To comply with records retention requirements, chat history in Microsoft 365 (M365) Teams will be retained for a period of two years. Chat history, including links to files and associated content, older than two years will be deleted from the system.
Teams Chat refers to the free form chat between individuals and groups within Academic M365 Teams. This does not include Posts connected to a specific Teams Channel.
Teams Chat is commonly used for limited communications, check-ins, arranging meetings or other messages of a limited scope between small groups or individuals.
Retention Requirements
Teams Chats are University Records (under Policy IRM-017) and subject to FOIA. As such, the University must comply with retention requirements under the Virginia Public Records Act.
Retention and automated deletion of Teams Chat in the Academic M365 will follow this records series:
Record Schedule/Series Number: 101-012018
Record Series Name: Correspondence (All Employees)
Record Series Description: Correspondence of all employees not listed in another “Correspondence" series within the UVA Schedules. This series includes email, instant messaging, and Teams chat.
Disposition Description: Destroy after 2 years.
Files
Documents shared from OneDrive, Teams Channels, and SharePoint will not be deleted from their source, but the link (shortcut) provided in the Chat Files folder will be deleted.
Documents uploaded directly to the Teams Chat Files will be deleted.
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