ERG 850.xx: Instant Messaging Use

Microsoft Teams allows communication and promotes an open workspace where OAE can share ideas and work effectively.  However, Teams or similar instant messaging services will be utilized for only the following “Administrative—General Office Operations” functions and purposes, as identified in the BPPM.   

• BRAINSTORMING AND COLLABORATING as part of the brainstorming/ collaboration process.  
• DRAFTING AND EDITING of correspondence, documents, and publications. 
• ELECTRONIC DOCUMENTS USED TO CREATE SIGNED PAPER RECORDS provided the signed paper records (or University copy of same, if signed original is sent) are retained in accordance with the current approved minimum retention period. Includes, but is not limited to Microsoft Word versions of minutes/letters/ correspondence/etc. used to print the hard copy that gets signed. 
• INFORMATIONAL NOTIFICATIONS/COMMUNICATIONS communicating basic/routine short-term information (regardless of format or media used) that: Do not document University decisions/actions; Are not used as the basis of University decisions/actions; and Are not covered by a more specific records series. 
• MEETING ARRANGEMENTS relating to the administrative arrangements of meetings held by or on behalf of the University. 
• MEETING MATERIALS — MEMBERS’ COPIES/NOTES from participating in advisory, governing / executive / policy-setting, internal / external committees (including national/external bodies), provided the committee’s records are retained by the secretary/responsible agency/member. 
• ORGANIZING/MONITORING WORK IN PROGRESS relating to the assigning, prioritizing, tracking/ monitoring and status of work/projects in progress. 
• REQUESTS FOR BASIC/ROUTINE UNIVERSITY INFORMATION: Internal and external requests for, and provision of, routine information about the operations of the University 
• REFERENCE MATERIALS gathered from outside sources for reference/ reading use which are not evidence of the University’s business transactions. 
• SCHEDULING — APPOINTMENTS/MEETINGS relating to the scheduling of appointments/ meetings (such as checking participant and room availability, rescheduling, accepting/declining meeting invitations, etc.) provided the calendar record of the appointment/meeting is retained in accordance with Calendar requirements. 
• SECONDARY (DUPLICATE) COPIES of records (created or received), provided that the University retains the primary copy of the record in accordance with the current approved minimum retention period. 
• UNIVERSITY-GENERATED FORMS AND PUBLICATIONS – COPIES: Blank forms and duplicate copies of publications, provided the University retains the primary record in accordance with the current approved minimum retention period and that the forms are not required for audit or accountability purposes. 

Anything beyond these functions and purposes will be communicated via email or hard copy and retained in accordance with university and/or granting agency policy. Please note, however, correspondence on Teams is and can be monitored and is retained indefinitely.