SharePoint Archive Solution: Simplifying Data Management and Compliance

As organizations grow, so does their SharePoint data. Inactive sites and old documents not only consume expensive storage but also clutter search results and impact productivity. At the same time, compliance regulations like GDPR, SOX, and SEBI require businesses to retain data for years. 

The solution? Microsoft 365 Archive for SharePoint. 

Why Archive Instead of Just Retain? 

Many businesses confuse retention with archiving, but they serve different purposes: 

  • Retention Policies: Keep data in active storage for compliance, which increases costs. 
  • Archiving: Moves inactive sites to a low-cost storage tier while preserving compliance, security, and metadata. 

Benefits of SharePoint Archive 

  • Cost Savings: Archive storage costs up to 75% less than active SharePoint storage. 
  • Compliance Ready: Fully integrated with Microsoft Purview for retention, eDiscovery, and legal hold. 
  • Security & Governance: Maintains permissions, sensitivity labels, and audit logs. 
  • Scalable & Seamless: Archive entire sites in minutes without breaking search indexes. 

When Should You Archive? 

  • Completed projects or client engagements. 
  • Inactive Teams-connected sites. 
  • Sites with legal or regulatory retention requirements. 

Best Practices for Archiving 

  • Automate with Lifecycle Policies: Use SharePoint Advanced Management or Power Automate. 
  • Trim Versions: Keep only the last 1–3 versions before archiving to save space. 
  • Combine with Retention: Apply retention labels for legal compliance, then archive for cost control. 

TechGyan Archive Plans 

  • Basic Plan: Archive inactive files and sites with essential compliance. 
  • Advanced Plan: Adds enhanced compliance, audit, and scalable storage for large enterprises. 

Business Scenario 

A SEBI-regulated financial firm must retain project data for 7 years. Instead of paying for expensive SharePoint storage, they archive inactive sites to Microsoft 365 Archive, reducing costs by 70% while staying compliant. 

Ready to cut storage costs and simplify compliance? 

Contact TechGyan to implement a SharePoint Archive strategy tailored for your business. 

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