University Microsoft 365 Matrix

Primary Use
Features

Intended Use

Retention
Schedules

OneDrive forBusinessTeams

Exchange/Outlook

SharePoint

Unit Shared Drive

Individual business drive

Collaboration

Communication

Content Management

Content Management/Retention• User Workspace• Informal Storage• Edit/View/Share• Attachments• Chat• Workspace• Meetings• Attachments• Messaging• Calendaring• Managing Tasks• Attachments• Formalized Storage• Structured Access• Business Continuity• Formalized Storage• Structured Access• Business Continuity

Individual user workspace
to support personal workroutines such as drafting,notetaking, personalreference, professional
associations with limited
need to share.

Team workspace
to support routine
communications andactivities of a team,including internal
workfows and day-to-day
operations and processes.

Communication
platforms for formal
communications,
whether routine or
substantive, amongusers and internal andexternal parties.

Backend application.
Ofce-wide platform
for formalized storageof university records
and information withstructured accessand workfows forrecords management.
OneDrive and Teams
documents appear in
SharePoint where they
can be managed on thebackend.

Shared drives allow users
to share and accessinformation and allowfor business continuity.
Records that need to beretained per university
retention schedules
should be moved from
Teams to a shared drive
when they are in fnalform.

Transitory• General Schedule & UnitUnique Schedules• General Schedule &Unit Unique
Schedules• General Schedule &Unit Unique Schedules• General Schedule &Unit Unique Schedules• Varies based oncontext/content• Varies based oncontext/content

Users manage inaccordance withschedules

Users manage inaccordance withschedules• Varies based on context/content• Varies based oncontext/content• Recommended fortransitory, administrative,and one-of projects
Retention
PeriodUser manages inaccordance withschedules

User manages inaccordance withschedules

User manages inaccordance withschedules

1University Microsoft 365 Matrix
OneDrive forBusiness

Teams

Exchange/Outlook

SharePoint

Unit Shared Drive

Primary
Use

Individual business drive

Collaboration

Communication

Content Management

Content Management/Retention

Automationof record
disposition

None• Document disposition iscurrently a manualprocess.

User can add retention
labels to folders andemails (see EmailManagement Guideline
and Guideline for
Outlook 365 Online
Users for instructions).

• Document dispositionis currently a manualprocess.

None• Records Management isworking with OCIO toroll out automatedretention features in thefuture.
These features will beapplied in SharePoint,
but will affect Teams.

• Records Management
is working with OCIO
to roll out automatedretention features inthe future.

• Chats: If user does not
manually delete chats inaccordance withretention schedules,
chat will automatically bedeleted as follows:– Currently 1 year
– Individual/1:1 Chats –auto deleted after 3
years– Group & Channel
Chats – auto
deleted after
10 years

In addition to the matrix above, university employees shall adhere to the following general guidelines
when creating or receiving records using the University’s Microsoft 365 platform.
2University Microsoft 365 Matrix
OneDrive forBusiness-Teams

Exchange/Outlook

SharePoint

Unit Shared Drive

Primary
Use

Individual business drive

Collaboration

Communication

Content Management

Content Management/
Retention

Employee
AccessDeactivation• Termination date

• Termination date

• Termination dateTermination dateTermination date

• See KB07777 forsupervisor to request
access• See KB07777 to request
new Team owner if noowner remains• Emeritus faculty
retain access tomailbox and/or email
forwarding• Disposition timeperiods should follow
approved university
retention schedules,
which base retention
on the content of therecord.

Disposition time periods
should follow approved
university retention
schedules, which baseretention on the contentof the record.

• Prior to separation,
ensure that any ofcial
university records
are saved to Teams,
SharePoint or a shared
drive for retention
purposes.

• Retirees have accessto mailbox for 60days, then get
forwarding only if set
at my.osu.edu• See KB05857 andKB07777

Disposition• Shared links are
removed on terminationdate• 5 years after employee
separates from theuniversity• Link to KB• Disposition time periods
should follow approved
university retention
schedules, which baseretention on the contentof the record.
• If multiple record series
are contained within aTeam, the records will
have diferent retention
periods and therefore
diferent disposition
dates.

5 years after employee
separates from theuniversity• If multiple record
series are contained
within a Team, therecords will havediferent retention
periods and therefore
diferent disposition
dates.
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University Microsoft 365 Matrix

In addition to the matrix above, university employees shall adhere to the following general guidelines
when creating or receiving records using the University’s Microsoft 365 platform.
Exchange/Outlook

Exchange/Outlook is a communication and calendaring application with a work email account that shall only be used forrecords and information created and received in the course of University business.
Messages created and received through Exchange shall be managed in accordance with their respective approved
university record retention schedules.

OneDrive forBusiness

OneDrive for Business is an individual business workspace and work drive that should only be used for records and information
created and received in the course of University business that clearly fall under Transitory Materials, including supervisory records(e.g. draft performance evaluations, copies of fnal evaluations that are on fle with the Department of Human Resources, worksheets, notes, etc.). OneDrive can also be used for professional association material.

SharePoint

SharePoint is a fle storage and collaboration application that shall only be used for records and information and received in thecourse of University business.
All records and information created or uploaded to SharePoint shall be managed in accordance with their respective recordschedules.
If using SharePoint for records and information appraised as permanent (archival) on a record schedule, contact the University
Archives for digital preservation and transfer requirements.

Teams

Teams is a communication and collaboration application that that shall only be used for records and information created andreceived in the course of Ofce business that clearly fall under Transitory Materials or Administrative records. It can also be usedfor one-of projects where the whole Team clearly falls under the Events/Special Projects record series on the General Retention
Schedule. The chat feature in Teams shall only be used for transient correspondence and should be deleted periodically inaccordance with approved university retention schedules. Ofcial correspondence should be done in Exchange/Outlook.

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