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Baylor BU College of Arts & Sciences Faculty and Staff Arts & Sciences Technology BOX - Perpetual Access
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BOX - Perpetual Access

When an employee leaves Baylor, ACCESS to ALL BOX Folders they OWNED goes away. All collaborators LOSE ACCESS after the owner's last day - even co-owners. To regain access to business data, email the Helpdesk.


Best Practice:

  • Perpetual work-related BOX Folders should have a "Department Owner" - not an individual employee; If you work in folders with a human Owner, ask the Owner to transfer Ownership to a resource account and when you create a folder that should remain after you leave, change the Owner to a resource account after creation
  • If you do not see a Box Account for your department, request one! Go to helpdesk.baylor.edu > Click the blue Service Catalog button > Click the "Box Shared Folder" tile > Submit (we recommend the title be a one- or two-word department _box name; like Statistics_Box or Politcal_Science_Box)
  • A resource account does not retire! 

How to make a resource account the Owner of a BOX folder:

  1. Have the Owner open the BOX folder
  2. If a Co-Owner does not exist, elevate an existing Collaborator to Co-owner (so they may elevate others to co-owner)
  3. Add a new collaborator (Editor) using your “department resource account” (chemistry_box) (history_box) (arts_sciences_box) (etc)
  4. The current Owner may now transfer ownership to the resource account
    • Open Collaborators for the folder
    • Click the 3 dot ellipsis next to the resource account
    • Assign "Owner" to the resource account; it becomes the folder “Owner” and you become an Editor; ask another Co-Owner to elevate your account to Co-Owner (if desired)

NOTE: Co-Owners may do almost everything an Owner can do; they cannot MOVE the parent folder nor perform certain minor folder settings rarely needed (add private collaborators; restrict collaborators; restrict commenting; restrict shared-link access). Most folders do not need this; a best practice is to have a Co-Owner in the parent folder to denote who "manages" the folder.

Let us know if you have questions or if we need to improve this message. 

Folders with ongoing business data should be owned by a resource account, not an individual account. Perpetual ownership is the key to perpetual access.


Related: See the Box FAQ for how to transfer your personal data prior to departure.


Sample image of a Resource Account Owner with Co-owner and Editors:

A&S Tech Box

Arts & Sciences Technology 
Created 06-15-22 due to increasing confusion when folks leave; updated 4-24-2025
If not clear, email astc @ baylor.edu to help us make this better. 

College of Arts & Sciences

Burleson Hall

One Bear Place #97344
Waco, TX 76798-7344

(254)710-3361
Baylor BU College of Arts & Sciences Faculty and Staff Arts & Sciences Technology BOX - Perpetual Access
  • About
    Back
    • A Message from the Dean
    • Arts & Sciences Strategic Plan
      Back
      • Foundational Pillars
      • Strategic Projects
      • The Planning Process
    • Arts & Sciences Magazine
    • History of the College
    • Arts & Sciences Committees
      Back
      • Arts & Sciences Core Curriculum Advisory Committee
      • Arts & Sciences Curriculum Committee
      • Arts & Sciences Faculty Award Nominations Committee
      • Creative Arts Experience Committee
    • Arts & Sciences News
    • Board of Advocates
    • Centers and Institutes
    • Dean's Office Contacts
    • Diversity in Arts & Sciences
    • Giving to Arts & Sciences
    • Graduate Programs in A&S
    • Humanities, Fine Arts & Social Sciences
    • Majors & Minors in Arts & Sciences
    • Mission and Values
    • Sciences and Academic Programs
    • Upcoming A&S Events
  • Undergraduate Students
    Back
    • Current Students
      Back
      • Advisement in Arts & Sciences
      • Arts & Sciences Core Curriculum
      • Attendance Policy
      • Christian Identity
      • Contact Information
      • Engaged Learning Opportunities
      • Graduation and Commencement
        Back
        • Graduation FAQs
      • Majors in Arts & Sciences
      • Registering for Classes
      • Scholarships
      • Self-Paced Online Courses
      • Special Academic Programs
      • Student Life and Activities
      • Various Additional Academic Resources
      • Wintermester
      • Writing Center
    • Prospective Students
      Back
      • Schedule a Campus Visit
      • Undergraduate Admissions
  • Graduate Students
    Back
    • A&S Graduate Programs
    • Graduate Admissions
  • Core Curriculum
  • Health Education
    Back
    • Baylor Prehealth Programs
    • Environmental Health Science
      Back
      • EHS Course Descriptions
      • EHS Faculty
    • Hillis Scholars Program
    • Medical Humanities
    • Science and Health Living & Learning Center
    • Tropical Medicine
  • Faculty and Staff
    Back
    • General Information
      Back
      • Academic Centers and Institutes
      • Academic Departments and Programs
      • Arts & Sciences Committees
      • Emeritus A&S Faculty
      • Faculty and Staff Directory
    • Academic Resources
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      • Online Teaching Resources
      • Women's Faculty Writing Program
    • Arts & Sciences Core Curriculum
    • Arts & Sciences Technology
      Back
      • Technology Procurement
      • BOX - Perpetual Access
      • Data Backup
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