Information management in Microsoft Teams

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Microsoft Teams is a service that saves its data to Microsoft's 365 cloud. That's why we describe here what you need to consider when using Teams.

It is worth knowing that when individuals who are not university employees are invited into Teams, the content automatically becomes official (allmän handling) and can be given to anyone upon request. Official documents can be either public or secret. It is the “owner” of the Team who is responsible for ensuring that the information is managed correctly. The following will help you with the management of information. 

Internal working material (Team with members from Dalarna University)

Teams is a good place for employees to share internal working material. 

When the working material is complete and qualifies as an official document, it must be filed (diariet) or entered into a system belonging to the university.  

Do not use Teams as a final storage place/archive for information. 

External working material (Teams with members from Dalarna University and members who are not Dalarna University employees: e.g., in research and collaboration)

When external members are invited into Teams, the team content is automatically official and upon request it can be shared after a confidentiality check.  

It is a place for working material. When the working material is complete and qualifies as an official document, it must be filed (diariet) or entered into a university system.  

Do not use Teams as a final storage place/archive for information. 

Chats and Conversations in Teams

If a chat or conversation contains information pertaining to or that is relevant to an official matter, a file note must be made that is filed in the diariet as part of the file or that is entered into a university system. 

When external members are invited into Teams, the chat or conversations are automatically considered official and upon request the content can be disclosed after a confidentiality check.  

Other apps in Teams, such as Forms, Planner, OneNote etc.

If an application contains information that is relevant to a matter, a file note must be made that is filed in the diariet as part of the file or that is entered into a university system. 

When external members are invited into Teams, all information is automatically considered official and upon request the content can be shared after a confidentiality check.  

Sensitive, Extra Protected and Confidential Information (Personal Data)

Teams is not to be used to manage protected and confidential information. Use a system or server belonging to the university instead. 

Related documents

Informationshantering i Office365.pdf (du.se)

Policy document Högskolan Dalarna storage of information: Regler för lagring av Högskolan Dalarnas digitala information - 2019-11-18 (du.se) (in Swedish)

Questions

If you have any questions about this subject, please contact support@du.se

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