FAQ ON STORAGE RETENTION
Microsoft Teams Chat Retention
- Does this policy apply to Teams channels?
No, the 30-day retention policy only applies to one-to-one, group, and meeting chats. Messages in Teams channels are not affected by this policy.
- What happens to files shared in Teams chats?
Files shared in Teams chats will remain in OneDrive or SharePoint, depending on where they were originally stored. The chat messages themselves will be deleted after 30 days, but the files will still be accessible.
- Are my chats recoverable after they are deleted?
No, they are not recoverable after they are deleted.
- Does this affect meeting recordings?
No, meeting recordings are stored in OneDrive or SharePoint and are not affected by the 30-day chat retention policy.
- Can I save important chat messages before they are deleted?
Yes, you can manually save important chat messages by copying them to a document or another storage location before the 30-day period ends.
OneDrive Storage Limits
- What happens if I exceed the 50 GB storage limit?
If you exceed the 50 GB storage limit, you will not be able to upload new files until you reduce your storage usage below the limit. You may need to delete or move some files to free up space.
- How can I check my current OneDrive storage usage?
You can check your OneDrive storage usage by logging into your OneDrive account and viewing the storage details in the settings or account information section. Login here: https://onedrive.live.com/login/
- Are there any exceptions to the storage limits for specific projects or research?Exceptions to the storage limits may be granted for specific projects or research needs. You will need to submit a request for an exception, detailing the nature of your project and the additional storage required.
- How can I request an exception to the storage limit?
To request an exception to the storage limit, you can contact the Vanderbilt IT support team through the VUIT website and provide details about your storage needs and the reason for the exception.
- What other storage options are available if I need more space?
Vanderbilt offers several additional storage options, including departmental shared drives and other cloud storage solutions. More information about these options can be found on the VUIT website.
Microsoft Exchange/Outlook Email Changes
- How can I save important emails that I don’t want to be deleted?
You can save important emails by moving them to a local folder on your computer. To request a full email archive, please follow the exception request process: here.
- Will this policy affect my Gmail account if I am an undergraduate student?
No, the retention policy changes only apply to Microsoft Exchange/Outlook accounts. Undergraduate students using Gmail will not be affected by these changes.
- Are the items in my Deleted Items folder recoverable after being purged?
No, items are not recoverable after the folder is purged.
- Will this policy apply to only my inbox or will it also affect other folders?
The policy will apply to all folders within your mailbox, including the inbox, sent items, and any other folders you have created, as well as online archives.
- Why are items in the Deleted Items folder being purged after 90 days?
Although an item has been deleted, it doesn’t actually leave the mailbox until the Deleted Items folder is emptied or purged. This policy ensures that deleted items are permanently removed after 90 days to free up storage space and maintain mailbox efficiency.
User Impact Details
|
I am a…. |
Teams |
OneDrive |
Outlook/Exchange |
|
VU-Employed Faculty with A5 (Regular) |
Chat messages delete after 30 days Channel posts unaffected |
250 Gigabyte Cap |
No Change |
|
VU-Employed Faculty with A1 (Temp) |
Chat messages delete after 30 days Channel posts unaffected |
50 Gigabyte Cap |
No Change |
|
VUMC-Employed Faculty |
Chat messages delete after 30 days Channel posts unaffected |
50 Gigabyte Cap |
No Change |
|
Graduate Student |
Chat messages delete after 30 days Channel posts unaffected |
250 Gigabyte Cap |
Deleted Items purged after 90 days |
|
Undergraduate Student |
Chat messages delete after 30 days Channel posts unaffected |
250 Gigabyte Cap |
N/A – Gmail User |
|
Staff with A5 (Regular, Non-Union) |
Chat messages delete after 30 days Channel posts unaffected |
250 Gigabyte Cap |
Deleted Items purged after 90 days |
|
Staff with A1 (Temp or Union) |
Chat messages delete after 30 days Channel posts unaffected |
50 Gigabyte Cap |
Deleted Items purged after 90 days |
|
Affiliate |
Chat messages delete after 30 days Channel posts unaffected |
50 Gigabyte Cap |
Deleted Items purged after 90 days |
|
Shared Exchange Mailbox |
N/A |
N/A |
Deleted Items purged after 90 days |