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Baylor University
College of Arts & Sciences
  • About
    • A Message from the Dean
    • Arts & Sciences Strategic Plan
      • Introduction
      • Pillar 1 - The Christian Educational Environment
      • Appendix
      • Financial Model
      • Pillar 2 - Transformational Undergraduate Education
      • Pillar 3 - Research
      • Pillar 4 - Human Performance in the Arts
      • Pillar 5 - Fostering Diversity and Belonging
      • Signature Academic Initiatives
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    • History of the College
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      • Arts & Sciences Curriculum Committee
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      • Creative Arts Experience Committee
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    • Dean's Office Contacts
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      • D&B in the Curriculum
      • D&B in Faculty & Staff
      • D&B in Research
      • Student Support for D&B
      • Opportunities for D&B Engagement
    • Giving to Arts & Sciences
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      • Majors in Arts & Sciences
      • Registering for Classes
      • Scholarships
      • Self-Paced Online Courses
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      • Student Life and Activities
      • Various Additional Academic Resources
      • Wintermester
      • Writing Center
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    • A&S Graduate Programs
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      • EHS Course Descriptions
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      • Technology Procurement
      • BOX - Perpetual Access
      • Data Backup
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Baylor BU College of Arts & Sciences Faculty and Staff Arts & Sciences Technology BOX - Perpetual Access
  • General Information
  • Academic Resources
  • Arts & Sciences Core Curriculum
  • Arts & Sciences Technology
    • Technology Procurement
    • BOX - Perpetual Access
    • Data Backup
  • Faculty/Staff FAQs
  • Interdisciplinary Programs

BOX - Perpetual Access

When an employee leaves Baylor, ALL Files/Folder OWNED by their account go away on their last day. All collaborators, including Co-Owners, also LOSE ACCESS.  To regain access to business data, email the Helpdesk with the previous owner and folder name, if known; if not, describe the contents.


Best Practices:

  • If you work in a folder having an individual Owner, ask them to transfer the Ownership to a resource account. 
  • When you create a folder that should remain after you leave, make a resource account the folder owner

(A resource account is owned and managed by ITS; they are typically named for the group, such as English_Box or History_Box. If you do not see one for your unit, ask the HelpDesk to create one.)

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

  1. Create/Open the BOX folder
  2. Elevate an existing Collaborator to Co-owner (so they can elevate you to co-owner after the transition)
  3. Add a new collaborator (Editor) using your “department resource account” (chemistry_box) (history_box) (arts_sciences_box) (etc)
  4. 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; it is a good practice to have a Co-Owner in the folder. 

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 08-25-23
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
      • Introduction
      • Pillar 1 - The Christian Educational Environment
      • Appendix
      • Financial Model
      • Pillar 2 - Transformational Undergraduate Education
      • Pillar 3 - Research
      • Pillar 4 - Human Performance in the Arts
      • Pillar 5 - Fostering Diversity and Belonging
      • Signature Academic Initiatives
        Back
        • Health
        • Materials Science
        • Human Flourishing, Leadership and Ethics
        • Baylor in Latin America
        • Data Sciences
    • 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 and Belonging
      Back
      • D&B in the Curriculum
      • D&B in Faculty & Staff
      • D&B in Research
      • Student Support for D&B
      • Opportunities for D&B Engagement
    • 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 Medical Track
    • Baylor Prehealth Programs
    • Environmental Health Science
      Back
      • EHS Course Descriptions
      • EHS Faculty
    • Hillis Scholars Program
    • Medical Humanities
    • Science Research Fellows
    • 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
      • Faculty and Staff Directory
    • Academic Resources
      Back
      • Online Teaching Resources
      • Women's Faculty Writing Program
    • Arts & Sciences Core Curriculum
    • Arts & Sciences Technology
      Back
      • Technology Procurement
      • BOX - Perpetual Access
      • Data Backup
    • Faculty/Staff FAQs
    • Interdisciplinary Programs
  • Research
    Back
    • A&S Research News
    • Research Resources
      Back
      • A&S Research Leaves, Summer Research and Teaching Innovation Awards, and Grants
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