Archiving Files

Archiving Non-Accessible Files for ADA Title II Compliance

Overview

This article provides instructions for archiving files in SharePoint and Microsoft Teams. Archiving ensures that finalized documents are preserved for compliance and audit purposes and remain unchanged after storage.

Public Website (WordPress): Archiving Files

Option 1 (Preferred): Move Files to an Internal Archive in SharePoint

  1. Download files from the website
    1. Navigate to the Media section of your website dashboard
    2. Click a file you would like to download
    3. At the bottom of the details sidebar, click the "Download File' link
    4. Repeat as needed. Note: If you have a large media library, ITS can assist in doing a bulk download. Please submit a ticket to request this.
  2. Follow the steps in 'SharePoint: Archiving Files' to create an archive file on your department or division's SharePoint site. If you need assistance, please contact your site collection administrator listed on the homepage of MyBC
  3. Place the files you downloaded into the SharePoint archive folder
  4. Configure permissions to allow the desired user groups to view. Note that this can include everyone with a Bellevue College account if desired.
  5. Update any links on your website to direct to the archive folder in SharePoint.
  6. Delete the files from your media library
    1. Navigate to the Media section of your website dashboard
    2. Click a file you would like to delete
    3. At the bottom of the details sidebar, click the "Delete Permanently' link

Option 2: Create a Public Archive

If your archived documents still need to be available to the public at large, follow these steps:

  1. Create a new page on your website titled 'Document Archive'
  2. Rename your files, ensuring they start with 'ARCHIVE', then the date in YYYY-MM-DD format. For example, ARCHIVE-2026-01-30_department-flyer.pdf
    1. Navigate to the Media section of your website dashboard
    2. Click a file you would like to rename
    3. At the bottom of the details sidebar, click the "Edit More Details' link
    4. In the 'Filename' field, update the file name
    5. Click the Update button on the sidebar
  3. Add links to all archived documents to your Document Archive page created in step 1
  4. Update any links to these files elsewhere on your website to direct to the Document Archive page instead

SharePoint: Archiving Files

Step 1: Create an Archive Folder (If One Does Not Exist)

  1. Navigate to your SharePoint team site.
  2. Open the Documents library.
  3. Click New at the top of the page.
  4. Select Folder.
  5. Name the folder Archive.
  6. Click Create.

Step 2: Move the File to the Archive Folder

  1. Locate the file to be archived.
  2. Select the file using the checkbox next to the file name.
  3. Click Move To in the top menu.
  4. Choose the Archive folder.
  5. Click Move.

Step 3: Set Permissions for the Archive Folder

  1. Click the three dots (...) next to the folder.
  2. Select Manage access.
  3. Update permissions to Can view (this will apply to all files within the folder).

Step 4: Add File Information (If Prompted)

If prompted, complete the required metadata fields, such as:

  • Year
  • Department
  • Document Type

This information helps ensure files can be easily located for audits.

Step 5: Preserve Archived Files

Once a file is archived:

  • Do not edit the file
  • Do not delete the file
  • Contact your manager if changes are required

Archived files must remain unchanged for compliance purposes.

Microsoft Teams: Archiving Files

Step 1: Open the Team and Channel

  1. Open Microsoft Teams.
  2. Select Teams from the left-hand menu.
  3. Choose the appropriate team.
  4. Open the channel where the file is stored.

Step 2: Access the Files Tab

  1. At the top of the channel, click Files.

Step 3: Create an Archive Folder (If One Does Not Exist)

  1. Click New.
  2. Select Folder.
  3. Name the folder Archive.
  4. Click Create.

Step 4: Move the File to the Archive Folder

  1. Locate the file to be archived.
  2. Select the file using the checkbox.
  3. Click Move To.
  4. Choose the Archive folder.
  5. Click Move.

Step 5: Verify the File Was Archived

Open the Archive folder and confirm the file is present.

Step 6: Set Permissions for the Archive Folder

  1. Click the three dots (...) next to the folder.
  2. Select Manage access.
  3. Update permissions to Can view (applies to all files within the folder).

Important Guidelines

Do:

  • Archive only final versions of files
  • Use clear and descriptive file names
  • Confirm the file is stored in the correct team and channel

Do Not:

  • Archive draft files
  • Delete archived files
  • Rename files after archiving

File Naming Conventions

Use clear, consistent naming formats such as:

  • 2025_Q4_Financial_Report_FINAL.xlsx
  • 2024_Internal_Audit_Summary.pdf
  • Vendor_Approval_Signed_2025.pdf

Avoid vague or inconsistent names such as:

  • file1.xlsx
  • newfile.pdf
  • final_final_v2.xlsx

Need Assistance?

If you are unsure whether a file should be archived, contact your Site Collection Administrator.

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