Note! It’s OK to start work on ‘medium to high value’ information in MS Teams. Once it is ready for a wider audience it must be saved in Objective / Shared Drive
(depending on where you work) When it has been moved into Objective, make sure the copy in MS Teams or OneDrive is deleted so there s only one copy of the
document. MS Teams is not for long-term storage of information.
How do I?
Learn how to most efficiently do the following activities that are referenced in this guidance:
Move documents from OneDrive/MS Teams to Objective
Delete documents from MS Teams
Delete documents from OneDrive
Please note: All MSD information is managed in accordance with our policies and standards. It is all discoverable under the Official Information Act and covered by the
requirements of the Privacy Act and Public Records Act. This includes any of your own personal information that you’ve chosen to save within MSD systems. If you’re not
comfortable that MSD will be responsible for the lifecycle (e.g. retention period) of your personal documents, then you’re advised not to store them in MSD’s storage
locations
What if I get it wrong?
To help us prevent sensitive information getting stored in your personal OneDrive, we utilise a Microsoft system called DLP (Data Loss Prevention); which scans all our
OneDrive spaces looking for Sensitive Information Types (IRD Numbers, Credit card numbers etc). When a Sensitive Information Type is detected in someone’s OneDrive, a
member of the Privacy team emails that person to make them aware of the document and provides guidance on how to move it to the correct storage location.
If you receive an email like this, you will need to:
Check the documents you have uploaded, possibly accidently, to your OneDrive Online and remove/delete the ones that contain any MSD Client or Staff personal
information (SWN, names, dates or birth, employee numbers, etc ) This is especially important if you have finished working on the documents, as we do not want OneDrive
to become a repository of personal information.
Please only use personal information in Microsoft Teams and OneDrive Online if it aligns with the Acceptable Use of Personal Information in MS Teams scenarios.
Digital Workplace | Te Ātea Matihiko
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