Microsoft Teams Chat Message Retention Project


On This Page

Overview

On May 1, 2024, UW implemented a 30-day retention policy for Microsoft Teams chat messages. This policy automatically deletes all chat messages after 30 days. There are no exceptions to this policy. Chat messages that are subject to this policy and are automatically deleted after 30 days include:

Chat message components that are not subject to this policy and are not automatically deleted include:

Chat messages should only be used for transitory messages and not official UW business

Chat messages should only be used for transitory messages and not official UW business. Transitory records are records that are created or received to pass along information of very temporary value and that are not otherwise subject to a longer retention schedule. For more guidance on transitory records, refer to Records Management Services and for UW Medicine, refer to Records and Information Governance (RIG).

Chat messages that need to be saved

Teams Chat is not suitable for substantive records. If a chat message contains substantive records, such as serving as the sole record of certain approval actions, including a hiring action, financial transaction, or a change to a procedure, it must be saved elsewhere and kept according to the respective retention standards. For questions about how to set up alternative workflows or for advice on your specific situation email: recmgt@uw.edu and for UW Medicine, refer to Records and Information Governance (RIG).

Timeline for chat message retention policy

Due to the large number of existing chat messages, it may take until October 2024 before the chat message retention policy applies consistently to all chat messages.

Background

UW users currently send over five million chat messages per month. Currently, chat messages are only deleted when the sender intentionally deletes a chat message or once all chat participants have had their services removed according to UW Office 365 Account & Data Deletion timelines. Most chat messages are intended to be short-lived, but there is no practical way for users to delete chat messages in bulk.

Why is a retention policy needed?

Frequently Asked Questions (FAQ)

Microsoft Teams Chat Deletion FAQ

No.
No.
No. Files that get shared via MS Teams chat messages will not be deleted just because the chat message was deleted. Files shared in chat messages are simply links to where the file is actually stored, for example, in SharePoint.
No.
eDiscovery copies of chat messages are removed from the Exchange mailbox of each chat participant between 32-68 days after a chat message is sent. Under some circumstances, eDiscovery copies of chat messages may be held in an Exchange mailbox or OneDrive for Business account for indefinite periods of time due to legal, compliance, or administrative reasons. eDiscovery copies of chat messages cannot be accessed by users and cannot be used to recover chat messages to the original message format.
Microsoft has not released a way to export chat messages from the enterprise version of the Teams service, unlike the consumer version of Teams.

Support

If you need further assistance, please contact UW-IT at help@uw.edu or 206-221-5000.