Collaboration Data

Information and Technology Services (ITS) support a number of technical services that enable collaboration across the University of Michigan community. Key services include Google Workspace applications (Mail, Calendar, Drive, Photos, Chat, etc.), Microsoft 365 (OneDrive, Teams, Office productivity apps, etc.), Dropbox, and Slack.

What Collaboration Data We Collect

The following types of data are collected by the service providers as you use their services, and the University of Michigan, as an administrator of these services, has access to them:

  • User Information
    such as your name, email address, uniqname, and other contact information.
  • Device Information
    such as IP address, device type, operating system, and MAC address.
  • Usage Information
    such as login times and locations, data usage, and other collaborative metadata.
  • User Content
    • Google collects the metadata and content associated with Google Workspace accounts and applications, including email in Gmail, Google Contacts, Calendar entries, Google Drive data, Chat messages, Photos, YouTube history, Google Maps location history, and more.
    • Dropbox collects the metadata and content associated with Dropbox accounts, such as your email and login time/location, device information and usage, content you create or upload while using their service, and more. If you choose to share them, your contacts are also available to Dropbox.
    • Slack collects the metadata and content associated with UM-administered accounts and workspaces, such as activity in private and public channels, direct messages, file attachments, U-M workspaces of which you are a member, and more.
    • Microsoft collects the metadata and content associated with Microsoft 365 accounts and applications, including usage of the Office productivity apps (Word, Excel, PowerPoint, etc.), OneDrive data, Teams history, and more.

How We Use Collaboration Data

The University of Michigan uses collaboration data to enable:

  • Academic and Research Missions
    Facilitate effective and engaging ways for students, instructors, staff, and researchers to communicate and collaborate across the university and beyond.
  • University Administration and Operations
    Provide solutions for effective and efficient collaboration in support of university administration and operations.
  • Planning and Reporting
    Facilitate an appropriate response to trends by analyzing data to assess usage and quality.
  • Service Support
    Ensure appropriate support for collaboration resources by monitoring service performance and providing end-user assistance.

How We Collect Collaboration Data

  • Directly
    when you create and update account information, use collaboration applications and tools to create and upload content, and more.
  • Automatically
    when collaboration platforms generate and store data based on your interactions with their service, such as date, time, location, and method of interaction.
  • From Other Sources
    when other users share collaboration resources with you, tag you in comments and messages, and more.

How We Share Collaboration Data

The service providers managing ITS-supported collaboration services, such as Google Workspace, Microsoft 365, Dropbox, and Slack, collect and have access to the personal information described above. Through contractual agreements, these service providers are required to keep your personal information secure and use it only for providing services on the university’s behalf. Like most service providers, they also use their access to ensure your adherence to their Terms of Service.

Though the University of Michigan can access content created and uploaded by you in our collaboration systems and software, we will never access any of those digital assets unless there is a UM-approved business or continuity need, appropriately escalated health or safety concern, or when required by law. Access to your data is always in accordance with SPG 601.11: Privacy and the Need to Monitor and Access Records.