Hi guys, let's explore the smartest way to achieve the archival process using simple Modern OOTB features.
Lists
Create an archive List and chose the existing list template from the source site collection
Go to the Source List to be archived >> List Settings >> Advanced Settings >> Set List Experience to New Experience >> Ok
Go back to the Source Modern List now >> Filter the Batch of Records to be Archived >> Export to Excel >> Paste them onto your Modern List by using Quick Edit option
Once copied in the target Modern List, delete the Source Modern List items for establishing Archival Purpose but only after getting approval from the Client.
For large lists with a higher complexity type, here are the advanced options:
- Use PnP Powershell
- Scheduled Power Automaton Flows
- 3rd Party ShareGate Migration with complete List Structure, Items, etc.
Source List URL:-https://abcdcorp.sharepoint.com/development/Lists/Action%20Plan%20Repeating%20Dev%20List/AllItems.aspx
Target List URL:-https://abcdcorp.sharepoint.com/sites/ArchivalDevelopmentTest/Lists/ActionReviewDevArchiveTest/AllItems.aspx
Libraries
For Library archival, we have a bit different of a process.
Enable New Experience to the given Source Library that needs to be Archived.
Go back to the Library
Now Create an Archival Library with the same Template on the Target Modern Site Collection.
As we can’t have Chose an Existing List Option unlike for Lists, we need to extract the PnP Template & Apply it through Power Automaton Flows.
Once applied we can use the default OOTB feature called Move[Copy to Target + Delete in Source] from the Source Modern Library.
Keep the Documents/Files filtered that have to be archived from your Source Modern Library.
Select Target Site >> Select Target Modern Lib >> Select further Folder >> Click Move here
You can cross-check the documents that were moved/archived, or not on your Target Modern Library
To move documents with a higher complexity type here are the advanced Options,
- Use PnP Powershell
- Scheduled Power Automaton Flows
- 3rd Party ShareGate Migration with complete Library Schema, Documents etc.
Source Library URL:-https://abcdcorp.sharepoint.com/development/Shared%20Documents/Forms/AllItems.aspx
Target Library URL:-https://abcdcorp.sharepoint.com/sites/ArchivalDevelopmentTest/Archive%20Documents/Forms/AllItems.aspx
Important Notes
- Enable classic source simple large lists/libraries to Modern for this approach.
- Disable back all classic source lists/libraries to their default/old Experience once finished with the archival process.
- Use Modern Site Collection in the Target for Archival for a smooth and less code friendly purpose.
- This Process is not supported on Power Apps Customized Lists/ Infopath Customized Lists Archival.
- You need to do separate Power Apps/InfoPath Migration and Further Tweaking in order to Archive.
- You need to do separate SharePoint Designer Workflow Migration and Further Tweaking in order to Archive.
- When you use Move to, the history of the document is copied to the new destination. When you use Copy to with documents that have version history, only the latest version is copied. To copy earlier versions, you need to restore and copy each one. For more info about versioning, see enable and configure versioning for a list or library. Both move/copy to options support 100 GB of Transfer on a single operation.
- When a file is moving, it continues to appear in the source directory until it's fully moved to the destination and then it will be deleted. The file remains in the source sites Recycle Bin after the Move is complete and is subject to the normal recycle schedule unless a user recovers it from the Recycle Bin.
- We do not recommend moving OneNote notebooks outside of the OneNote app.
- Move to and copy to work the best within the SharePoint Online limits.
- For common scenarios, visit this Tech Community blog.
- To learn more about working with documents and libraries, see these YouTube videos from SharePoint community experts.
Conclusion
Please stay tuned for Part 2 on the same topic!