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Microsoft Teams Pre-Production Roll Out Guidelines
Microsoft Teams Pre-Production Roll Out Guidelines
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Teams
General
VIU Microsoft Teams is currently in a Pre-Production roll out phase and VIU IT reserves the right to amend these guidelines.
Production roll out is expected to occur spring 2021.
Support and Guides can be found at:
http://technology.viu.ca/teams
Team Owners
Team owners are the individuals who manage the Teams users, data, usage, creation, settings, and decommissioning of a team.
VIU Teams Owners are responsible for:
User management, team channel usage, and general management of the Team. More information can be found at:
https://technology.viu.ca/teams
Auditing for inappropriate usage as outlined in the IT appropriate use policy
(Use of Information Technology - Policy 45.01)
Maintaining at minimum two active owners and at maximum 3 active owners
Reading, understanding and adhering to the Guidelines, including governing University policies, standards, and best practices.
https://gov.viu.ca/policies-and-procedures/policy-index
Reading, understanding and adhering to the Access and Privacy responsibilities at
https://gov.viu.ca/fippa/access-and-privacy-viu
Ensuring that new owners are appointed prior to their departure from the Team.
Ensuring that access to the Team and associated content is managed appropriately. This includes removing access when access is no longer needed or warranted.
Owners are responsible for acceptable usage, privacy, and policy adherence for any 3rd party apps added to the team.
Team Members
Team members are the individuals who use the Teams to collaborate. They have shared access to everything in the Team but can't change Team settings or manage users.
Team Members are responsible for:
Reading, understanding and adhering to the Guidelines, including governing University policies, standards, and best practices.
https://gov.viu.ca/policies-and-procedures/policy-index
Reading, understanding and adhering to the Access and Privacy responsibilities at
https://gov.viu.ca/fippa/access-and-privacy-viu
Decommissioning of a Team
Decommissioning of a Team that is no longer required can be requested by contacting
ithelp@viu.ca
Team owners are responsible for backup, archiving, and/or migrating of all data before requesting the decommissioning of a team
Inactive Teams:
A team is considered inactive after 12 months of no activity.
Old or unused teams may be removed if they are no longer needed or exist only as archival artifacts
Teams without owners:
Ownerless or orphaned Teams may be deleted by VIU ITS. ITS will notify Team members and owner manager prior to deletion, but if they receive no response, the Team will be deleted. If a Team is deleted by VIU ITS, all the records associated with the Teams shared space will be deleted as well.
Data Considerations
A Team owner is considered to be the Information Custodian. An Information Custodian is responsible for maintaining appropriate controls to guard against unauthorized access, modification or deletion, and inappropriate use or disclosure, whether intentional or unintended, of records within the Teams shared space.
Microsoft Data Retention Policy:
https://docs.microsoft.com/en-us/microsoftteams/retention-policies
Please be aware, that deleted files can be recovered for a maximum of 30 days.
Microsoft Data Residency
https://docs.microsoft.com/en-us/office365/enterprise/o365-data-locations
Keep in Mind
Be receptive to innovation as existing features may change as Microsoft improves the Microsoft Teams experience
Persistent Chat: membership of a Team may change over time allowing new members to see old content
Please do NOT put personal information in chat.
Use of Microsoft Teams and other Office 365 services provided by VIU is governed IT Policy
(Use of Information Technology - Policy 45.01)
Alumni and retired staff are not eligible to request Teams
All VIU licensed apps including Microsoft apps are enabled for usage.
Common 3rd party apps may be made available for usage after the Microsoft 365 project has been completed. (Please see owner responsibilities above)
A request process for other applications will be developed before the production roll out.
VIU IT reserves the right to adjust 3rd party application access in the pre-production phase. Access to base applications will not be adjusted including all Microsoft applications.
Microsoft Teams Limits and Specifications
Microsoft provide up-to-date information on these limits and specifications on their website. This gives information on how many people can be in a Team, how many attendees can join a meeting and other information. Limits and Specifications for Microsoft Teams
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Article ID:
2036
Created
Mon 9/20/21 12:23 PM
Modified
Tue 11/2/21 11:04 AM
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Check out this article I found in the VIU Technology Portal knowledge base.<br /><br /><a href="https://ithelp.viu.ca/TDClient/169/Portal/KB/ArticleDet?ID=2036">https://ithelp.viu.ca/TDClient/169/Portal/KB/ArticleDet?ID=2036</a><br /><br />Microsoft Teams Pre-Production Roll Out Guidelines