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How to archive projects and offboard team members after project completion

After project completion, practicing archiving and offboarding ensures that the project data remains searchable and secure for any future use. It also:

  • ensures proper transition of knowledge and responsibilities as a team member or group leaves
  • preserves company knowledge and frees up space and tools for other projects.
  • ensures compliance and aids auditing, as proper transition management ensures files are readily available

This guide will teach you how the connection created by the ONLYOFFICE DocSpace MCP server with AI clients enables you to properly archive your completed projects with simple human prompts.

Scenario​

With the Meridian Corp website redesign project officially complete and signed off by the client, with all deliverables properly handled, it's now time to properly close out the project room. This process will remove contractor access, clean up temporary working files, do a final audit, and archive the room so it's preserved for reference but no longer clutters the active workspace.

What you'll learn​

Tools used: get_room_security_info, set_room_security, get_folder_content, get_file_info, delete_file, delete_folder, archive_room, download_file_as_text

Before you proceed​

Step 1: Conduct a Full Access Audit​

Before deleting or changing anything, it's important to get a complete picture of who still has access to the room.

Try this prompt:

Show me everyone who currently has access to the "Meridian Corp — Website Redesign" room, including their roles and email addresses if available.

The AI calls get_room_security_info and returns the full member list. Review it carefully and categorize each person into keep and remove groups:

  • Team members moving to other projects (remove now — no longer working on this project)
  • Client stakeholders / external reviewers (remove now — project is over)
  • Room admins (keep until final archive step)

For this scenario, you find:

  • Sam Rivera (Developer) — remove (reassigned to another project)
  • Yuki Tanaka (Content Writer) — remove (reassigned to another project)
  • Aisha Okafor (Content Writer) — remove (reassigned to another project)
  • Marcus Webb (Client Success Manager) — keep for now

Step 2: Remove External Access​

Revoke access for all external parties.

Try this prompt:

Remove Sam Rivera, Yuki Tanaka, and Aisha Okafor from the "Meridian Corp — Website Redesign" room as they've been reassigned to other projects. Marcus Webb still needs access during the archival process.

The AI calls set_room_security with removal instructions for the specified users.

Verify access was revoked:

Show me the updated access list for "Meridian Corp — Website Redesign".

Confirm that the reassigned team members no longer have access. This is a critical security step — team members should not retain access to rooms for projects they are no longer working on.

Step 3: Audit the Room Contents​

Now inspect the contents of the room to decide what stays and what should be deleted before archiving.

Try this prompt:

Show me the complete contents of all folders in the "Meridian Corp — Website Redesign" room.

This calls get_folder_content on the room and its subfolders. Your results will look like this:

  • 01 — Briefs & Requirements — keep (project history)
  • 02 — Design Assets — keep (final assets)
  • 03 — Drafts & Work in Progress — clean up (old drafts no longer needed)
  • 04 — Final Deliverables — keep (approved outputs)

Step 4: Identify Files for Deletion​

Inspect the Drafts folder to confirm what can safely be deleted.

Try this prompt:

List all files in the "03 — Drafts & Work in Progress" folder with their details.

For each file, check the details (creation date, last modified, file name) to confirm it's genuinely a working draft that's not relevant or has been replaced by a more complete one.

Try this prompt for any file to confirm relevance:

Download and read the contents of "old-brief-draft.docx". Is there anything in it not covered by the final version in the deliverables folder?

The AI calls download_file_as_text and compares content — useful for ensuring you're not deleting anything unique before you delete it.

Step 5: Clean Up the Drafts Folder​

Once you're confident about what to delete:

Try this prompt:

Delete all files in the "03 — Drafts & Work in Progress" folder.

If you want to be more selective:

Delete "old-brief-draft.docx" and "wireframe-sketch-v1.png" from the "03 — Drafts & Work in Progress" folder.

After deleting the files, you can also remove the now-empty folder:

Delete the "03 — Drafts & Work in Progress" folder.

The AI calls delete_folder. Note: DocSpace will prevent deletion of a folder that still contains files, so you must empty it first.

Step 6: Final Pre-Archive Verification​

Before archiving, perform a final check to confirm the room is in the state you want to preserve.

Try this prompt:

Give me a final summary of the "Meridian Corp — Website Redesign" room — who has access, what folders exist, and what's in each folder.

The AI calls get_room_security_info and get_folder_content and produces a final state report. Confirm:

  • Only internal team members remain in the access list
  • Working files have been removed
  • Final deliverables are intact
  • The room structure is clean

Step 7: Archive the Room​

Now close the room from active use.

Try this prompt:

Archive the "Meridian Corp — Website Redesign" room.

The AI calls archive_room. The room will move to the archived section of DocSpace, meaning:

  • It's no longer visible in the active rooms list
  • No new files can be added to it
  • Existing members can still view its contents for reference (read-only)
  • It can be unarchived in the future if needed

Important distinction: Archiving is not the same as deleting. The room and all its contents are preserved — they're just moved out of the active workspace. This is the recommended default for completed projects.