Box Data Retention FAQ

This article provides answers to frequently asked questions regarding Box Data Retention at Idaho State University (ISU).

Q: What is the purpose of retention policies?

• Retention policies ensure that content stored in Box is managed in a compliant manner and meets the standards required to support business operations at ISU.

Q: Why are retention policies important for ISU?

• Retention policies help reduce liability by disposing of content that is no longer needed, improving operational efficiency, reducing the risk of fines or reputation damage due to improper retention, and lowering costs associated with legal discovery.

Q: How can I tell if a folder has an active retention policy?

• Within a folder, you can view active retention policies, including retention periods and allowed actions, in the right-hand panel in a folder-list view.
• Details > Policies

Q: What happens when I upload new content to a folder with an active retention policy?

• Any file uploaded into a folder with a retention policy automatically inherits that policy starting from the upload date. For example, uploading a file to a folder with a 7-year retention period will apply a 7-year retention to that file.

Q: Can I still work on files in a folder with an active retention policy?

• Yes. You can edit files as usual. Each new version is treated as a separate document with its own retention period beginning on the edit date.

Q: What happens if I try to delete a file under retention?

• Files under retention cannot be permanently deleted but may be moved to another folder or to the Trash. If placed in the Trash, the file remains there until its retention period ends, after which it will either auto-delete (if configured to do so) or follow standard Trash auto-delete settings.

Q: What if I move a file from a folder with a longer retention period to one with a shorter period?

• The longer retention period always applies. The file will keep the original, longer policy.

Q: What if I move a file from a folder with a shorter retention period to one with a longer period?

• The file will inherit the longer retention period of the new folder.

Q: What if I’m notified a file or folder is set to expire but I need more time?

• Folder owners or co-owners may be able to extend the deletion date. If a file or folder needs to be retained longer, contact the Box primary admin at ISU.