28 February 2024 31-Day Retention Policy MS Teams Recordings
9 February 2024 New MS Apps
Dear colleague,
Please take note of an important update by Microsoft regarding the new Microsoft Teams app. Arriving at the end of March 2024, this upgraded Teams platform promises a smarter, faster, and more efficient way to connect and communicate.
Here is what to expect:
- Enhanced performance: Improved speed and responsiveness, with the New Teams app using up to 50% less memory while being twice as fast as its predecessor.
- Streamlined interface: Enjoy a simplified and intuitive design, making navigation and task management a breeze.
- New features: The new Teams app will be the sole recipient of exciting new features and functionalities released in the future, keeping you ahead of the curve.
To ensure a smooth transition, please note the following important dates:
Automatic upgrade: After 31 March 2024, users that haven't upgraded to the new Teams will be automatically updated to the new app. However, this automatic update won't affect Microsoft Teams Room (MTR / Yealink) and Surface Hub devices.
Be proactive: You can update to the new Teams before 31 March 2024 to experience its benefits early and familiarise yourself with the new interface. We highly recommend taking advantage of this opportunity.
Change can be daunting, but we're confident that the new Microsoft Teams app will significantly enhance your work life.
Visit the IT webpage for more information or watch a YouTube video for a quick overview.
Kind regards
Information Technology
5 February 2024 New Changes to come
Dear colleague,
The NWU has been operating in this integrated Microsoft environment for over a year. This is an agile environment, where new features and functionalities are introduced regularly.
Some significant changes are planned for 2024 and Microsoft also introduces new apps regularly that will impact our daily activities. These changes are intended to enhance collaboration, security, and overall productivity across the NWU university community.
License changes: The NWU Microsoft license was upgraded in 2023 to include more features, such as Teams telephony and advanced security options. Further modifications to the licensing model will be evaluated to offer a better working experience to temporary and external staff.
Storage capacity: Microsoft has reduced the storage capacity within the current license agreement. This implies that we will have to manage the storage space for our documents, projects, and collaborative work within OneDrive and SharePoint more efficiently in the future.
New Teams and Outlook Apps: Microsoft has launched new versions of Microsoft Teams and Outlook. These updates offer improved user interfaces, enhanced functionality, and better integration with other Microsoft services. The new tools are aimed to enable smooth communication and collaboration among our university members.
Multi-Factor Authentication (MFA): As part of our commitment to cybersecurity, MFA will be implemented for increased account security. MFA provides an additional layer of protection by requiring multiple forms of verification before granting access to your accounts. This extra security measure is vital in protecting your personal and university-related data in the Microsoft environment.
Digital telephony: Traditional office phones will be replaced with Teams telephony that is integrated with the digital workplace.
Windows 11: As Windows 10 is approaching end-of-life, Windows 11 will offer you a more modern, efficient, and secure computing experience.
Third-party AI tools: Guidelines for the use of AI tools will influence the way we work and the associated risks will have to be managed.
To benefit from these updates, we encourage you to familiarise yourself with the new features and functionalities. It takes time to adapt to changes, but we must develop our ability to effectively use and navigate digital technologies, tools, and platforms. In the rapidly evolving digital landscape, having digital dexterity is crucial for staying competitive and agile.
Further information will be communicated, starting with details about the new Teams app.
1 February 2024
Dear Colleague,
We wish to bring to your attention an important update regarding the retention of Microsoft Teams recordings. A new retention protocol has been instituted to maintain robust data protection and manage our digital storage infrastructure effectively.
Commencing on 19 February 2024, this protocol will enforce a default expiration of recordings 31 days from their creation date. This applies to all Microsoft Teams recordings, irrespective of the recording/meeting type, host, or attendees. Recording owners will be alerted via email to prompt the archival of any recordings deemed necessary for longer retention.
Post-expiration, a 30-day grace period will allow for the retrieval of these recordings before they are permanently expunged from the system and rendered unrecoverable.
The implications of retaining recordings beyond their expiration date are multifaceted:
- Data Security: Extended retention heightens the risk of confidential information exposure and potential security breaches. Moreover, this policy helps manage users' liability for data that is not a record of the University.
- Regulatory Compliance: Non-compliance with defined retention periods may lead to violations of applicable data protection laws and regulations.
- Storage Efficiency: Retaining recordings can indefinitely strain our storage capabilities, leading to the inefficient use of our digital resources.
- Cost Management: Prolonged storage of recordings incurs additional costs due to increased demands on our digital infrastructure.
It is, therefore, crucial for recording owners to take proactive steps to preserve any recordings of importance by saving them to an alternative secure location within the designated time frame. To download follow these step download recordings.
For assistance or further clarification on the new retention protocol, please contact the IT support team.
We thank you for your understanding and cooperation as we implement this protocol to strengthen our data management practices.