How To Archive In SharePoint

Are you overwhelmed with the amount of data and information on your SharePoint site? Do you find yourself struggling to efficiently organize and store important documents? If so, then you’re in the right place. In this article, we will explore the importance of archiving in SharePoint and provide you with practical tips and tricks to streamline your document management process. Get ready to maximize your productivity with SharePoint.

What is SharePoint?

SharePoint is a web-based collaborative platform that seamlessly integrates with Microsoft Office. It is primarily used for document management, storage, and sharing, but also offers the ability to create and manage websites, intranets, and content. With its various tools and functionalities, SharePoint allows for efficient collaboration and communication within organizations.

If you are unfamiliar with SharePoint, it is recommended to take a guided tour of the platform to learn about its features and capabilities. This will help you make the most of SharePoint and increase your productivity.

What is Archiving in SharePoint?

Archiving in SharePoint refers to the process of transferring files and items that are no longer in use to a separate storage location in order to free up space and improve overall performance. This is a crucial step in ensuring that important information is preserved and can be accessed if necessary.

In order to successfully archive in SharePoint, it is important to:

1. Establish retention policies
2. Regularly review and classify content
3. Educate users on the best practices for archiving

Why is Archiving Important in SharePoint?

Archiving is essential in SharePoint for compliance, data governance, and storage optimization. It plays a crucial role in retaining important information and ensuring easy access, reducing the chances of data loss and legal consequences. Proper archiving also improves document management, leading to increased productivity and efficiency.

Fact: The significance of archiving in SharePoint is highlighted by its ability to help organizations comply with industry regulations and preserve valuable institutional knowledge.

How to Archive in SharePoint?

Are you looking to streamline your document management process with SharePoint? One key feature of this platform is its ability to archive documents for long-term storage and retention. In this section, we will guide you through the step-by-step process of archiving in SharePoint. From creating a dedicated Records Center site to setting up a document library and applying retention schedules, we will cover all the necessary steps to effectively manage your documents in SharePoint.

1. Create a Records Center Site

• Access SharePoint as an administrator.
• Click on ‘Create Site.’
• Choose ‘Records Center’ as the site template.
• Enter the required details and click ‘Create.’
• Once created, configure the site according to your archiving needs.

In 2009, SharePoint 2010 introduced the Records Center site template, providing a specialized space for creating a Records Center Site and effectively managing and retaining important documents and records within the SharePoint environment. This feature enabled organizations to easily create and maintain a dedicated site for records management and archiving purposes.

2. Set Up a Document Library for Archiving

1. Create a new document library specifically for archiving purposes.
2. Configure the library settings to enable archiving features.
3. Set up metadata, retention labels, and rules for the archived documents.
4. Establish permissions and access controls for the library to ensure data security.

When setting up a document library for archiving in SharePoint, it’s crucial to effectively organize the structure, implement appropriate metadata, and define clear access controls. It is also important to regularly review and update retention labels to align with compliance regulations and maintain data security.

3. Configure Information Management Policies

1. Create a comprehensive inventory of all content, including documents, emails, and records, to identify what needs to be managed.
2. Establish clear and specific information management policies for categorizing, tagging, and organizing content.
3. Define roles and responsibilities for implementing and enforcing the 3. Configure Information Management Policies across the organization.
4. Implement automated tools and technologies to apply and enforce the defined information management policies consistently.

4. Create a Retention Schedule

1. Review organizational document requirements and legal obligations.
2. Identify document categories and their corresponding retention periods.
3. Consult with legal and compliance teams to ensure alignment with regulations.
4. Create a retention schedule outlining document categories, retention periods, and disposal procedures, including the step of creating a retention schedule itself.

5. Apply the Retention Schedule to Documents

• To apply the retention schedule to documents, first access the SharePoint site and navigate to the document library where it needs to be applied.
• Next, click on the ‘Library’ tab and select ‘Library Settings’ from the ribbon.
• Under the Permissions and Management section, choose ‘Information management policy settings.’
• Then, click on ‘Document Library Settings’ and select ‘Apply label to items in this list or library.’
• Finally, choose the desired retention schedule from the available options and click ‘OK’ to apply it to the documents.

What are the Best Practices for Archiving in SharePoint?

SharePoint is a powerful tool for storing and organizing documents, but without proper archiving practices, it can quickly become cluttered and difficult to navigate. In this section, we will discuss the best practices for archiving in SharePoint. By following these guidelines, you can ensure that your documents are organized, accessible, and relevant. We will cover the importance of defining clear retention policies, regularly reviewing and updating retention schedules, and training users on proper archiving procedures. Let’s dive in and learn how to effectively archive in SharePoint.

