When and How to Archive SharePoint Content

Archiving moves content out of the active SharePoint tier into a cheaper, lower-access tier. Done right, it lowers your storage bill, keeps the active environment faster, and preserves content you still need to keep for compliance.

When to archive (not delete)

Archive content when:

• It is no longer actively used (no edits in 12+ months)
• You must retain it for compliance, contractual, or legislative reasons
• Active users do not need fast search or read access
• You may need to retrieve it for an audit, dispute, or records request

Delete content when there is no retention obligation and no remaining business value. Archive when you must keep it but rarely touch it.

3 archive options in Microsoft 365

The right archive tier depends on access patterns:

• Microsoft 365 Archive: SharePoint sites moved into cold storage at lower cost. Content stays discoverable through search. Reactivation takes minutes
• Dedicated archive sites: read-only SharePoint sites with strong retention labels. Useful for site-by-site archiving without paying for cold storage
• Azure Blob archive: for truly cold content where Microsoft 365 access is no longer required

How to archive a SharePoint site

1. Confirm the business owner has signed off and there are no pending workflows or integrations
2. Apply the appropriate retention label to lock content from deletion
3. Move the site to Microsoft 365 Archive (or set it read-only and tag accordingly)
4. Update your information asset register
5. Communicate the change to anyone who previously used the site

What to capture before archiving

Before content goes cold, record:

• The site or library being archived
• The retention period and disposal authority
• The business owner who approved the action
• The date of archive and expected disposal date
• The reactivation path if the content is needed again

Archive is not the end

Archived content still has a disposal date. Schedule a review at the end of the retention period to either reactivate, transfer to an external archive authority, or defensibly delete.

To scope an archiving programme across your tenant, submit a support ticket.