Archiving old SharePoint List Items-best approach

Question

Hi Team,

Wanted to get your thoughts on what would be best the option for me to Archive old SharePoint list items.

Currently I've created a view which has bucketed the relevant list items and I was planning on exporting them into an excel CSV file and then deleting them off the SharePoint list database. I'm planning on saving the CSV file on the same SharePoint site and if they had do a search on one of the archive list items via the search bar, would it automatically take them to the CSV file?

I'm aware they go into the recycling bin upto 90 days or so once deleted, and then stored into the second stage recycling bin. How long will they stay into second stage recycling bin? just incase I need to restore an old list item.

If there's better approach for what I'm trying to achieve, I'd be keen to get your expert advise.

Regards,
Harry

Answer 1

Hi @Harry N Nomikos ,

If you want the content of the file to be searchable in the search bar, in addition to the user having sufficient permissions, the following settings are also required:

On site level:

1. On the site, select Settings , and then select Site settings. If you don't see Site settings, select Site information, and then select View all site settings.
2. Under Search, click Search and offline availability.
3. In the Indexing Site Content section, under Allow this site to appear in Search results, select Yes to allow the content of the site to appear in search results.

On list and library level:

1. On the site, find and click the library you want to customize.
2. Select Settings , and then select Library settings.
3. On the Settings page, under General Settings, click Advanced settings.
4. In the Search section, under Allow items from this document library to appear in search results, select Yes to include all of the items in the list or library in search result.

This is my test:

For more details, please refer to:

https://learn.microsoft.com/en-us/sharepoint/make-site-content-searchable

In SharePoint Online, items are retained for 93 days from the time you delete them from their original location. They stay in the site Recycle Bin the entire time, unless someone deletes them from there or empties that Recycle Bin. In that case, the items go to the site collection Recycle Bin, where they stay for the remainder of the 93 days unless:

The site collection Recycle Bin exceeds its quota and starts purging the oldest items.

• The items are manually deleted by the site collection administrator from the site collection Recycle Bin (for info about doing this, see Delete items from the site collection Recycle Bin).

For more details, please see: https://support.microsoft.com/en-us/office/restore-deleted-items-from-the-site-collection-recycle-bin-5fa924ee-16d7-487b-9a0a-021b9062d14b

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