1. Define Clear Retention Policies

1. Identify and define the types of documents and data that need to be retained.
2. Establish specific retention periods for different document types based on legal, regulatory, and business requirements.
3. Create a clear and easily understandable retention policy document outlining the guidelines and procedures for retention.
4. Communicate the retention policy to all relevant stakeholders and ensure understanding and compliance.
5. Regularly review and update the retention policies to align with evolving organizational needs and external regulations.

2. Regularly Review and Update Retention Schedules

• Set a recurring schedule to regularly review and update retention policies, ensuring they align with legal and business requirements.
• Modify retention schedules as needed based on changes in regulations, business processes, or document types.

3. Train Users on Proper Archiving Procedures

1. Provide comprehensive training sessions on the importance of archiving in SharePoint.
2. Explain the step-by-step procedures for archiving documents and data.
3. Offer hands-on demonstrations for using retention schedules and applying them to documents.
4. Emphasize the significance of training users on proper archiving procedures for effective document management and compliance.
5. Encourage regular reviews of archiving practices to ensure compliance and governance.

It’s crucial to educate users on the importance of following clear retention policies and executing proper archiving procedures efficiently in order to contribute to improved document management and better compliance within SharePoint.

What are the Benefits of Archiving in SharePoint?

Are you looking to improve your document management system? Do you want to ensure better compliance and governance for your organization? Consider archiving in SharePoint. This powerful tool offers numerous benefits that can help streamline your document management process and increase efficiency. In this section, we’ll discuss the advantages of archiving in SharePoint, including improved document management, better compliance and governance, cost savings, and enhanced security and data protection.

1. Improved Document Management

Enhanced document management in SharePoint can be achieved through the following steps:

1. Establish clear naming conventions for documents and folders.
2. Implement metadata to categorize and tag documents for easier retrieval.
3. Utilize version control to track document history and changes.
4. Leverage document collaboration tools for real-time editing and feedback.
5. Regularly audit and clean up outdated or redundant documents.

Fact: Effective document management can lead to a 30% increase in productivity for knowledge workers.

2. Better Compliance and Governance

• Implement clear and consistent policies for document retention and disposal to ensure better compliance and governance.
• Regularly review and update retention schedules to align with evolving regulatory requirements and improve compliance.
• Train employees on proper archiving procedures and compliance standards to maintain better governance practices.

3. Cost Savings

• Streamline Processes: Implement automation to reduce manual effort and save time.
• Resource Optimization: Cut down on physical storage costs, utilizing digital archiving.
• Reduction in Paper Usage: Embrace digital archiving to minimize paper consumption and associated expenses.
• Energy Efficiency: Lower energy consumption related to physical document storage and retrieval.

In 1989, the introduction of email in the workplace led to a significant reduction in paper usage and storage costs, marking a milestone in cost savings and environmental impact.

4. Enhanced Security and Data Protection

• Enhance security and protect data by implementing user authentication measures, such as multi-factor authentication and single sign-on.
• Utilize encryption techniques to safeguard sensitive information, ensuring secure transmission and storage.
• Regularly update security patches and software to shield against potential vulnerabilities and cyber threats.
• Enforce access controls and permissions, limiting data access to authorized personnel and preventing unauthorized breaches.

Consider conducting regular security audits and assessments to identify and address potential security gaps for comprehensive data protection.

Frequently Asked Questions

How do I archive files in SharePoint?

To archive files in SharePoint, follow these steps:

• 1. Select the file(s) you want to archive
• 2. Click on the “…” icon in the top right corner of the screen
• 3. Select “Move to” from the dropdown menu
• 4. Choose the destination folder where you want to archive the file(s)
• 5. Click “Move”
• 6. Your file(s) will now be archived in the selected folder

Can I restore archived files in SharePoint?

Yes, you can restore archived files in SharePoint as long as you have the necessary permissions. To restore a file, follow these steps:

• 1. Go to the folder where the archived file is located
• 2. Click on the “…” icon next to the file
• 3. Select “Restore” from the dropdown menu
• 4. The file will now be restored to its original location

What happens to version history when I archive a file?

When you archive a file in SharePoint, the version history of that file will also be archived. This means that when you restore the file, the version history will also be restored.

Can I archive multiple files at once in SharePoint?

Yes, you can archive multiple files at once in SharePoint. You can select multiple files by holding down the “Ctrl” key while clicking on the files you want to archive. Then, follow the same steps as outlined in the first question to archive the files.

How long does SharePoint keep archived files?

The length of time SharePoint keeps archived files depends on your organization’s retention policies. Your IT department or SharePoint administrator can provide more information on how long your archived files will be kept.

Can I access archived files on a mobile device?

Yes, you can access archived files on a mobile device as long as you have the SharePoint app installed. You can then navigate to the archived files in the app to view and restore them as needed.