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When you archive a project, what cleanup do you do?

Chris Thomas

This is related to my other thread here. To everyone who commented, thank you very much.

I am going through and removing projects that are no longer being used. I was going to start removing all of the schemes (screen, field, workflow) and realized that if the project needed to be restored, it may not work any more. The same goes for custom fields.

So when you guys archive a project, what cleanup do you do?

Comments

A A Ron Geister [Trundl]

If, I am archiving I don't do clean up. If I am removing projects then I do a clean up with screens, schemes, fields etc.

I do yearly audit and ongoing. So in my practice this is always happening. I would say that its an ongoing processes with building and cleaning up after yourself too.

Archiving is a great way to move things out the way but its not a great way to clean up the backend. I think you have to find the balance here and ask yourself if this is something that is auditable and if not then can we remove it. If it is auditable then probably need to keep it a prolong time for the data.

Just a little bit of how I do this. Its always good to see what others do and weave that into practice.

dave.drexler

Hi @Chris Thomas - I don't clean up. I simply do three things:

I apply an 'Archived' permission scheme which hides the project from everyone except admins.
I rename the project to prepend 'Archived - ' to the project name.
I add the project to an 'Archived' project category.

Chris Thomas

Why do you do this over the built in archive function?

dave.drexler

Well, I started doing this procedure years ago, before there WAS an archive function, and for me, it makes things easier to track.

Chris Thomas

Fair enough, thanks for the reply.

Chris Thomas

So it looks like most people leave the schemes and customizations alone after archiving them.

I very much appreciate the input, thanks everyone.

Nic Brough -Adaptavist-

Yes, you can't actually delete schemes if a project is using them, archived or not (well, some you can, but you have still migrate to a new scheme if you do it)

When you archive a project, have a think about how you were using it, and why you're archiving it. The schemes determine how a project works in general, but do you actually need to keep that lying around? As you won't be updating anything in it, just reporting, do you need the workflow for example?

A common trick I've seen is to have an "archived" set of schemes - a field configuration that does not hide any fields, a simple screen with every system and custom field on it, and a single workflow that has all status you've got in it. Before archiving, move the project to use these schemes. Then you can go through the "inactive" sections of all the scheme lists and bin the ones you're not using any more.

Leonie C. Breitmoser

Hi there,

this is an interesting topic I struggled with myself. Due to Server EOL we have a clean Datacenter Instance for all new projects. So when the Instance went live I thought about "the best way to archive" to keep my instance clean and sleek.

Nic already suggested a similar way, but here's my reasoning and solution.

Pre-conditions:

1. I wanted to use the archive feature, since we expect to get a huge instance and thus I want to get them out of my index. (Good to know: Project data will be ignored in the index, and removed completely once you re-index Jira. This improves performance by removing data that is stored directly in Jira.)

2. I wanted "one" solution for all archived projects. Since I took over the old instance and they didn't have one way to archive but everyone did as they thought is best... yea you know the rest.

3. I wanted a way to keep our JIRA clean and not messed up with many schemes.

4.. Most of our projects won't be reactivated once they got archived, means I usually don't need the complet setup to work later. Additionally, all my project setups are documented, so I can rebuild the initial setup later if needed.

Archiving projects:

To meet all the pre-conditions, I decided to come up with an Archive Setup for all projects.

Means, I made one ARCHIVE Scheme for all needed schemes and made them as general as possible. From time to time I review these schemes and add all new fields,status, roles, etc. Only for the priority scheme I use the default scheme.

Here's my way of preparing a project before i archive it:

Issue type scheme → Archived Projects scheme
Workflow scheme → Archived Projects scheme
Screen scheme → Archived Projects scheme
Field scheme → Archived Projects scheme
Priority Scheme → Default priority scheme
Permission scheme → Archived Projects scheme
Notification Scheme → Archived Projects scheme

Then I can archive it and delete all left over schemes from the project, if they aren't used in another project.

Hope this gave some insight.

Best,

Leonie

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