How To Archive Documents In Sharepoint 2016?

Are you looking for a way to organize and store your documents in a secure and efficient way? If so, Sharepoint 2016 is a great solution. It provides an easy-to-use platform for archiving and organizing documents in a secure and efficient manner. In this article, we will discuss how to archive documents in Sharepoint 2016 and the benefits of doing so. So, let’s get started!

How to Archive Documents in SharePoint 2016?

Overview

SharePoint 2016 provides users with the ability to archive documents and other content for long-term storage. This allows users to store documents that are not regularly used but still need to be preserved for legal, compliance, or other reasons. Archiving documents in SharePoint 2016 is a simple process that can be completed by administrators and end users alike.

Configuring SharePoint 2016 for Archiving

Before documents can be archived in SharePoint 2016, the archive feature must be enabled. This can be done by the SharePoint administrator by navigating to the Central Administration page and selecting “General Application Settings” from the menu. Once there, select the option to enable document archiving.

Once the feature is enabled, the administrator must then configure the archive settings. This includes setting the archive destination, the maximum size of the archive, and the number of days before a document is considered “expired” and automatically moved to the archive.

Archiving Documents in SharePoint 2016

Once the archive feature has been enabled and configured, users can begin archiving their documents. This is done by navigating to the document library, selecting the documents to be archived, and then selecting the “Archive” option from the ribbon toolbar. The documents will then be moved to the archive.

Users can also set up rules to automatically archive documents that have not been accessed for a certain number of days. This is done by selecting the “Information Management Policy Settings” from the ribbon toolbar and then selecting the “Archive” option. From there, users can specify the number of days before a document is automatically archived.

Viewing Archived Documents in SharePoint 2016

Once documents have been archived in SharePoint 2016, they can be easily viewed and retrieved. This is done by navigating to the archive library and selecting the “View Archived” option from the ribbon toolbar. This will display all of the archived documents in the library.

Restoring Archived Documents in SharePoint 2016

If a user needs to restore an archived document, they can do so by navigating to the archive library and selecting the document to be restored. Then, select the “Restore” option from the ribbon toolbar. The document will then be restored to the library it was originally archived from.

Deleting Archived Documents in SharePoint 2016

If a user needs to delete an archived document, they can do so by navigating to the archive library and selecting the document to be deleted. Then, select the “Delete” option from the ribbon toolbar. The document will then be permanently deleted.

Archiving Sites in SharePoint 2016

In addition to archiving documents, SharePoint 2016 also allows users to archive entire sites. This is done by navigating to the site and selecting the “Archive Site” option from the ribbon toolbar. This will archive the entire site, including all documents and content.

Viewing Archived Sites in SharePoint 2016

Once a site has been archived in SharePoint 2016, it can be easily viewed and retrieved. This is done by navigating to the archive library and selecting the “View Archived Sites” option from the ribbon toolbar. This will display all of the archived sites in the library.

Restoring Archived Sites in SharePoint 2016

If a user needs to restore an archived site, they can do so by navigating to the archive library and selecting the site to be restored. Then, select the “Restore Site” option from the ribbon toolbar. The site will then be restored to the library it was originally archived from.

Deleting Archived Sites in SharePoint 2016

If a user needs to delete an archived site, they can do so by navigating to the archive library and selecting the site to be deleted. Then, select the “Delete Site” option from the ribbon toolbar. The site will then be permanently deleted.

Frequently Asked Questions

What is Document Archiving?

Document archiving is the process of storing documents in an organized way for long-term preservation. It is a way to store documents in an organized fashion and allows for quick retrieval of documents when needed. The purpose of document archiving is to securely retain documents for future reference or retrieval.

Archiving documents is important for any organization because it ensures that important documents can be accessed quickly and easily, and that the documents are securely stored in a digital format that is easy to access and use.

How can SharePoint 2016 be used to Archive Documents?

SharePoint 2016, Microsoft’s cloud-based collaboration platform, is a great option for archiving documents. SharePoint 2016 allows users to store, track, and manage documents in one place, making it easy to find documents quickly and easily. It also provides security and compliance measures, including data encryption and auditing, so that documents are kept safe and secure.

SharePoint 2016 also allows users to create document libraries, where documents can be stored, organized, and retrieved quickly. Documents can be easily shared with others, and users can collaborate on documents in real-time. SharePoint 2016 also allows users to set permissions so that only authorized personnel can access and modify documents.

What are the Benefits of Archiving Documents in SharePoint 2016?

Archiving documents in SharePoint 2016 offers many benefits. By using SharePoint 2016, documents can be securely stored and easily accessed, reducing the amount of time it takes to find a document. SharePoint 2016 also allows users to set permissions so that only authorized personnel can access and modify documents. Additionally, SharePoint 2016 provides data encryption and auditing capabilities, making it a secure and compliant option for archiving documents.

SharePoint 2016 also allows users to collaborate on documents in real-time, and to easily share documents with others. Additionally, users can create document libraries, where documents can be stored, organized, and retrieved quickly. These features make SharePoint 2016 an ideal option for archiving documents.

How do I Set Up Document Archiving in SharePoint 2016?

Setting up document archiving in SharePoint 2016 is relatively straightforward. The first step is to create a library in SharePoint 2016, where documents can be stored. Once the library has been created, users can upload documents to the library. From there, documents can be organized and easily accessed.

Next, users can set permissions for the library, so that only authorized personnel can access and modify documents. Additionally, users can set up data encryption and auditing capabilities, so that documents are kept safe and secure. Finally, users can share documents with others and collaborate on documents in real-time.

What are the Best Practices for Document Archiving in SharePoint 2016?

There are several best practices for archiving documents in SharePoint 2016. It’s important to create a document library, where documents can be stored, organized, and easily accessed. Additionally, users should set permissions for the library, so that only authorized personnel can access and modify documents. It’s also important to set up data encryption and auditing capabilities, so that documents are kept safe and secure.

Users should also take advantage of SharePoint 2016’s collaboration features, and share documents with others and collaborate on documents in real-time. Additionally, users should regularly review the document library to ensure that documents are properly organized and stored. Following these best practices will ensure that documents are securely stored and easily accessed in SharePoint 2016.

How do I Retrieve Archived Documents in SharePoint 2016?

Retrieving archived documents in SharePoint 2016 is relatively simple. The first step is to access the document library, where documents are stored. From there, users can search for the document they are looking for, or browse through the library to find the document.

Once the document is located, users can open the document, or download the document to their local computer. Additionally, users can use SharePoint 2016’s collaboration features, such as sharing documents with others or collaborating on documents in real-time. By following these steps, users can easily retrieve archived documents in SharePoint 2016.

Archiving documents in SharePoint 2016 is an essential part of any business’s document management system. With the right steps, you can ensure that all your documents are stored securely and efficiently. By following the steps outlined above, you can quickly and easily archive your documents in SharePoint 2016, giving you peace of mind that your documents are safe and secure. With the help of SharePoint 2016, you can easily access and archive your documents, giving you a more efficient, organized, and reliable document management system.