Case Study: Brigham Young University achieves automated, legally defensible records management with Gimmal Records Management

Brigham Young University Modernizes Records Management Through Automation

Brigham Young University, the largest religious university in the U.S. with about 33,000 students, was burdened by a paper-based records environment and millions of unmanaged records that required manual classification, exposed the university to compliance risk, and drove up find/manage/store costs. To modernize SharePoint retention and governance, BYU evaluated third-party solutions and selected Gimmal, deploying Gimmal Records Management to address these challenges.

Gimmal implemented Gimmal Records Management to apply automated rules and governance across SharePoint, manage records in-place, enforce legal holds, transfer historical records to a digital preservation system, and streamline approved destruction—eliminating end-user tagging. The solution was quickly adopted (62 of 400 departments in 2016), enabled centralized policy control, defensible disposal, lower compliance and storage risk, and simplified administration for BYU’s small records team.

Brigham Young University

Howard Loos

Records and Information Manager