Introduction
Team owners in Microsoft Teams have the authority to delete posts. This article details the circumstances under which this can be done, the reasons it might be necessary, and the implications of a post being deleted.
Explanation
Be Cognizant of Data Retention Policies
Before deleting any post, it is crucial to be fully aware of Virginia Tech's data retention policies. These policies dictate how long information must be retained and under what circumstances it can be deleted. Deleting a post in violation of these policies can result in compliance issues and potential data loss.
For more information on Virginia Tech’s data retention policies, please visit Virginia Tech's policies website or the library’s Records Management Services website.
Follow Policy 2000, If Applicable
If you suspect that the message counts as a Virginia Tech Record, it is subject to Policy 2000. You are required to work with your designated record coordinator to complete a Certificate of Records Destruction before deleting the post. They and the Records Management Services department are ready to assist you in correctly classifying messages according to an approved records retention series from the Library of Virginia.
Delete Only if Absolutely Necessary
Posts should only be deleted by team owners when absolutely necessary. Consider whether the post can be edited or deleted by its author, or whether a follow-up message can clarify any inaccuracies. Deleting posts haphazardly can lead to confusion and a loss of valuable information shared within the team.
Follow Up on Post if Required
Owners may feel that a post should be deleted based on its unacceptable or inappropriate content. In such situations, the owner should consider if additional actions should be taken due to such things as violations of Title IX, Virginia Tech’s student Code of Conduct, or being a Mandatory Reporter (§63.2-1509 of the Code of Virginia and in Policy 4815, Minors on Campus or Participating in University-Related Programs).
In addition to the above, owners should be aware of Policy 7000, Acceptable Use and Administration of Computer and Communication Systems. If you suspect violations of this policy, you can report them by emailing abuse@vt.edu.
Deletions Are Not Permanent
It is important to note that deletions within Microsoft Teams are not permanent. Deleted posts can often be recovered by IT administrators if necessary. This means that even if a post is deleted, it may still exist within the system and be retrievable under certain conditions.
Posts and Chats Are Subject to FOIA
All posts and chats within a team are subject to the Freedom of Information Act (FOIA). This means they must be accessible for legal and regulatory reasons. Deleting a post does not remove it from FOIA obligations or access, and it is important to maintain transparency and accountability in your communications. More information regarding FOIA at Virginia Tech can be found on Virginia Tech's FOIA Site.
By following these guidelines, team owners can ensure they manage their Teams posts responsibly and in compliance with policy and legal requirements.