Customer

CS_Logo-BYUThe largest religious university in the United States

Brigham Young University is a private research university in Provo, Utah, United States. It is owned and operated by the Church of Jesus Christ of Latter-day Saints, and has the largest on-campus student population of any religious university in the United States.

Background

BYU needed to modernize their records management program.

Howard Loos is the Records and Information Manager at BYU and is responsible for handling the daily and historical records at the university. BYU had accumulated millions of records that were not able to be practically or effectively managed. Howard knew the university needed a new strategy to address this challenge. With a modernized records management program and better tools for information management, they would improve records management compliance across the organization.

“I knew what you could do with SharePoint, and it would be very difficult and tedious to be able to manage the rules if I managed them directly into SharePoint. This is where Gimmal’s solution came in.”


– Howard Loos, Records and Information Manager, Brigham Young University

Challenges

  • An inefficient “paper-based” approach to managing records required manual classification by users
  • Concerns about compliance risks due to large quantities of unmanaged information
  • High costs related to finding, managing and storing growing quantities of unmanaged records

Results

  • Legally defensible management of electronic and physical records including legal holds
  • Easy to use rules and automated governance eliminated end user tagging and classification
  • Automated destruction of records with approval processes

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