How To Archive Files In Sharepoint?

Are you looking for ways to organize and store your files in Sharepoint? Archiving files in Sharepoint is a great way to keep your documents organized and secure. In this article, we will discuss the steps on how to archive files in Sharepoint. We will discuss the different methods and the advantages of archiving files in Sharepoint. So, read on to find out how you can use Sharepoint to keep your files organized and secure.

What is Sharepoint?

SharePoint is a Microsoft web-based collaborative platform that integrates with Microsoft Office. It is used to store, organize, share, and access information from any device. It is accessible from any web browser and can be used to create websites. SharePoint also provides tools for managing documents, organizing content, managing tasks, and creating team sites.

How to Archive Files in Sharepoint?

Archiving files in SharePoint is a great way to make sure that your important documents and information are kept safe and secure. It also allows you to access your files from anywhere, anytime. Here are the steps on how to archive files in SharePoint:

Step 1: Create an Archive Folder

The first step is to create an archive folder in SharePoint. This is the main folder where all archived files will be stored. To create a folder, navigate to the “Site Contents” page and click the “New” button. Select “Folder” from the list of options and name the folder “Archive.”

Step 2: Upload Files

Once the archive folder has been created, you can begin uploading files to it. To upload files, select the “Upload” button in the top right corner of the folder. You can then select the files you want to archive from your computer and click “Upload.”

Step 3: Move Files to the Archive Folder

Once the files have been uploaded to the site, you can move them to the archive folder. To move a file, select the “Move” option from the file’s context menu. Select the archive folder as the destination and click “Move.” The file will then be moved to the archive folder.

Step 4: Set File Expiration

Once the files have been moved to the archive folder, you can set an expiration date for the files. To set an expiration date, select the “Set Expiration” option from the file’s context menu. Enter the date when the file should be deleted, and click “Save.”

Step 5: Configure Access Settings

Once the file expiration has been set, you can configure the access settings for the folder. To configure the access settings, select the “Manage Access” option from the folder’s context menu. Select the users and groups that should have access to the folder and click “Save.”

Step 6: Set Notifications

You can also configure notifications for the folder. To configure notifications, select the “Manage Notifications” option from the folder’s context menu. Select the users and groups that should receive notifications when files are added or removed from the folder and click “Save.”

Step 7: Monitor Usage

To ensure that the files in the archive folder are not being accessed without permission, you can monitor usage. To monitor usage, select the “Manage Usage” option from the folder’s context menu. Select the users and groups that should be monitored and click “Save.”

Step 8: Manage Retention Policies

You can also configure retention policies for the folder. To configure retention policies, select the “Manage Retention” option from the folder’s context menu. Select the time period for which the files should be retained and click “Save.”

Step 9: Back Up Files

To ensure that the files in the archive folder are safe and secure, you can back them up. To back up files, select the “Back Up” option from the folder’s context menu. Select the files you want to back up and click “Back Up.”

Step 10: Restore Files

If you ever need to restore a file from the archive folder, you can do so using the “Restore” option. To restore a file, select the “Restore” option from the folder’s context menu. Select the file you want to restore and click “Restore.”

Related Faq

What is File Archiving?

File archiving is the process of moving rarely used or obsolete files into a separate storage area for long-term retention. Archiving helps in reducing storage costs and improving storage performance. It also helps in improving compliance with data retention regulations and reducing the risk of data loss.

Archiving is also helpful in freeing up space on servers and in improving the efficiency of backup operations. By archiving infrequently used files, businesses can reduce the time taken to back up their systems, as well as the cost of the backup process.

How to Archive Files in Sharepoint?

Archiving files in SharePoint is a simple process that can be done using either the web interface or PowerShell. To archive files using the web interface, users need to go to the library in which the file to be archived is located, select the file, and then select the “Move to” option. Next, they need to select the library or folder in which they want to move the file. Finally, they need to select the “Move” button. The file will then be moved to the selected location.

Using PowerShell, users need to use the “Move-SPFile” command to move files from one library to another. The command requires the URL of the file to be moved, the URL of the target location, and the overwrite flag. The file will then be moved to the target location.

What are the Benefits of Archiving Files in Sharepoint?

Archiving files in SharePoint can help organizations reduce storage costs, improve storage performance, and comply with data retention regulations. It also helps in freeing up space on servers and improving the efficiency of backup operations. By archiving infrequently used files, businesses can reduce the time taken to back up their systems, as well as the cost of the backup process.

Archiving files in SharePoint can also help organizations improve security and reduce the risk of data loss. By archiving sensitive or confidential documents, organizations can protect them from unauthorized access and ensure that only authorized personnel can access them. Furthermore, archiving can help in reducing the time taken to search for documents as archived files are stored in a separate location.

What are the Drawbacks of Archiving Files in Sharepoint?

Archiving files in SharePoint can be a time-consuming process as it requires manual intervention. Additionally, archiving files in SharePoint may incur additional costs for the storage of archived files. This means that the organization will need to pay for additional storage capacity to store the archived files.

Furthermore, archiving files in SharePoint can be complicated as it requires the use of PowerShell commands. This means that organizations will need to hire a SharePoint expert who can help them in archiving files. Additionally, archiving files in SharePoint can lead to data loss if the files are moved to a wrong location or if they are accidentally deleted.

How to Securely Archive Files in Sharepoint?

Organizations can secure their archived files in SharePoint by limiting access to the archived files. This can be done by setting up permission levels that allow only authorized personnel to access the files. Additionally, organizations can take advantage of the encryption capabilities of SharePoint to protect the archived files from unauthorized access.

Organizations can also use data loss prevention policies to protect archived files from accidental deletion or modification. They can also use auditing tools to track access to the archived files and detect any unauthorized attempts to access the files. Furthermore, organizations can use backup solutions to back up their archived files and ensure that they are not lost in the event of an unexpected data loss.

What are Best Practices for Archiving Files in Sharepoint?

Organizations should create a data retention policy that outlines the rules and procedures for archiving files in SharePoint. This policy should include the types of files that should be archived, the frequency at which files should be archived, and the location in which the files should be stored.

Organizations should also create a backup plan for their archived files to ensure that they are not lost in the event of an unexpected data loss. Additionally, organizations should implement security measures to protect their archived files from unauthorized access. This can be done by setting up permission levels and by taking advantage of the encryption capabilities of SharePoint. Finally, organizations should regularly monitor the archived files and take necessary actions to address any security or compliance issues.

Archiving files in SharePoint is a great way to ensure that important documents are stored and accessible when needed. It is also a great way to save storage space, as well as to keep documents organized and secure. By following the steps outlined in this article, you can easily archive files in SharePoint and make sure that your organization can continue to access them when needed. With SharePoint, you can be sure that your documents are always organized and safe!