How To Archive Documents In Sharepoint?
Organizing and archiving documents can be a daunting task, especially in large businesses. It’s important to find a way to store documents that is both secure and easily accessible. That’s where SharePoint comes in. SharePoint is a cloud-based document management system, which makes it easy to store, organize and share documents with colleagues. In this article, you’ll learn how to archive documents in SharePoint so you can keep your documents organized and secure.
Archiving documents in SharePoint is an easy process. To get started, you need to create an archiving library. Once created, you can move existing documents into the archive library. To move a document, click on the document, then select the Move To option from the ribbon. Select the Archiving library from the list of options, and the document will be moved. You can also add new documents to the archive library at any time. To do this, select the library you wish to add the document to, then click Upload Document from the ribbon. Select the document you wish to upload, and it will be added to the archive library.
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How to Archive Documents in Sharepoint?
SharePoint is a document management platform that allows users to store, access, and share documents with colleagues, customers, and other users. It is a great way to manage documents and can be used to store, share, and collaborate on documents in a secure manner. Archiving documents in SharePoint is a great way to keep documents organized, safe, and accessible for future use.
What is Document Archiving?
Document archiving is the process of organizing and storing documents in a secure location for future use. Documents can be archived in a variety of ways, such as in physical filing cabinets, in an electronic filing system, or in a cloud-based system such as SharePoint. Archiving documents in SharePoint allows users to store, access, and share documents in a secure manner.
Benefits of Archiving Documents in SharePoint
Archiving documents in SharePoint has several advantages. It allows users to store, access, and share documents in a secure environment. Documents can be easily searched and retrieved when needed. Documents are organized and can be easily accessed by multiple users. Documents are also backed up regularly, ensuring that documents are safe and secure.
Steps to Archive Documents in SharePoint
Step 1: Create a Document Library
The first step to archiving documents in SharePoint is to create a document library. A document library is a special type of folder that can be used to store and organize documents. A document library can be created in the SharePoint site or in a sub-site. The document library can be customized by adding columns, creating views, and setting permissions.
Step 2: Upload the Document
Once the document library is created, the document can be uploaded to the library. Documents can be uploaded from the computer, from an existing document library, or from a web address. The document can be uploaded as a single file or multiple files.
Step 3: Set Document Properties
Once the document is uploaded, it is important to set the document properties. Setting the document properties allows users to easily locate and retrieve the document when needed. Document properties can include the document title, document description, document type, document version, document author, document keywords, and document status.
Step 4: Set Permissions
The next step is to set permissions for the document. Permissions can be set to control who can access and view the document. Permissions can be set to allow only certain users to access the document or to allow all users to access the document. Permissions can also be set to allow only certain users to edit the document.
Step 5: Create a Document Version
The next step is to create a document version. Document versions allow users to keep track of changes made to a document. Document versions can be created manually or automatically. Manual document versions are created when users make changes to a document. Automated document versions are created when a document is uploaded to SharePoint.
Step 6: Create a Document View
The next step is to create a document view. A document view allows users to view the document in a specific way. Document views can be created to view documents by title, date, author, or other criteria. Document views can also be used to create reports and charts from the documents.
Step 7: Share the Document
The next step is to share the document. Sharing the document allows other users to access and view the document. Documents can be shared with users within the organization or with external users. Documents can be shared with specific users or with all users who have access to the document library.
Step 8: Monitor the Document
The final step is to monitor the document. Monitoring the document allows users to track changes and updates to the document. Users can monitor the document for changes such as new versions, new comments, or new tasks. Monitoring the document allows users to stay up to date on changes to the document.
Conclusion
Archiving documents in SharePoint is a great way to keep documents organized, secure, and accessible. The process of archiving documents in SharePoint involves creating a document library, uploading the document, setting document properties, setting permissions, creating a document version, creating a document view, sharing the document, and monitoring the document. With these steps, users can easily archive documents in SharePoint.
Related Faq
What is Sharepoint?
Sharepoint is a web-based collaboration platform developed by Microsoft. It is a cloud-based platform that allows teams and organizations to store, share, and manage documents within a single digital workspace. Sharepoint also enables users to access and manage documents from any device, including phones, tablets, or computers.
Sharepoint also offers additional functionalities, such as workflow automation, content management, and access control capabilities, which allow users to securely share documents with external users or teams. The platform also offers search tools to help users quickly find content and documents.
How Do I Archive Documents in Sharepoint?
Archiving documents in Sharepoint is quick and easy. All you need to do is open the document library where the documents are stored, and select the documents you want to archive. Then, select the “Copy to” option from the ribbon bar and choose the “Archive” folder.
Once you’ve selected the documents you want to archive, click the “Copy” button. This will move the selected documents from their current location to the “Archive” folder. The documents will be stored in the “Archive” folder, and they can be easily accessed at any time.
What are the Benefits of Archiving Documents in Sharepoint?
Archiving documents in Sharepoint has several advantages. First and foremost, it allows you to store documents in a secure location, so that they are protected from unauthorized access. Additionally, it helps you organize and manage documents more efficiently, as they are all stored in the same location.
Archiving documents also allows you to easily search and access documents, as they are all stored in one place. Additionally, archiving documents in Sharepoint allows you to keep track of changes to documents over time, as all versions of a document are stored in the same location.
Are There Any Limitations to Archiving Documents in Sharepoint?
Yes, there are certain limitations to archiving documents in Sharepoint. First, the document library cannot store an unlimited number of documents. As the number of documents in the library increases, the performance of the library will decrease. Additionally, Sharepoint does not offer the ability to compress documents, meaning that large files can take up a lot of space.
Furthermore, archiving documents in Sharepoint requires you to manually organize and manage documents. As such, it can be a time-consuming process, as documents need to be moved and organized manually.
How Can I Ensure the Security of Archived Documents in Sharepoint?
To ensure the security of archived documents in Sharepoint, you should ensure that only authorized users have access to the documents. This can be done by setting up access control lists, which specify which users are allowed to access the documents. Additionally, you should ensure that the documents are encrypted, to prevent unauthorized users from accessing them.
It is also important to regularly review the security settings of the document library, to ensure that unauthorized users are not able to access the documents. Additionally, you should regularly back up the documents, to ensure that they are not lost in the event of a system failure.
Archiving documents in SharePoint is a great way to ensure that your documents are easily accessible, securely stored, and organized. With SharePoint, you can manage your files in a secure, organized manner, helping you to save time and energy when accessing and archiving documents. By following the steps outlined in this article, you can quickly and easily set up an archive document library on SharePoint and start making use of the many benefits it provides.
