Archive previous year's notebooks
From Office 365, my list of notebooks is growing quite quickly and in just a year or two, it will be very cumbersome to manage current and past notebooks. Right now, all previous year's notebooks show up in the Manage Notebooks list, as well as the My Notebooks list, which is great when I'm wanting to find a previous year's notebook content, but it makes managing THIS year's notebooks much more laborious since I have to sift through previous year's notebooks to find this year's books that I want to edit.
Please create some sort of "archive" feature where we can keep the previous year's notebooks for reference, but they don't always show up in all the lists when trying to manage notebooks.
Joao Duarte commented
PLEASE NOTE: the archive feature has already been added to Teams.
Carlos Solis commented
In general, I need a way to archive notebooks where activity has been completed.
Van Nilla commented
I'll correct myself: it seems the the *.one is not propietary, as the file format is publicly available.
For example, there is a program called Outline for osx/ios that reads/writes .one and .onepkg files.
But the format changes with each release of one-note, so if you get to many versions behind you may not be able to open old files (a classic problem in data archiving). Already, Outline cannot open files from onenote-2003.
So, what happens if you have a onenote-2003 notebook that you want to open in the year 2018? Options are:
(A.) Use a Virtual machine. That is, make sure you keep around a virtual-machine that can run older windows with onenote-2003. This is probably the easiest and least trouble-prone method.
(B.) Convert all items in old format to newer format. The archivalist would need to do this every few years, each time a new version of onenote comes out. One way to do might to open every notebook in the new version so it can convert the notebook from obsolete format and save it to the newer version format. Will "last modified" dates or other metadata change? This method seems to be implied advice in
"Best practices for long-term archival" at this ms site (excerpt below): https://support.office.com/en-us/article/Archive-a-completed-project-5117fe4f-3c07-4499-8cc9-99321767954f
From time to time, the project MPP file format, the Project Server content database schemas, and the SharePoint site schemas can change to reflect new features. This can have an impact on backward compatibility to the extent that a project saved as an MPP file, an old backup of a Project Server content database, or a project team site backup may not be immediately usable.
A best practice is to always plan on including your archived content in your upgrade planning. This reduces the time to recover an old project that might require several upgrade steps otherwise.
Van Nilla commented
Need some way(s) to easily archive old notebooks, perhaps by age or owner. Right now if a teacher leaves, we have only 14 days to ask their class notebook to be transferred to a new owner. If not done in 14 days it is deleted. Also need a non-propietary format for long-term archival. In just a few years the size and number of notebooks is becoming an issue. Need a backup *and* restore function. What if we cannot open an old *.onepkg file in 10 years? Some sort of non-proprietary open format is needed by any organization tasked with long-term archival.