Online chat functions within applications such as Zoom and Teams provide an efficient and convenient way to quickly catch up with co-workers on projects, get quick answers to work related questions and easily collaborate with others without having to leave your office. Although these applications provide great benefits, records created such as chat history, files shared, etc. may become a part of official university records and as such, are subject to be pulled for audits, investigations and/or public records requests.
Employees are encouraged to regularly review the university records retention policy, BPPM 90.01 University Records-Retention and Disposition, and the Records Retention Schedule at: Records Retention and Disposition | Office of Policies, Records, and Forms, to determine what records must be maintained and for how long and which records can disposed of and how.
Employees should regularly review chat histories and documents shared and dispose of any that are not required to be retained as part of an official record.
For questions, please contact:
- Internal Audit: ia.central@wsu.edu or 509‑335‑5336
- Public Records Office: wsu.pubrecords@wsu.edu or 509‑335‑3928
- Office of Policies, Records, and Forms: prf.forms@wsu.edu or 509‑335‑2005
