Data management/life cycle and Teams/SharePoint

Question

Hello,

I'm looking for best practice advice around data life cycle, data management, and Teams. We will be migrating from servers to SharePoint and I'm trying to work through the architecture that makes the most sense. Our staff are accustomed to files being indefinitely accessible, but if you archive a Team, it seems the underlying site also gets archived, and if you delete a Team, it all gets trashed. I'm also trying to figure out the smartest way to segment data - again moving from a traditional "department">""team">"project or topic" ad infinitum file server mindset into a SharePoint structure that is based on permissions and content without creating a huge sprawl of SharePoint sites and MS Groups.

I would be very grateful for the benefit of others' wisdom and experience!

Thank you.

Answer 1

Hi @Carman, Caryn,

Thank you for posting in this community.

It looks like you are getting ready to use SharePoint Online. Correct me if I have misunderstood.

1.Data life cycle

In SharePoint Online we can achieve data lifecycle management by creating retention policies and retention tags. Use these retention policies for Microsoft 365 workloads that include Exchange, SharePoint, OneDrive, Teams, and Viva Engage. Configure whether content for these services needs to be retained indefinitely, or for a specific period if users edit or delete it. Or you can configure the policy to automatically and permanently delete the content after a specified period if it's not already deleted.

You can follow this article to learn more information about retention policies and retention labels.

2.Data management and Teams.

In SharePoint we create site collections and create sub-sites underneath them, and within each site, create other apps such as Lists or Libraries to hold and manage our data.

We can control user access to the site by creating an M365 group. When you add owners or members to the Microsoft 365 group, they're given access to the SharePoint site along with the other group-connected services. Group owners become site owners, and group members become site members.

You can create a M365 group or connect a M365 group to a site.

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