How to move done items into archive?

[Irene Yeong]

How to move done items into archive to avoid clogging the board? I have now moved items done to Backlog as temporary solution. Thanks.

[Nic Brough -Adaptavist-]

What type of board is it?

If it is a Core business board, then issues will disappear 14 days after they have become "done".  If you are in a Scrum board, done items will go away at the end of the sprint, and on a Kanban, when you do a release (although if you're using Kanban and don't do releases, you might want to just change the board filter to add "and not (status = done and updated < -7d)")

[Irene Yeong]

Hi Nic,

It is a Kanban board. What I do now is create another Project called Archive and move the issues in Done list to Archive.

Thanks.

[Nic Brough -Adaptavist-]

Ouch.  Moving issues between projects is a really bad thing to do as part of a day-to-day process.  It it good for re-organisations and housekeeping, but it should never be part of a working process.

May I ask what is wrong with "seeing 'done' for 14 days before the issues automatically drop off the board" for you?

[Irene Yeong]

The issues moved to Archive is the ones that are Done. For tracking history and past issues, we need to archive them and not automatically drop off the board.

Is there a board that allows Archiving?

Thanks.

[Nic Brough -Adaptavist-]

No, your definition of "archiving" feels a bit wrong to me.  I archive things when I have confidence that they don't add a lot to immediate reporting, but might need to be kept for statistical reporting or audits.  The shortest time I've seen for an archive is "three months of inactivity"

Dumping "done" stuff into an archive just because you have done it this week sounds very wrong.  What are you telling your stakeholders here?  That you have binned stuff just because you think you might have done it?

[Irene Yeong]

So how do you archive?

[Nic Brough -Adaptavist-]

I wait until a project is done, and then change the permission scheme does not allow changes.  On Data Centre, I wait until a project is done, and then hit the archive button.