Managing your SharePoint environment effectively requires regular maintenance, and one crucial aspect is archiving sites that are no longer actively used. Whether you're dealing with completed projects, outdated team sites, or simply need to reduce clutter, knowing how to properly archive a SharePoint site can save storage space, improve performance, and help maintain compliance with your organization's data retention policies.

In this comprehensive guide, I'll walk you through the step-by-step process of archiving SharePoint sites, explore different methods based on your needs, and provide practical tips to ensure you maintain access to important information while keeping your SharePoint environment clean and organized.

Why Archive SharePoint Sites?

Before diving into the how-to steps, let's understand why archiving SharePoint sites is important:

• Reduces clutter in your SharePoint environment
• Improves system performance by removing inactive content
• Helps maintain compliance with data retention policies
• Preserves historical data in an accessible format
• Frees up storage space and potentially reduces costs
• Makes it easier to find and manage active sites

Planning Your SharePoint Site Archiving Strategy

Successful archiving starts with proper planning. Before you begin the archiving process, consider these important factors:

1. Identify Sites for Archiving

Not all inactive sites need archiving. Review your SharePoint environment and identify sites based on:

• Last modified date (sites untouched for 6+ months)
• Project completion status
• User access patterns (sites with minimal recent visitor activity)
• Business relevance (is the content still needed for reference?)

2. Determine Archiving Requirements

Different sites may need different archiving approaches:

• How long must the archived content be retained?
• Who needs access to the archived content?
• Is the site subject to legal holds or compliance requirements?
• Will you need to restore the site in its original form later?

3. Communication Plan

Create a communication strategy to inform site owners and users:

• Notify site owners well in advance (30+ days recommended)
• Provide clear instructions on how they can save important content
• Explain how they can access archived content after the process
• Set up reminders as the archiving date approaches

Methods for Archiving SharePoint Sites

There are several approaches to archiving SharePoint sites, each with its own advantages. I'll cover the most practical methods, starting with the simplest ones.

Method 1: Using SharePoint's Built-in Site Closure and Deletion Policies

For SharePoint Online, Microsoft provides built-in site policies that can help automate the archiving process.

Steps to Set Up Site Closure and Deletion Policies:

• Navigate to the SharePoint Admin Center
• Select "Active sites" from the left navigation
• Click on "Policies"
• Configure "Site closure and deletion" settings:
  • Set the inactivity period after which sites should be marked for deletion
  • Define the notification period for site owners
  • Specify how long closed sites should be retained before permanent deletion
• Save your settings

This method works well for organizations with clear retention policies and when permanent deletion after a set period is acceptable.

Method 2: Manual Site Archiving Process

For more control over the archiving process, you can manually archive sites. This approach is ideal when you need to preserve specific content or when different sites have different archiving requirements.

Steps for Manual Site Archiving:

• Inventory site content and structure
• Export important lists and libraries to Excel (for metadata preservation)
• Download document libraries to a local or network location:
  • Open the document library
  • Click "View" in the ribbon
  • Select "Details pane"
  • Select all files you want to download
  • Click "Download" in the command bar
• Save site pages as PDFs or HTML files if needed
• Document site permissions and settings
• After content is secured, change the site's status to "Read-only" or apply access restrictions

Method 3: Using SharePoint's Content Export Tool

For SharePoint on-premises or when you need a complete site backup, the Content Export tool provides a comprehensive solution.

Steps to Use the Content Export Tool:

• Open SharePoint Central Administration (for on-premises)
• Go to "Backup and Restore"
• Select "Export a site or list"
• Choose the site collection and site you want to archive
• Specify export options (include security settings, versions, etc.)
• Choose an export location with sufficient space
• Start the export process
• Once completed, verify the export file integrity

This method creates a comprehensive backup that can be restored later if needed.

Method 4: Creating an Archive Site Collection

Another effective approach is to create a dedicated archive site collection where you can move content from multiple sites that need archiving.

Steps to Create and Use an Archive Site Collection:

• Create a new site collection specifically for archives
  • Go to SharePoint Admin Center
  • Click "Create site" and choose "Team site" or "Communication site"
  • Name it clearly (e.g., "Corporate Archives")
  • Set appropriate permissions for archive administrators
• Create subsites or document libraries for each archived site
• Use the "Move to" or "Copy to" functions to transfer content:
  • In the source site, select files or folders
  • Click "Move to" or "Copy to" in the command bar
  • Select the destination in your archive site
  • Confirm the move or copy operation
• Document the original location and context of archived content
• Apply appropriate retention policies to the archive site

Method 5: Using Microsoft 365 Retention Policies

For organizations using Microsoft 365, retention policies provide a powerful way to manage content lifecycle across SharePoint sites.

