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Version: 7.3

SharePoint archive job

Introduction​

The SharePoint archive job allows organizations to archive SharePoint content while preserving seamless, unified access to it. SharePoint helps organizations make information more accessible to end users and enhances collaboration among work groups, offering more efficient teamwork, version control for documents edited by multiple team members, and faster access to information through search. As SharePoint content grows in volume, a reliable archiving solution becomes essential to manage this high-volume, user-generated content.

This page explains the key considerations for choosing a SharePoint archiving solution and describes how contentACCESS SharePoint Archive addresses them, including end-user access, retention management, integrated archiving, and the scope of captured content and metadata.

Key considerations for a SharePoint archiving solution​

When choosing a reliable solution to archive SharePoint data, the following questions must be answered.

How does the archiving solution enable end-user access to SharePoint content?​

When users go to SharePoint to retrieve documents, they should not need to search multiple repositories for data. A proper solution makes access seamless.

In contentACCESS, users can choose between multiple shortcut types:

  • An archived item can be kept in the original SharePoint file container if it is still in use.
  • An archived item can be deleted from the original SharePoint file container if it is no longer in use, and remain accessible through the archive interface only.

For example, items younger than two years can be kept in SharePoint so they remain directly accessible, while items older than two years can be deleted from SharePoint and remain accessible only through the archive interface.

How does the solution enable retention management?​

A unified content archive allows a company to quickly implement retention policies and preserve all archived data that may be important, for example, in a legal action involving the company.

With contentACCESS SharePoint Archive, you can:

  • Define the required retention time for archived items.
  • Set different retention times for different sets of data.

Is the solution part of an integrated content archiving platform?​

An intelligent and efficient archiving solution unifies email, file, and SharePoint archiving into a single platform, ensuring unified access to any content.

What scope of SharePoint content and metadata is captured?​

Some solutions capture only a portion of SharePoint content.

info

Note: contentACCESS from TECH-ARROW captures not only document-type content, but also calendar items, tasks, custom lists, contacts, document libraries, picture libraries, and their attachments. All of this content and metadata is important to have accessible at any time.

How contentACCESS SharePoint Archive works​

With contentACCESS, you can automate the archiving process. Periodic data processing is handled by automatically running jobs. The time periods when an archive job runs are determined by schedulers.

contentACCESS SharePoint Archive provides simple access to your crucial data:

  • You can still reach already archived files through the SharePoint user interface.
  • You can browse archived files in the contentACCESS Portal archive.
  • Archived files that have been deleted from the original SharePoint location can be recovered.
  • You can define multiple SharePoint sites to archive.
  • You can set custom retention categories and/or filtering options for each site.

If you need to publish data into SharePoint from a third-party storage, the SharePoint Publishing job addresses this scenario as well.

The following chapter describes the necessary settings to configure before creating a SharePoint job.