On Dec. 31, 2021, UFV will implement a 180-day retention schedule to the Chat function within MS Teams. This means Chat messages dated older than July 4, 2021 will be automatically deleted on Dec. 31 and every day thereafter as a chat message turns 180-days old.
This new process does not impact messages or conversations within an official MS Teams channel, course channel, department channel, project channel or records (links, photos, files) within these channels. To see the difference between a MS Chat and a MS Teams channel please see this FAQ.
What will be deleted?
- One-to-one messages in Chat aged 180 days or older
- Group messages in Chat aged 180 days or older
- One-to-one chat messages sent in meetings over 180 days old
- All records and files in the messages noted above
The new process does not automatically delete an entire chat, only the messages within a chat that are 180 days old.
What do I need to do?
As automatic deletion will occur on an ongoing basis for messages over 180 days old, if you need to retain records and information that are not part of an official Teams channel as detailed above, you will need to move these files from Chat and to a more appropriate and lasting digital storage location. If you need more information on managing chats please see this list of guidelines.
For a list of FAQs and more information on this Teams change please visit the Secretariat’s MS Teams messaging page.
Why is this change happening?
This change will increase data security, reduce data breach risk, maximize storage space, and support information privacy and Freedom of Information (FOI) requests. It will help MS Teams comply with UFV’s transitory records schedule. As MS Teams is not a record keeping system, this helps ensure official university records are stored in an appropriate system such as an area’s shared drive and can be retrieved should the need arise.
If you have further questions, please contact Jennifer MacDonald, Manager of Record and Information Management.
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