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Hi Molly, I previously implemented a "provisioning" approach whereby staff have to request Teams via a Form (and then later changed to a PowerApp). This process includes questions about purpose and length of retention, as well as data protection questions, and uses the data in the form to auto-create the Team / site. This information is recorded on a SharePoint list for reference. I also started some work on auditing existing Teams and SharePoint sites, but never finished it before leaving, so I'm afraid I can't say I put it into practice. However, what I discovered when I looked at the data available about Teams via the Admin Center, that it's a bit lacking. I decided to write my own PowerShell reports which list: - All our Teams - The create date and last modify date for the group underpinning the Team - The owners for those Teams, and whether their accounts are still active - The department of the owners - The number of members of the site - The number of documents on the site - The SharePoint site attached to the Team - The date an item in the SharePoint site was last modified I also created a PowerShell script which finds all 'Guest Users' over a year old, and which groups / Teams they are in, as an approach to managing risk. You can do some amazing things with PowerShell (and Graph API) if you engage your friendly neighbourhood IT geek. You should consider, if you haven't already, looking into Retention Policies and Retention Labels (bearing in mind that these will dispose of content, but not the actual Teams themselves): https://docs.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide If you're licensed for it, a simple way to clean up Teams is to used Group Expiration Policies (however I'm cautious about using these, as they apply a single retention period to all Teams / Groups): https://docs.microsoft.com/en-us/microsoft-365/solutions/microsoft-365-groups-expiration-policy?view=o365-worldwide I hope this inspires some ideas! Best wishes, Graham -----Original Message----- From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Molly Edmond Sent: 09 September 2020 12:33 To: [log in to unmask] Subject: Teams- Audit and Clean Up Process CAUTION: This email originated from outside of the organisation. Do not click links or open attachments unless you recognise the sender and believe the content to be safe. Hello All, As with many at the moment, we are looking to create a process for the better management of Teams and the content within them. We have a good overview of how many Teams we have etc and are gathering information on how Teams is currently being used to try and inform a strategic direction for its usage. I was wondering however, in the process of 'cleaning up' Teams if anyone had any advice on what sort of criteria they use for identifying redundant or stagnant Teams?- specifically, how do others approach defining this (in terms of what kind of length of time since the Teams last activity could class it as 'redundant' or stagnant',' number of active users in the Team, maybe ascertaining things like the purpose of the Team (which is at the moment as you can imagine, very difficult to ascertain as Teams were set up with no defined sort of naming convention- we are working to change this). Would be keen to know of anyone else's approaches in terms of what parameters you use to ascertain whether it is appropriate for a Team to be 'weeded out'. Particularly keen to hear from anyone who is also using the Teams interface and the SharePoint site under it as one of the 'building blocks' for an EDRMS) Keen to hear approaches/thoughts, Best, Molly To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask] To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]