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's good to know that when external members are invited to a Team, the content becomes per documents and may be disclosed upon request. Public documents may: be either public or secret. It is the owner of the team who is responsible for the handling of the information is correct. Read the paragraphs below for help with how to manage the information.
Internal work material (Team with members from Dalarna University)
Internal work material to be shared within a group of employees is well suited to use in Teams.
When the work material is finished and of the nature of the public document, it shall be registered or entered in any of the the university's operating system.
Teams should not store or archive any information.
External work material (Teams with members from Dalarna University and external members outside Dalarna University, e.g. in research and collaboration)
When external members are invited to Teams, the content of the team automatically becomes public documents and the content may be disclosed after a confidentiality review.
It is a surface for working materials. When the work material is finished and of the nature of the registered or entered into one of the university's operating systems.
Teams should not store or archive any information.
Chats and conversations in Teams
If a chat or conversation contains information that adds something to a case, a service note registered on the case or the information must be entered in one of the university's Systems.
When external members are invited to Teams, the chat and conversations automatically become public documents, and upon a request, the content can be disclosed after a privacy review.
Other apps in Teams, such as Forms, Planner, OneNote
If an app contains information that adds something to a case, a service note shall be made registered on the case or the information must be entered in one of the university's operating systems.
When external members are invited to Teams, all information automatically becomes public documents and request, the content may be disclosed after a confidentiality review
Security host and classified information (personal data)
Teams should not handle security-worthy and classified information. Instead, use the university's operating system or server.
Related documents
Office 365 Information Management: http://www-old.du.se/PageFiles/176502/Informationshantering%20i%20Office365.pdf
The steering document Rules for storing Dalarna University information: http://www-old.du.se/Global/dokument/Intran%C3%A4t/Beslut/2019/2019-11-18%20Regler%20f%C3%B6r%20lagring%20av%20H%C3%B6gskolan%20Dalarnas%20digitala%20information.pdf