Last Updated: May 11, 2018
|Description & Purpose||
The scope of this document covers content generated while using all features within Teams, including:
All users are required to read and adhere to the following University policies and guidelines:
|Eligibility||Anyone with a U of G Office 365 account can set up Teams. External users may be granted access to be on a Team.|
|Roles & Responsibilities||
For all intents and purposes in this document:
CCS is responsible for:
CCS is NOT responsible for:
Team Owners are responsible for:
Team Members are responsible for:
|Data Retention & Removal||
To ensure security and good governance, Team owners must regularly review their Teams to ensure: adherence with U of G Data Classification Guidelines; there are no stale or inactive data; and that user access is still relevant. Data management and review is an important concept from storage, security and legal perspectives. If data is never purged, it accumulates, which can be costly in terms of storage, but may also have potential legal ramifications.
While the University does not have a campus-wide data retention policy, each Team owner must determine how long to keep the Team's data, and where applicable, when to delete the Teams and or data. This helps to reduce redundant, outdated and trivial (ROT) content.
Teams will be removed under the following scenarios:
*Before a Team is deleted due to inactivity, the following process will occur:
In order for CCS to offer a self-service model (rather than users submitting requests), users will have discretion over selecting Team names. Therefore, users must carefully select meaningful names for Teams. Specifically, users must NOT use generic names or names that have priority by other departments (e.g. HR, payroll, finance, accounts payable, etc.). Disregarding this rule may result in loss of content. Therefore, please choose Team names with care.
Any conflict between users/departments with respect to Team names should be escalated to respective department heads to resolve. If the dispute cannot be resolved between users/departments, the CIO will have final decision-making authority. If you are uncertain about your Team name, please contact CCS before creating it. It is strongly recommended that staff and faculty prefix their Team names with their department (e.g. CCS-HR, CCS-Vacation, CCS-Payroll).
The University’s licensing agreement with Microsoft for Office365 offers 25TB quota for Teams, SharePoint Online and Project Online for the entire institution. To strike a balance between distributing quota effectively and equitably while empowering departments to develop solutions to meet their specific needs, CCS will closely monitor usage and institute a ‘soft’ quota of 500GB for each SharePoint site collection, Team Site and Project PWA.
If a site collection, Team site or PWA exceeds 450GB, CCS will notify the owner that they are approaching their limit. Depending on available storage, owners may need to purchase additional storage at Microsoft’s current rate ($3/GB/year as of November 2017). CCS will work with owners if this situation arises.
|eDiscovery||Electronic discovery or eDiscovery in Office 365 is used to make content stored within Office 365 searchable, such as Teams and SharePoint sites. While the data stored within Teams are private, and only accessible to authorized users, users should be aware that data found through eDiscovery can be used in legal cases as evidence. Please visit Microsoft for more information on how eDiscovery is applicable to Teams.|
|Backups & Restores||In cases where a Team has been deleted and needs to be recovered, the only option is for CCS to submit a request to Microsoft. Request to the CCS Help Centre must be submitted within 25 calendar days of deletion.|
|Third-party App Requests||Requests for new third-party apps must be submitted to the CCS Help Centre along with a justification for the request. CCS will review the request to ensure it meets security policies, and determine if there are any unintended impacts to the service or other users. Additional dialogue may be required if there are associated costs and support requirements.|
Visit U of G's Teams service catalog for more information.