When should I archive my freehands?
It is important to make it easy for your team to find the freehands they need to maintain productivity and minimize duplicity. Yet, it is very easy to find yourself overwhelmed by hundreds of freehands! Especially if you have an admin or manager role.
There are many ways to reduce the clutter and provide a structure for your freehands. For example, leveraging groups and spaces allows you to set up a 'folder' structure that makes sense to your users.
One of the best ways to keep Freehand organized is to set up governance around how your organization stores, manages, and organizes freehands.
As part of your governance model, you'll document practices such as:
- Naming conventions for documents
- Naming conventions for spaces and groups
- When to use a group vs a space
- How to create templates
- Format for space overview
- Rules for archiving freehands
In this post, we're going to focus on discussing archive rules to help reduce the number of active freehands you have.
Principles around archiving
There are no hard-and-fast rules for archiving freehands, but adhering to these principles is a good starting point:
- Any document that has not been viewed in the last 12 months*
- Any document that is part of a project that has completed in the last 3 months
- Any 'static' documents not edited or viewed in the last 1 month (that is a process, onboarding document, or business workflow)
- Personal documents you haven't edited or viewed in the last 1 month
Depending on the department or role, you may also want to set some specific rules. For example, you may choose to keep any wireframes or design documents for at least 12 months after a project ends before archiving. However, you many want to archive sprint planning documents immediately after a project ends.
Work with department heads to understand requirements and needs while you devise your governance plan.
Take into account any organization requirements. For example, documents with sensitive data may need to be archived after a certain period of time.
TIP: Use the 'sort' feature to show the least accessed or edited freehands.
Document your archiving rules
Make sure you document your governance model, leverage champions, or set up guilds to ensure the model is being adopted across your organization.
You man want to add it as part of your training.
How do I archive freehands
Read Archive, restore, transfer, and delete documents to learn how to archive.
Don't worry! You can also unarchive documents if you need them at a later date 😉
Discussion topic: What archiving rules do you have in place?
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