# Archiving Projects (https://yapl.app/en/docs/user-guides/projects/archiving-projects)
# Archiving Projects
Archiving is a **soft-delete operation** that moves projects to long-term storage, removing them from active lists while preserving all data for historical reference.
**Archive vs Cancelled**: Archiving is not a project status—it's a storage operation. Use **Cancelled** status for projects that won't proceed. Use archiving for completed projects you want to store for records.
## Why Archive Projects
Archive projects to:
- **Reduce clutter** - Keep active project lists manageable
- **Preserve history** - Maintain records for compliance or reference
- **Free up limits** - Archived projects don't count toward tier limits
- **Mark completion** - Clearly indicate finished projects
## When to Archive
Consider archiving when:
- Project is permanently complete
- No further work expected
- Historical record is sufficient
- Active reference no longer needed
Archive only when you're certain the project is complete. Restoring archived projects has limitations.
## How to Archive a Project
### Step 1: Open the Project
1. Navigate to **Projects**
2. Click on the project to archive
### Step 2: Access Archive Option
Find the archive option in one of these locations:
- Project overview actions menu
- Project settings page
- Status change dropdown
### Step 3: Confirm Archive
1. Click **Archive** or **Archive Project**
2. Review the confirmation dialog
3. Click **Confirm** to proceed
## Archive Effects
### Immediate Changes
| Aspect | Effect |
|--------|--------|
| Visibility | Hidden from default views |
| Project limits | No longer counted |
| Team access | Preserved but limited |
| Data | Fully preserved |
Archiving does NOT change the project status. A Completed project that gets archived is still in Completed status—it's just hidden from default lists.
### Data Preservation
All project data is preserved:
- Project information
- Plans and tasks
- Resource assignments
- Activity history
- Team assignments
### Access Changes
After archiving:
- View access typically maintained
- Edit access restricted
- New content creation blocked
- Historical data readable
## Viewing Archived Projects
### Finding Archived Projects
Archived projects are hidden by default. To view them:
1. Navigate to **Projects**
2. Find the filter or status toggle
3. Select **Show Archived** or filter by Archived status
4. Archived projects appear in list
### Archived Project Indicators
Archived projects display:
- Archive icon or badge
- Different styling (often muted)
- "Archived" status label
## Archive vs. Delete
| Action | Data | Can Recover |
|--------|------|-------------|
| **Archive** | Preserved | Yes, with limitations |
| **Delete** | Removed | No |
YAPL uses archiving instead of deletion for projects. This preserves your data while removing active clutter.
## Restoring Archived Projects
### How to Restore
Archived projects can be restored by workspace owners:
1. Navigate to **Projects**
2. Enable **Show Archived** filter
3. Find the archived project
4. Click **Restore** in the project actions
### Restoration Notes
- Restored projects return to their original status
- All data is preserved during archive period
- Contact workspace owner if you need a project restored
## Archive Retention
### How Long Are Archives Kept
Archive retention varies by subscription tier:
| Tier | Retention Period |
|------|------------------|
| Trial | 30 days |
| Basic | 30 days |
| Professional | 365 days |
### Data Retention Policy
- Archived data is automatically deleted after the retention period
- Export important data before archiving if long-term storage is needed
- Professional tier provides extended 1-year retention for compliance needs
- Contact support for specific retention requirements
## Archive Best Practices
### Before Archiving
1. **Verify completion** - Ensure all work is done
2. **Review metrics** - Capture final statistics
3. **Export if needed** - Save important data externally
4. **Communicate** - Inform team of archive
### Organizing Archives
- Use consistent naming for easy reference
- Complete project information before archiving
- Add final notes to description
- Ensure project is in Completed status before archiving
### Regular Maintenance
- Review projects periodically for archiving
- Don't let stale projects clutter active lists
- Archive in batches during cleanup
## Archive and Project Limits
### How Archiving Helps
| Tier | Active Limit | With Archives |
|------|--------------|---------------|
| Trial | Unlimited | N/A |
| Basic | 5 active | Archive excess |
| Professional | Unlimited | N/A |
### Example: Basic Tier
If you have 5 active projects and need another:
1. Complete a project
2. Archive the completed project
3. Create new project (now within limit)
## Permissions
### Who Can Archive
| Role | Can Archive |
|------|-------------|
| Workspace Owners | Yes |
| Team Leads (assigned) | Yes |
| Team Members | No |
| Team Viewers | No |
### Archive Restrictions
**Projects can be archived from these statuses:**
- Planning
- On Hold
- Completed
- Cancelled
**Projects cannot be archived if:**
- Status is **Active** (complete or cancel the project first)
- No archive permission
- Required conditions not met
## Troubleshooting
### Cannot Archive Project
**"You don't have permission"**
- Only Leads and Owners can archive
- Verify your team role
**"Cannot archive at this time"**
- Check for pending operations
- Verify project status allows archive
### Archived Project Not Visible
- Check filter settings
- Enable "Show Archived" option
- Verify project was successfully archived
### Need to Work on Archived Project
- Archived projects have limited editing
- Create a new project for new work
- Reference archived data as needed
- Contact owner for restoration options
## Related Topics
- [Project Lifecycle](/docs/user-guides/projects/project-lifecycle) - Status management
- [Project Settings](/docs/user-guides/projects/project-settings) - Configuration
- [Creating Projects](/docs/user-guides/projects/creating-projects) - New projects