IM4700: Information Management – Project, Learning and Collaborative Application Management

Submit Feedback (CWL required) Download as PDF

Schedule Number


Primary Title

Project, Learning and Collaborative Application Management

Office of Primary Responsibility

Infrastructure: Communication & Collaboration Services, UBC IT, UBC IT Okanagan   

Content: Originating offices; individual instructor


Project, Learning and Collaborative Document Application Management refers to any platform used for collaboration, content management, Learning Management, such as (but not limited to) SharePoint, MS Teams, Zoom, MediaSite and Panopto. 

Note: Other record series associated with Project, Learning and Collaborative Application Management will be added to this retention schedule as retention is defined.  

MS Teams Definition Note:

MS Teams Chat: One-to-one or one-to-many conversations outside of a Teams site (equivalent to Instant Messaging)  

  • Subject to retention and disposition policies defined in this document  

MS Teams Channel: One-to-one or one-to-many conversations within a Teams site  

  • Not subject to retention and disposition policies defined in this document

Vital: No



Freedom of Information and Protection of Privacy Act [RSBC 1996] Chapter 165 

Transitory Information Schedule

Date Approved: 20201209

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition


Policies and Procedures   

EV+5Y, FR     

EV=Date superseded or obsolete    

FR=UA will fully retain records from this series   



EV+5Y, D   

EV=Date superseded or obsolete    


Video Recordings  

Temporary recordings made using any collaborative or learning platform supported by UBC e.g. Zoom, MS Teams, MediaSite, Panopto. 

Retention Note:  If video recordings need to be retained longer than one year move them to a university-approved long-term storage location e.g. Kaltura. 

EV+1Y, D  

EV=Date of recording  


Instant Messaging (Chat)  

Instant messaging as part of any collaboration software is used for transitory and routine communication only. Do not use any instant messaging system to store records, make project or business decisions.   

EV+90 Days, D  

EV=Based on the date of the message  

D=Automated destruction 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year