MS Teams Information Management Guidelines [unclassified]

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Hello
For you out there who are using MS Teams for chat, video/audio conferencing, online meetings and collaboration, do you have any information management guidelines you are willing to share. It is interesting to know if your guideline includes the following
  • Retention: What happens to the (1) video, voice calling history and (2) information and data collaborated on in MS Teams
  • Data sharing with external parties guideline
  • Co-authoring
  • File/document management: delete, download (from an EDRMS) and collaborate then upload, move files, open, copy, edit
Thanks in advance

Geraldine Aricheta
Records Architect – DKIM, Joint Defence Services
New Zealand Defence Force | Te Ope Kātua o Aotearoa


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Thank you Geraldine for posting. MS Teams is exactly the topic I logged in to post about this morning. I too am looking to see what others are doing. Also, if anyone has worked closely with their IT department on setup. I would be interested in any documentation you utilized or had shared with you.

Best,

Rosemary

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Rosemary Flynn, CA
Principal Librarian & Team Lead, Library & Information Services
Energy & Environmental Research Center
University of North Dakota
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All,

As a many-years practitioner in SharePoint (and Office 365), if you’re looking for a solid resource that you can go to for questions across the whole family of M365 offerings that is composed of other MS practitioners, I strongly recommend https://collab365.community.  And for Teams specifically, https://collab365.community/category/microsoft-teams/.  There’s no cost to join and Collab365 puts on regular virtual events (they’re having a special event on April 15th specifically targeted to these exact questions, although there is a modest cost to attend the virtual events) as well as providing the community discussion forums, a MicroJobs site, and more.

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Lorne,
Thanks for your response. Does the discussion on the Collab365 site include records management and retention of the messages, documents, etc. generated by or stored in Teams?
Joseph Coen, C. A.
Archivist
R. C. Diocese of Brooklyn
310 Prospect Park West
Brooklyn NY 11215
Tel.: ;718-965-7300 ext. 1001
Fax 718-965-7302
jcoen@…


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I’ve just started looking through the site that Lorne mentioned and have not found anything specific to records retention yet. I did find this from Microsoft: https://docs.microsoft.com/en-us/microsoftteams/retention-policies. There are some other blog posts, etc. that I am trying to sift through too.

Rosemary

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Rosemary Flynn, CA
Principal Librarian & Archivist
Team Lead, Library & Information Services
Energy & Environmental Research Center
University of North Dakota
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Rosemary,

Please reference the reply I just sent to Joseph.

Collab is not a replacement for AIIM, or ARMA for that matter.

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Joseph,

No.  The site is focused on the technology, governance, and those sorts of things.  But, as everyone that wants to leverage MS technologies as part of their solution to the current situation is asking questions regarding “how do we”, “is there a checklist”, “what about”, and so on, this is a good resource to be able to connect with both other organizations with similar questions (and certainly some with their versions of answers), as well as MS practitioners (like ME!), it can serve as a valuable resource.

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I appreciate your post. I am also looking for records and information management (RIM) guidance on this topic. Our IT staff fast tracked the deployment of MS Teams three weeks ago as we began working from home. Thus far, it has been rolled out to targeted groups, but the intent is to deploy it across our entire agency. As can be expected, they are focused on the technical side of this initiative, but my staff and I have been receiving inquiries about ​RIM requirements of using the tool. We’ve been scrambling to figure this out, so any additional guidance from knowledgeable practitioners would most certainly enhance our research efforts.

Regards,

Becky Shoemaker
Records Officer / Archivist
Metro Regional Government
Portland, OR

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Rebecca Shoemaker
Records Officer
Metro
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Hi there!

If you’re looking for Teams-specific guidance check out our documentation at: https://docs.microsoft.com/en-us/microsoftteams/retention-policies

If you’re looking for records management capabilities then our documentation (https://docs.microsoft.com/en-us/microsoft-365/compliance/records-management?view=o365-worldwide) or the presentation I gave at Ignite (https://myignite.techcommunity.microsoft.com/sessions/81459?source=sessions) would give you a good overview.

We continue to work on improving our Information Governance and Records Management capabilities so feedback is also always welcome through UserVoice: https://office365.uservoice.com/forums/289138-office-365-security-compliance?category_id=379531

Hope this gives you some resources for what you’re looking for!

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Roberto Yglesias
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