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For many of these reasons we tend not to delete content, but instead archive it. We have Archive spaces and groups that have limited access. This allows us to:
- "Hide" the content so that it no longer comes up in search
- Keep people from losing points
- Keep the metrics for important spaces intact. If you delete content, or move it to a "central" archive location, the metrics for that content is removed from the place. If you leave it in an archive subspace, then when you run metrics you can include subspaces and thus keep the metrics for that content.
- Easily "restore" content when someone inevitably complains or needs the content six months later
Thank you Tracy, for sharing your practice. Interesting tips! But how do you deal with archiving in groups, as groups can not have a subgroup? Do you there rigorously mark not valuable content as outdated? Because moving here to an archive has also impact on the metrics.
We haven't done as much there, as those tend to be team collaboration areas and so archiving is less important for them (as are the metrics). You can do projects, and make sure to rigorously update titles with ARCHIVED at the start of the title. This way it makes it easier to know when the content comes up in search that it is not what you are looking for.
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My "archive" workaround for Groups ...
After I've done my due diligence and concluded a Group is OK to archive, I:
- Make myself an owner.
- Remove all other owners and members.
- Delete all pending invitations.
- Change the Group type to Private (Unlisted).
This functions similar to Tracy's solution for Spaces. It pulls it out of Search for everyone but myself. But, it also retains content in case it needs to be resurrected.
Note: If it's a "ghost town" Group, which was requested by a user, but never used (i.e., there's no content) ... I just delete it outright.
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Chris, just one caution on this: unlike Spaces, removing people from a Group and deleting a person's invitation to join a Group will (sometimes) send a notification to the user being removed that they have, in fact, been removed. I've found that some people take it very personally, even if they don't even remember ever joining the group.
Just something to be aware of.