Box is an enterprise solution for storing, managing, and sharing documents. If you have documents that meet the archive requirements, Box can be used to build your digital document archive.
Why should I use Box to archive my digital documents?
Box offers:
- Granular access control, public sharing, and version control
- Tags and custom metadata
- Google Workspace, Windows, Adobe and Docusign integrations
- Usage analytics
Before you begin, review the Box Quota FAQ and Box Account Lifecycle.
Tip: Use a SPA to create your Box account, and then provide access to team members. This allows for up to 500 GB of storage space (with the option to request more) and ensures that your Box account is not tied to a single person.
How should I set up my archive in Box?
Archived content is required to be clearly labeled as 'archive'. There is flexibility in how this is implemented.
Identify individual archived files. Use identifiers in file names so it’s clear which files have been archived.
Examples:
- [Document name] - archived.pdf
- [Archived] - Document name.pdf
Build archive folders. Add all archived digital documents to this single folder that is clearly labeled as 'archive'.
In this example, the archived folder has been clearly labeled as archive with the label “Example Dept ARCHIVE folder”. This content is separate from the non-archived, accessible content stored in the “Example Dept ACCESSIBLE folder”.
Frequently asked questions
Am I required to store archived content in Box?
No. Box is just one repository available that can be use to build your archive.
What if I remediate an inaccessible, archived document in Box?
If you remediate an inaccessible, archived document in Box, we recommend you update your metadata and tags to show users that the file meets WCAG 2.1 AA.
The Box service page says it shouldn’t be used for archiving. Why is it being recommended?
Definitions of 'archiving' vary. As long as your documents are periodically accessed, this is not considered the 'deep storage' archiving that is prohibited by Box.
Should we use Box to save our historical archives?
Box is not the best solution for historical archives because it doesn’t protect documents from digital decay or file obsolescence. Contact the library’s digital preservation team for additional support.