A critical part of effective document management is following appropriate document retention standards. Effective document retention ensures that information that is required is readily available, but also ensures that information that is no longer needed is promptly deleted. Prompt deletion of information that is no longer needed minimizes risk in the event of a cybersecurity breach and aids efficiency by reducing overload due to obsolete documents.
An important part of document retention is to ensure that the default retention periods for various digital technologies align with their intended and typical use. Chat tools (e.g., Google Chat, Microsoft Teams Chat, and Webex Teams Chat) provide a convenient way to share quick and informal communications, but are not intended for long term storage of information or decisions. It is important to keep in mind that each chat message is considered a digital record and subject to the same requirements as files and emails.
In order to ensure appropriate retention given the nature of chat, effective January 26, 2026, UMD is reducing the default retention time for UMD-supported chat tools to 24 hours in most cases. This default reflects the transient nature of messaging communications. Should specific messages need to be retained longer, they may be copied to email or Google Docs as appropriate. Please keep in mind that existing chats will not be automatically deleted or changed to the new default retention period.
We recognize that some specific chat topics may warrant a longer duration retention period. To allow for that, Google Chat and Microsoft Teams will be configured to allow users to change retention periods. In the event that you have a need for a longer-lasting collaborative chat space, please consider using Google Spaces (available within Google Chat). However, please keep in mind that retaining chats creates records that can be compromised and will need to be provided if a subpoena is issued in litigation or if they are requested as part of a public records request.
Please see the support article that describes the various chat tools UMD provides, their default retention period, and how to adjust the retention period on a per-chat or channel basis. Also, keep in mind that Slack is not an approved chat tool for official UMD business and should not be used in support of the academic or administrative functions of the institution without coordination with the Division of Information Technology’s security and privacy offices. Use of Slack in research to collaborate with colleagues at other organizations is permitted.
If you have any questions, please contact the IT Service Desk.
-- Adapted from an email to all UMD faculty and staff sent January 20, 2026 and signed by Jeffrey K. Hollingsworth, Vice President and Chief Information Officer --