Steps to Set Up and Use Retention Policies:

• Go to the Microsoft 365 Compliance Center
• Navigate to "Information governance" > "Retention"
• Click "Create a retention policy"
• Name your policy and set retention settings:
  • Define how long to retain content
  • Specify what happens after the retention period (delete, trigger review, etc.)
• Choose locations to apply the policy (specific SharePoint sites)
• Review your settings and create the policy

This method allows you to retain content in-place while ensuring it's properly managed according to your retention requirements.

Best Practices for SharePoint Site Archiving

To ensure your archiving process runs smoothly and effectively, follow these best practices:

Document Everything

Keep detailed records of your archiving activities:

• Create an archiving log with dates, site URLs, and archiving methods used
• Document where archived content is stored and how to access it
• Save site structure information and permission settings
• Keep records of communications with site owners and stakeholders

Test Before Full Implementation

Always test your archiving process before applying it broadly:

• Select a low-impact site for your first archiving attempt
• Verify that all content is properly preserved
• Test access to the archived content
• Adjust your process based on the test results

Preserve Metadata

Content without context loses much of its value:

• Ensure document metadata is preserved during the archiving process
• Export list and library views to maintain relationships between items
• Capture site navigation and structure information
• Document workflows and processes associated with the site

Consider Compliance Requirements

Many industries have specific regulations for data retention:

• Consult with your legal and compliance teams before archiving
• Ensure your archiving method meets all regulatory requirements
• Implement appropriate access controls for sensitive archived content
• Set up audit trails for archived content access if needed

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Step-by-Step Guide to Archiving a SharePoint Site

Now, let's put everything together into a comprehensive step-by-step process for archiving a SharePoint site:

Step 1: Assess and Inventory

• Identify the site to be archived based on usage metrics and business needs
• Create a complete inventory of the site's content:
  • Document libraries and their contents
  • Lists and their data
  • Site pages and web parts
  • Subsites and their contents
  • Custom features or solutions
• Document current permissions and access patterns
• Identify any workflows, alerts, or integrations that need to be addressed

Step 2: Communicate with Stakeholders

• Identify all site owners, contributors, and regular users
• Send a notification at least 30 days before archiving, including:
  • The planned archiving date
  • Reasons for archiving
  • How users can save personal copies of important content
  • How they will access archived content afterward
  • Contact information for questions or concerns
• Send reminder notifications at 14 days and 7 days before archiving
• Offer support for users who need help saving content

Step 3: Prepare the Site for Archiving

• Remove unnecessary or duplicate content
• Resolve any checked-out documents:
  • Run the checked-out documents report
  • Contact users with checked-out files
  • Use admin override to check in files if necessary
• Complete or cancel any active workflows
• Document site customizations and settings
• Take screenshots of important site layouts and configurations

Step 4: Choose and Execute Your Archiving Method

• Select the most appropriate method based on your assessment:
  • Built-in site policies
  • Manual export
  • Content Export tool
  • Archive site collection
  • Retention policies
• Execute the chosen method following the specific steps outlined earlier
• Verify that all content has been properly archived
• Test access to the archived content

Step 5: Update the Original Site

• Based on your archiving strategy, either:
  • Set the site to read-only mode
  • Restrict permissions to only necessary personnel
  • Add a site banner indicating it's archived
  • Prepare the site for deletion (if applicable)
• Update site navigation in parent sites to reflect the archived status
• Remove the site from search results if appropriate

Step 6: Document and Finalize

• Create a final archiving report including:
  • Site details (URL, title, owner)
  • Archiving date and method used
  • Location of archived content
  • Access instructions for archived content
  • Retention period and scheduled deletion date (if applicable)
• Store this documentation in a secure, accessible location
• Update your site inventory or management system
• Send a final notification to stakeholders confirming the archiving is complete

Troubleshooting Common Archiving Issues

Even with careful planning, you might encounter some challenges during the archiving process. Here's how to address common issues:

Large Site Collections

For very large sites, you might hit export limitations or timeouts:

• Break the export into smaller chunks by exporting individual libraries or subsites
• Use PowerShell scripts for more efficient handling of large content sets
• Consider third-party archiving tools designed for large SharePoint environments
• Schedule exports during off-hours to minimize impact on performance

Permission Issues

Permission problems can complicate the archiving process:

