Hi all,
Does anyone have any experience of closing Teams at the end of their life? or a defined process for it?
I’ve been recommending Teams is used as a short term collaboration tool (the best example being for projects), with a closure process which requires all files to be moved into a long term storage location at the end of the project. I think many others have been going with similar recommendations.
What I'm now struggling with is creating a closure process that enables us to save all relevant content and metadata, (including channel content and membership), and I'm interested to know how others have approached this.
To demonstrate this:
We have a Team for a project which is being rolled out. There are 60+ members. Within the Team, we have a private channel which includes all subject matter experts (15 members). The point of this channel is to develop, review and approve guidance.
All SMEs create their draft content and add the documents into the files tab, accompanied by a channel post explaining their thought process and how they have developed it to that point. Other channel members either amend the document directly, or reply to the post with their comments/approval.
So - when this project ends, if we close the Team, remove all final files and delete everything else, we risk losing valuable context around the files which the channel posts can provide, and also the information around who was a member of the private channel and so had the opportunity to review/approve/have their opinion taken into account.
Even if there was an easy way to extract channel posts and membership lists, I'm not convinced that this is the best way - and I know it certainly wouldn't be popular with IT or users as it would be seen as an additional burden. All of this appears to support in place retention of Teams.
Is in place therefore a better option? Teams could be archived as read only, with a retention period set on the entire thing. Are there downsides to this option? The first one that comes to mind is that if users remain members of all Teams they’ve ever been associated with, Teams saturation quickly becomes a real thing. Hopefully hiding Teams could mitigate this.
There’s an overload of questions in this sorry, but right now I have more questions than answers! I’m really just trying to get an idea of how others have approached closing Teams and any experience that can be shared please.
Thank you!
Nicki
Information Records Manager | Manchester Metropolitan University
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