Microsoft Teams is a valuable collaboration and communication platform; however, it is not always an appropriate channel for official or auditable communications. When using Teams, classified staff should confirm and respect each department’s preferred method of communication, particularly when the communication involves official decisions, approvals, records, or actions that may be subject to retention, auditing, or compliance requirements. Some departments cannot conduct official business through chat, and may require communication to occur via email, service ticket systems, forms, or scheduled meetings instead.
Using the correct communication channel: Protects the institution and employees during audits or reviews; Ensures records are properly retained and retrievable; Respects departmental workflows and compliance obligations; Reduces miscommunication and follow up delays