File Lifecycle: What Happens to Files Over Time

Overview

The file lifecycle describes what happens to files uploaded to Teams channels or shared in Chats as time passes, especially when users change roles or leave Berry. Understanding lifecycle behavior prevents data loss and ensures long-term access.

Lifecycle of Teams Channel Files

Files uploaded to Teams channels live in SharePoint and follow SharePoint lifecycle rules:
• Files remain accessible as long as the Team exists.
• Ownership is tied to the Team, not individuals.
• If a Team owner leaves, the Team and its files remain unaffected.
• Deleted files go to the SharePoint site recycle bin for 90 days.

Lifecycle of Chat Files

Chat files live in the sender’s OneDrive. Their lifecycle depends heavily on the sender:
• If the sender leaves Berry, their OneDrive account may be disabled or deleted.
• Once OneDrive is removed, chat-shared files may become inaccessible.
• Deleted chat files follow OneDrive’s recycle bin lifecycle (90 days).

Impact of Offboarding

When employees or students leave Berry:
• Teams channel files remain fully accessible to all team members.
• Chat files may be permanently lost if not moved beforehand.
• To prevent issues, move important chat files into Teams before offboarding occurs.

File Retention & Governance

SharePoint and OneDrive follow retention policies set by Berry IT. These policies may:
• Retain deleted files for a specific period.
• Prevent permanent deletion of certain documents.
• Support compliance and institutional integrity.

Best Practices

• Store long-term or shared files in Teams channels.
• Move important files out of Chat as soon as possible.
• Regularly review file locations to ensure proper storage.
• Encourage faculty and staff to use SharePoint/Teams for anything departmental or permanent.