• Ensure you have site collection administrator rights before starting
• Document and recreate complex permission structures in the archive destination
• Use SharePoint groups rather than individual permissions when possible
• Consider simplifying permissions on archived content for easier management

Broken Links

Moving content often results in broken links:

• Use SharePoint's link checking tools to identify internal links
• Update important links to point to the new archived location
• Consider creating redirect pages for frequently accessed content
• Document known link changes in your archiving documentation

Workflow and Custom Solution Issues

Complex sites with workflows or custom solutions require special attention:

• Document workflow configurations before archiving
• Export workflow history if needed for compliance
• Capture screenshots and documentation of custom solutions
• Consider creating simplified versions of critical workflows in the archive location

Tools to Help with SharePoint Site Archiving

While SharePoint's built-in capabilities are often sufficient, these tools can make the archiving process easier:

Native Microsoft Tools

• SharePoint Migration Tool - Free utility from Microsoft that can help move content between sites or to archive locations
• PowerShell with PnP - Powerful scripting option for automating complex archiving tasks
• Microsoft 365 Compliance Center - Centralized location for managing retention policies
• SharePoint Designer - Helpful for documenting and potentially recreating workflows

Third-Party Solutions

• AvePoint DocAve - Comprehensive SharePoint management suite with powerful archiving capabilities
• Sharegate - User-friendly migration and management tool that simplifies content moves
• Metalogix - Offers specialized tools for SharePoint archiving and content management
• ContentXcelerator - Focuses on preserving metadata and permissions during content migration

Maintaining Your Archived SharePoint Sites

Archiving isn't a one-time activity. To ensure your archived content remains accessible and compliant:

Regular Access Testing

• Schedule quarterly access checks to verify archived content is still available
• Test different user permission levels to ensure access controls are working
• Verify that linked documents and references are still functioning

Retention Reviews

• Set up calendar reminders for retention policy expirations
• Review content before permanent deletion deadlines
• Document all retention decisions and actions

Archive Inventory Updates

• Maintain a master inventory of all archived sites
• Update the inventory when retention statuses change
• Track access requests to identify potentially valuable content

Technology Updates

• Plan for format migrations as technology changes
• Monitor Microsoft announcements for changes that might affect archived content
• Test archived content compatibility after major SharePoint updates

Conclusion

Archiving SharePoint sites is an essential part of effective site management. By following the steps and best practices outlined in this guide, you can maintain a clean, efficient SharePoint environment while ensuring that important historical content remains accessible when needed.

Remember that successful archiving requires planning, communication, and attention to detail. Take the time to inventory your content, choose the right archiving method for your needs, and document the process thoroughly. With a systematic approach, you can turn the potentially daunting task of SharePoint site archiving into a smooth, routine aspect of your information management strategy.

By implementing regular archiving practices, you'll not only improve system performance and reduce clutter but also make it easier for users to find the current, relevant content they need for their daily work. And should you ever need to access that historical project data or reference material, you'll know exactly where to find it and how to access it.

Frequently Asked Questions

How do I know when a SharePoint site should be archived?

Look for sites that haven't been modified in 6+ months, completed project sites, or sites with minimal user activity. You can check the site usage reports in SharePoint Admin Center to identify low-traffic sites. Always consult with site owners before archiving to confirm the site is no longer actively needed.

Can I restore an archived SharePoint site if needed later?

Yes, but your restoration options depend on your archiving method. If you used the Content Export tool or created a full site backup, you can restore the complete site. If you moved content to an archive site collection, you'd need to move it back. If you only exported lists and libraries, you'd need to recreate the site structure before importing the content.

What's the difference between archiving and deleting a SharePoint site?

Archiving preserves the content in an accessible form for future reference, while deletion removes the content permanently (after any retention periods expire). Archiving is appropriate when the content has historical, reference, or compliance value. Deletion is suitable for truly obsolete content or when required by data minimization policies.

How can I make archived content searchable?

If you've archived content to another SharePoint location (like an archive site collection), it will remain searchable through standard SharePoint search. For content exported outside SharePoint, consider using a document management system with good search capabilities. Alternatively, create a detailed inventory with keywords and metadata to help locate specific content when needed.

Do I need special permissions to archive a SharePoint site?

Yes, typically you need site collection administrator permissions to fully archive a site. For some methods like using the Content Export tool or setting retention policies, you may need SharePoint Administrator or Global Administrator roles. Always check that you have the necessary permissions before beginning the archiving process to avoid interruptions.