Manage Your Instant Messages
Instant messaging tools such as those used in Microsoft Teams and BBM Enterprise enable employees to communicate quickly and easily with others across the department.
Information of business value can be discussed using instant messaging platforms but information must be stored in a corporate repository (SharePoint, network drive).
Decisions and messages of business value should be sent using Outlook and ensure the information is managed as a strategic asset.
The following will provide guidance to employees and managers on what to take into consideration when using instant messaging tools.
Microsoft Teams – Instant Messages – Frequently Asked Questions
What will I see after the messages are deleted automatically?
- In an active chat session, only messages that are older than 15 days are deleted and the chat sessions remains active and visible in your Chat Activity List.
- If the entire chat session is inactive for more than 15 days, it is hidden in your Chat Activity List.
- Microsoft adds a notification to your chat session when it deletes a message. For additional information, visit Retention policies in Microsoft Teams.
Are instant messages subject to Access to Information and Privacy (ATIP) and litigation requests?
- Yes.
- Content shared in instant messaging platforms are subject to ATIP and litigation.
- Do not delete content that is related to an existing ATIP or litigation request. Transfer to a corporate repository to ensure that it is safeguarded and managed.
How do I save information of business value outside of Chat?
- Select the chat message that you want to save from Microsoft Teams.
- Press Ctrl C with your keyboard or right click with your mouse and select Copy
- Open a Microsoft Word document
- Press Ctlr V with your keyboard or right click with your mouse and select Paste
- Save the document to your corporate repository
What happens to the files I have uploaded in a message that get deleted?
- Files shared in a chat session remain in their source location – either the sender's OneDrive or in a SharePoint library.
- Note that when a sender uploads a file from their personal drive in the Chat feature in Teams, it is automatically saved in their OneDrive.
- Best practice is to use links to files saved in a corporate repository (SharePoint, network drive) to ensure that everyone is collaborating from the authoritative source.
- To learn more about sharing links in Teams, contact your Branch/Region IM Lead/Broker.
Note – The “Files” tab found by default in chats is only a collection of “shortcuts” or document links shared within a chat and not the documents themselves. When a chat message with a shared document is deleted, the “shortcut” or rather file link is also removed from the Files tab. The document itself will remain accessible in its original location (e.g. sender’s OneDrive or corporate repository).
Tip - To maintain links in a Files tab, share files in a team channel.
Where can I get more information about Chats and Teams?
Visit the Microsoft Teams page on iService for more information.
Blackberry Messenger Enterprise (BBME) – Instant Messaging – Frequently Asked Questions
The type of mobile device will influence the capabilities with regards to the automated deletion of instant messages.
For more information on using BBME, visit the BBME User Guide on iService.
Samsung (inside workspace)
How do I copy the chat message to a designated storage repository from BBME?
- Choose the "three dots" in the top right corner of the chat.
- Select "More...".
- Select "Email Chat" - this allows you to choose your email application where it automatically pastes the chat messages.
- Send email to recipients.
- Note that attachments/images from within the chat are not included in the email
What is the retention for instant messages in Skype for Business?
- Messages are automatically deleted as soon as the conversation window is closed.
- Messages that are of business value are to be copied and stored in a corporate repository.
- For more information on how to save instant messages of business value from Skype, visit Skype for Business on iService.
What is the retention for recordings in the Canada Conferencing Service?
- There is a 30-day retention policy for recordings stored in your account in the cloud.
- If the meeting recordings are of business value, be sure to regularly download them and save them to your corporate repository.
- For more information, visit Conferencing Services (Phone, Video, Web) on iService.
How do I save meeting chat messages from the Canada Conferencing Service?
Steps to save chat messages:
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In the meeting window, go to File > Save > Chat.
The 'Save Chat As' dialog box appears.
- Choose a location at which you want to save the file.
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In the File name: field, type a name for the file.
By default, if you have already saved chat in the session, the name of the previous file you saved will display. You can save all chat messages in your current meeting to this existing file, or save them to a new file.
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Select the Save button.
The Meeting Service Desktop App saves the chat messages in a .txt file at the location you selected.
Note: If the chat is not saved or a meeting is closed accidentally, the chat history cannot be retrieved.
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Are there examples of other communication tools?
- Other Communication tools with instant messaging capabilities may be used in the workplace, especially when initiated by a third party for quick and easy ways to communicate.
- These other tools are not managed by the Government of Canada (GoC) and are not supported by our department's National Service Desk (NSD), thus these tools should be used when no other options are available.
- Example : Zoom, Slack, Slido, Skype using personal accounts, Bell/Rogers texts, etc.
- It is recommended to only use communication tools for unclassified or transitory information, unless explicitly authorized to use for business value information.
- ESDC users must manually transfer messages of business value to a corporate repository.
- Caution is recommended when using these tools.