 3 year contract with Box
• Launch Phase 2 (Box Storage Reduction Project)


Feedback loop

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If you have questions about the Box Evaluation Project, let us know. We’d love to hear from you.

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