Managing NTU's digital storage: New Microsoft Teams retention rules

Published: 05/10/2026

We’re making a few changes to how long Microsoft Teams recordings, transcripts and chat messages are kept across NTU.

These updates will help reduce storage, keep our Microsoft 365 environment tidy, support better long‑term data management and ensure our digital environment remains secure, efficient and AI-ready.

Revised retention for Microsoft Teams recordings and transcripts

At the moment, Teams meeting recordings and transcripts are currently kept for seven years unless someone manually updates them.

From Monday 19 October, recordings and transcripts will be kept for one year.

Existing recordings and transcripts will not be affected, only new recordings and transcripts going forward.

If you need to keep a recording for longer, you can still manually extend it. When an extended recording eventually expires, you’ll receive an automated email letting you know it’s been deleted, with a reminder that it can still be restored from the recycle bin for a short time. Find out more on how to manually extend in our help guide.

Recordings take up a lot of space, so this update will help reduce storage while still giving plenty of time to access or reuse content.

Revised retention for Microsoft Teams chat messages

Teams chat messages (for example 1-on-1 chats, group chats and meeting chats) are currently kept forever.

From Monday 19 October, chat messages will be automatically deleted after one year.

This change will apply to both new and existing chats. So any messages older than one year, including historical messages, will be automatically deleted. This change does not affect Teams channel messages or private channel messages.

Files shared in Teams chat won’t be deleted, they will be stored separately in the uploader's OneDrive.

Teams is typically used for quick and informal conversations, so this change reflects that. Teams chat isn’t intended for storing important information, decisions, approvals or records that may need to be referred to in the future.

Teams retention rules to be introduced text on a purple background — Teams retention rules

Why are things changing?

These changes will help NTU:

Reduce unnecessary storage.
Keep systems cleaner and easier to navigate.
Improve performance across Microsoft 365.
Support digital sustainability.
Strengthen AI-readiness with better governed data.

Support

We’ll continue sharing practical guides in the Newsroom to help you manage your digital storage.

If you need digital support, including if you're having issues with Microsoft 365 tools, please email Library Services.