Photo by Adis Corovic on Unsplash

Photo by Adis Corovic on Unsplash

Archiving teams and channels


Article from ADMIN 75/2023
Teams and channels in Microsoft Teams that are no longer needed should be removed promptly; however, to preserve them, they can be archived with various on-board tools.

Thanks to Microsoft Teams on-board tools, the collaboration environment can be used to exchange documents. In many cases, the documents in teams and channels will need to be archived in a legally secure and audit-proof manner, at least temporarily. It might also be necessary to reuse documents in a deleted team later or protect them against editing while hiding the team from active view.

Before you start archiving data in Teams, you need to think about the differences between backing up and archiving. In general, a backup is not an archive, because the data is continuously overwritten, and virtually nobody keeps a backup permanently. A backup is mostly used in the short and medium term and has the task of restoring deleted or destroyed files.

Archiving means long-term storage. Archiving is intended to prevent any changes to data. In this sense, an archive is a collection of data that companies need to store in a tamper-proof manner for legal reasons. Third-party products for backing up Microsoft Teams provide legally compliant storage, but integrated archiving can at least be used in parallel.

In this article, I look at the archiving possibilities that Teams offers out of the box. One massive advantage of using the integrated functions is that they do not delete any data; instead, the team is preserved in its entirety, although no longer listed as one of the active teams in the Teams client. This operation improves the overview while giving you audit-proof data storage. An added bonus is write protection for chats and all documents in the team.

Integration with SharePoint Online

Teams, OneDrive for Business, and SharePoint are a useful combination of tools in Microsoft 365. SharePoint forms the underpinnings for Teams and OneDrive, with the documents in Teams being stored in SharePoint databases (Figure 1). To do this,

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