Archive Old SharePoint Sites: A Comprehensive Guide

In the lifecycle of SharePoint sites, it's common for older, inactive, or unmaintained sites to accumulate, taking up valuable space and resources. Archiving these old SharePoint sites is a critical process that not only helps declutter your environment but also ensures compliance with organizational policies and regulatory requirements. Here's a step-by-step guide to help you efficiently archive old SharePoint sites while keeping access and data integrity intact.

Before delving into the process, it's crucial to understand that archiving is not the same as deleting. Archiving involves moving old, inactive sites to a more cost-effective storage tier without losing access to their content. This is particularly useful for sites that might still need to be referenced or complied with for records management purposes.

Pre-Archiving Considerations

Before you start archiving, it's essential to identify which sites are suitable for archiving. You'll want to consider factors like site activity, data sensitivity, and compliance requirements. Here's how you can make this assessment:

Assess Site Activity

• Check the last login date and the number of unique visitors to gauge the site's activity level.

• Examine the recent changes and updates to assess the site's relevance to current operations.

Evaluate Data Sensitivity

• Review the site's content and determine the sensitivity of the data stored. Highly sensitive data might require a different strategy than low-risk data.

• Ensure that any sensitive data adheres to data protection and governance regulations, such as GDPR, HIPAA, or ISO 27001, before archiving.

Preparation and Planning

Once you've identified the sites to be archived, it's time to plan your archiving strategy. This step involves setting up your target location, managing permissions, and testing the archiving process.

Choose a Target Location

• Select a suitable storage area, preferably a less expensive storage tier, to archive the sites. You might want to create a dedicated library or a subsite for all archived sites.

• Consider the ideal storage format, such as WSP files, site collections, or even individual site assets like documents, libraries, and lists.

Manage Permissions

• Review and update the permissions on the sites to be archived. Limit access to only those users who need it, and remove any unnecessary permissions.

• Ensure that the 'All Content Authors' or similar default groups do not have excessive rights to prevent unauthorized access or changes during the archiving process.

Test the Archiving Process

Before archiving, it's advisable to test the entire process on a small, non-critical site to ensure that it works as expected. This step helps you avoid any potential issues and mishaps that might arise during the actual archiving process.

Archiving Old SharePoint Sites

With the preparation and planning complete, you're now ready to archive your old SharePoint sites. Microsoft provides several methods to archive SharePoint sites, including using the built-in 'Preserve Hierarchy' option, third-party tools, or custom scripts. In this guide, we'll focus on the most common method, using the 'Preserve Hierarchy' option.

Using the 'Preserve Hierarchy' Option

• Navigate to the site you want to archive in your SharePoint environment.

• Go to the 'Settings' gear icon and select 'Site information' or 'Site settings' depending on your SharePoint version.

• Under the 'Site Actions' section, click on 'Archive the Site'.

• On the 'Archive Site' page, select the 'Preserve Hierarchy' option for keeping the site's original structure and data intact.

• Click 'OK' to start the archiving process. The time it takes to archive a site depends on its size and complexity.

• Once completed, you'll receive an email notification or can view the status in the 'site collections recycle bin'.

Verifying the Archiving Process

• After archiving, verify that the site indeed moved to the specified target location and that all its data remains intact.

• Ensure that users can still access the archived site and that permissions are maintained.

Archiving old SharePoint sites not only declutters your environment but also helps ensure compliance with your organization's policies and regulatory requirements. By following this guide, you can effectively archive old SharePoint sites, preserve data, and maintain access. Regularly reviewing and updating your archiving strategy will ensure that your SharePoint environment remains a well-oiled, efficient machine. Happy archiving!