SOLVED

How to deal with Teams when the corresponding project is done?

%3CLINGO-SUB%20id%3D%22lingo-sub-2234502%22%20slang%3D%22de-DE%22%3EHow%20to%20deal%20with%20teams%20when%20the%20corresponding%20project%20is%20done%3F%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-2234502%22%20slang%3D%22de-DE%22%3E%3CP%3EWe%20want%20to%20utilize%20teams%20as%20our%20new%20project%20management%20tool%20in%20our%20organization.%26nbsp%3B%3C%2FP%3E%3CP%3EThe%20idea%20is%20to%20create%20a%20new%20team%20for%20every%20project%20that%20comes%20up%20and%20use%20it%20not%20only%20for%20communications%20but%20also%20for%20file%20management%20and%20tasks.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EOur%20question%20is%20now%3A%20what%20should%20we%20do%20when%20a%20project%20is%20done%3F%20AFAIK%20there%20is%20no%20way%20to%20%22close%22%20the%20team%2C%20only%20to%20delete%20it.%20But%20if%20we%20delete%20it%2C%20all%20files%2C%20communications%20etc.%20will%20be%20deleted%20as%20well%20and%20we%20cannot%20do%20this%20because%20we%20might%20want%20to%20look%20inside%20it%20later.%3C%2FP%3E%3CP%3EBut%20if%20we%20dont%20delete%2C%20everyone%20who%20was%20involved%20will%20have%20this%20team%20entry%20visible%20in%20teams%20forever%20and%20eventually%20there%20will%20be%20tons%20of%20entries.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EWhat%20is%20best%20practice%20here%3F%3C%2FP%3E%3CP%3EThanks!%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-LABS%20id%3D%22lingo-labs-2234502%22%20slang%3D%22de-DE%22%3E%3CLINGO-LABEL%3EMicrosoft%20Teams%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3Eproject%20management%3C%2FLINGO-LABEL%3E%3C%2FLINGO-LABS%3E%3CLINGO-SUB%20id%3D%22lingo-sub-2234519%22%20slang%3D%22en-US%22%3ERe%3A%20How%20to%20deal%20with%20Teams%20when%20the%20corresponding%20project%20is%20done%3F%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-2234519%22%20slang%3D%22en-US%22%3EYou%20would%20archive%20the%20team.%20An%20administrator%20can%20archive%20the%20team%20and%20it%20will%20be%20viewable%20but%20nothing%20else%20can%20be%20added%20to%20it.%20It%20takes%20it%20out%20of%20the%20list%20of%20teams%20under%20the%20navigation%20on%20each%20user's%20Teams%20application%2C%20but%20they%20can%20search%20and%20find%20the%20team%20and%20access%20the%20conversations%20and%20files%20and%20anything%20else%20in%20the%20team%20to%20view%20it.%20Nothing%20can%20be%20added%20or%20removed%20unless%20you%20were%20to%20unarchive%20the%20team%20and%20make%20it%20active%20again.%3CBR%20%2F%3E%3CBR%20%2F%3EIf%20there%20are%20files%20or%20other%20things%20that%20you%20need%20to%20insure%20are%20never%20deleted%20or%20not%20deleted%20for%20a%20specific%20period%20of%20time%2C%20then%20you%20will%20want%20to%20implement%20some%20compliance%20standards%20on%20your%20team%20to%20support%20the%20rules%20your%20organization%20has%20also.%20That%20will%20protect%20those%20entries%20even%20if%20someone%20tries%20to%20delete%20the%20team%20or%20content%20within%20it.%20You%20have%20many%20options.%3C%2FLINGO-BODY%3E
Occasional Visitor

We want to utilize Teams as our new project management tool in our organisation. 

The idea is to create a new team for every project that comes up and use it not only for communications but also for file management and tasks.

 

Our question is now: what should we do when a project is done? AFAIK there is no way to "close" the Team, only to delete it. But if we delete it, all files, communications etc. will be deleted as well and we cannot do this because we might want to look inside it later.

But if we dont delete, everyone who was involved will have this team entry visible in Teams forever and eventually there will be tons of entries..

 

What is best practice here?

Thanks!

 

2 Replies
best response confirmed by bbeuscher (Occasional Visitor)
Solution
You would archive the team. An administrator can archive the team and it will be viewable but nothing else can be added to it. It takes it out of the list of teams under the navigation on each user's Teams application, but they can search and find the team and access the conversations and files and anything else in the team to view it. Nothing can be added or removed unless you were to unarchive the team and make it active again.

If there are files or other things that you need to insure are never deleted or not deleted for a specific period of time, then you will want to implement some compliance standards on your team to support the rules your organization has also. That will protect those entries even if someone tries to delete the team or content within it. You have many options.

Agree with the response from Karen, there are some links for how to manage it.
https://docs.microsoft.com/en-us/microsoftteams/archive-or-delete-a-team - archive Team
https://mattipaukkonen.com/2019/11/05/view-and-access-archived-teams-on-microsoft-teams/ - show archived Team