With the move to a Microsoft 365 environment, we have gained access to multiple applications and features. As you begin to implement these new tools into your current workflows, we want you to be aware of what’s acceptable and why – especially when it concerns our data!
Our Microsoft 365 environment stores most of our data in Canadian datacenters. While OneDrive
and SharePoint are completely covered, there are some exceptions that do not store data within
Canada.
Microsoft Teams is approved for:
- Patient and Client Meetings
- Sharing Personal (or Health) Information through Teams Chats with other @TBH.net accounts ONLY
If you have Teams with AI-Generated notes, it is NOT acceptable to record a meeting that involves personal (or health) information.
Microsoft Forms is approved for:
- Gathering Data that does not include Personal (or Health) Information.
Microsoft Forms is NOT an acceptable method for collecting personal (or health) information since it sends data to U.S datacenters.
Outlook is approved for:
- Sending Personal (or Health) Information to other @TBH.net accounts.
- Sending Personal (or Health) Information to external emails where encryption has been turned on.
- If you need assistance encrypting an email, please view KA 14354: Sending an encrypted email in Outlook 365 in our Knowledge Base or contact the Help Desk.
Outlook should ONLY be used when required, as there is always a risk that the recipient could forward the information.
If you have any questions regarding acceptable usage of other M365 applications, please contact the Help Desk at Help.Desk@tbh.net.
If you have questions regarding organizational privacy policies, please contact your Privacy Officer at: SJCG, SJCG.Privacy@tbh.net and TBRHSC, TBRHSC.Privacy@tbh.net.
Always be safe and double-check what you are sending, sharing or recording!