University Records & Information Management

Electronic Records

Electronic records created in the course of BYU business are often stored in various locations, such as Dropbox, SharePoint, Google Drive, Box, email, removable media (like DVDs, CDs and thumb drives), department file shares (shared drives) and hard drives (internal and external). Electronic records contain evidence of business decisions and transactions and are subject to the same retention and disposition requirements as their paper counterparts.

Electronic records should be stored in a secure location that is backed up on a regular basis. Over time, electronic records can become unreadable due to hardware failure, file deterioration, and format and media obsolescence. Special precautions should be taken to preserve electronic records that need to be kept longer than 10 years.

Box and SharePoint are the only recommended repositories for storing department electronic records, as they can be configured to manage retention, disposition, and long-term storage.