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Rencore monitors Box across 26 governance policies, 12 reports, and 11 inventories, detecting open shared links, external collaboration risks, and retention violations automatically.

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Definition

Rencore Box governance is a set of 26 policies, 12 reports, 11 segments, and 11 inventories that continuously audit Box for external sharing violations, retention policy gaps, and user lifecycle issues. It detects shared links open to anyone on the internet, folders with unrestricted external collaboration, expired shared links still active, and users deactivated in Entra ID who retain Box access.

See Box in Rencore

Step 1 of 4

65 governance capabilities: 11 inventories · 26 policies · 12 reports · 11 segments · 4 automations

Why govern Box with Rencore

Stop external oversharing

Detect shared links open to anyone, folders allowing external collaboration without restriction, and shared links missing password protection or expiration dates. Prioritize by content sensitivity and exposure level.

Enforce retention and legal holds

Find folders missing retention policies, files outside legal hold scope that should be preserved, and retention assignments that conflict with business requirements.

Manage user lifecycle

Identify Box users deactivated in Entra ID who still have active access, external collaborators without business justification, and app authorizations granted to unvetted third-party applications.

Track content and collaboration

Reports show sharing trends, most-accessed folders, collaboration patterns, and storage consumption. Segment users by department, role, and activity level.

What Rencore discovers

Rencore automatically inventories these Box object types.

Box Enterprise
Top-level Box enterprise; root container for users, groups, folders, files, retention, and legal holds.
Box User
Individual Box managed user account.
Box Admin Role Assignment
Admin or co-admin role assignment derived from the Box user role property.
Box Group
Box collaboration group used to grant folder access to a set of users.
Box Folder
A folder in Box, including the All Files root and shared folders.
Box File
An individual file stored in Box.
Box inventory card in Rencore

How Box governance works in Rencore

Rencore connects to Box via the Box API and inventories folders, files, shared links, collaborations, users, groups, app authorizations, retention policies, and legal holds. It links Box users to M365 users by login email, enabling cross-platform identity governance. Policies run on every scan cycle and flag violations with severity and recommended actions.

The multi-platform content governance challenge

Organizations using Box alongside SharePoint and OneDrive face fragmented sharing controls. A file shared openly on Box is invisible to Microsoft Purview. Rencore brings Box content governance into the same dashboard as your M365 governance, applying consistent oversharing detection across both platforms.

Who uses Box governance

IT administrators use it to maintain clean sharing hygiene across Box instances. CISOs rely on external access policies to detect data exposure risks. Heads of IT use the reports to compare sharing patterns between Box and Microsoft 365 content platforms.

Getting started

Provide Rencore with Box API credentials (OAuth 2.0 or JWT). All 26 policies activate on first scan, covering files, folders, shared links, and users. Rencore automatically links Box users to Entra ID for cross-platform identity governance.

Policies

26 governance rules that detect violations and risks.

Box policies card in Rencore
Shared link is open to anyone
Open shared links are reachable by any internet user, raising the likelihood that a weakness in the shared content is exploited.
High External Access
File reachable via open shared link
Files exposed by an open (public) shared link are reachable by anyone with the URL, raising the likelihood of exploitation.
High External Access
Folder reachable via open shared link
Folders exposed by an open (public) shared link are reachable by anyone with the URL, raising the likelihood of exploitation.
High External Access
Shared link open to anyone
Detects Box shared links with access set to 'open' (any internet user).
High External Access
Folder allows external collaboration
Detects folders that have collaborations and are not restricted to the enterprise.
High External Access
Inactive user still owns content
Detects inactive users with non-zero storage used (still owning files).
High Security

Need a rule that isn't listed? Rencore's Policy Builder lets you create custom policies tailored to your organization.

Reports

12 analytics views and dashboards.

Open Box shared links over time
Count of new open shared links per month over the last 12 months.
Line Chart · External Access
Box failed logins per week
Count of failed-login events per week over the last 4 weeks.
Bar Chart · Security
Box files by parent folder (top 10)
Top 10 parent folders by file count.
Bar Chart · Uncategorized
Box users by role
Distribution of Box users across admin, co-admin and user roles.
Donut Chart · Operation
Box users by status
Distribution of Box users by account status (active, inactive, cannot delete externally managed).
Donut Chart · Operation
Top Box users by storage used
Top 10 active Box users ranked by storage consumed.
Bar Chart · Costs
Box reports card in Rencore

Automations

4 automated remediation workflows.

Disable Open Shared Link
Removes the shared link from a Box item after approval.
Trash Inactive Folder
Moves an inactive Box folder to the trash after approval.
Revoke App Authorization
Revokes a custom Box app authorization after approval.
Roll off Inactive User
Marks a Box user inactive after approval.

Segments

11 data groupings for targeted filtering.

Open Box shared linksFolders with external collaborationsInactive Box usersCo-admin Box usersTrashed Box filesFolders without retention policyActive legal holdsBox users without 2-step verificationStale Box app authorizations (>180 days)Large Box files (> 1 GB)High-storage Box users (> 90%)

Frequently asked questions

What governance areas does Rencore cover?
Rencore covers six governance pillars: visibility and inventory across all Microsoft 365 services, ready-to-go policies with over 100 pre-built governance checks, compliance and audit evidence collection for regulatory requirements, extensibility and customization through custom policies and automations, cross-department collaboration with shared dashboards and role-based access, and AI and Copilot readiness to prepare tenants for secure AI adoption.
What is Rencore governance?
Rencore governance is a SaaS platform that continuously monitors your Microsoft 365 tenant for policy violations, configuration drift, and security risks across SharePoint, Teams, Power Platform, Copilot, and AI Agents. It automates compliance evidence collection, surfaces oversharing and sprawl, and provides actionable remediation workflows, reducing manual audit effort by up to 80%.
How do Rencore policies work?
Rencore ships with hundreds of pre-built policies that detect governance violations across every connector, oversharing, sprawl, cost overruns, security risks, and compliance gaps. Policies run on a continuous schedule, evaluate each discovered object against configurable rules, and flag violations with severity (High, Medium, Low), category, and a recommended action.

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