SharePoint Archiving Solution Series

Welcome to the SharePoint Archiving Solution Series:

This blog is divided into multiple sections, each focusing on a crucial aspect of the migration process. Below are links to navigate directly to each section:

1. Introduction
2. Pre-requisites
3. Application Registration and API Permissions
4. PowerShell Script Workflow
5. Understanding the PowerShell Script — Part 1
6. Understanding the PowerShell Script — Part 2
7. Understanding the PowerShell Script — Part 3
8. Get Full Script from GitHub

Introduction

While designing a workflow to map a SharePoint folder structure to OneDrive, I encountered the challenge of efficiently transferring and archiving files. The goal was to automate the process of moving files from SharePoint to OneDrive, especially those not modified for a certain period. This led to the creation of a PowerShell script leveraging the Microsoft Graph API to streamline this task. Below, I’ll Walk you through the script, breaking down each section for clarity and understanding.

How the Story Begin……

Get Items from SharePoint

Graph API SharePoint items URL

Mapping to OneDrive

The workflow begins by identifying SharePoint sites and subsites, then iterating through libraries and folders to locate files. These files are then transferred to the corresponding OneDrive folders if they haven’t been modified since a specified date.

Why OneDrive is the Best Fit for Storing Archive Files

When it comes to archiving SharePoint files, OneDrive offers several advantages that make it a superior choice for this different scenario:

1. Seamless Integration: OneDrive integrates seamlessly with the Microsoft 365 ecosystem, ensuring a smooth transition and consistent user experience. Users can easily access their archived files through familiar interfaces, and IT administrators can manage permissions and policies across both SharePoint and OneDrive.
2. Cost-Effective Storage: OneDrive for Business plans, particularly those bundled with Office 365, provide substantial storage at competitive prices. For instance, Microsoft provides 5TB storage of OneDrive for Business for the user account based on the eligible plans (plans having SharePoint Online Plan 2) and can increase the data to 25 TB per user OneDrive if the storage is reached to 5 TB. This is highly cost-effective compared to other cloud storage solutions when considering the additional features and integration benefits.
3. Enhanced Security and Compliance: OneDrive offers robust security features, including advanced encryption, compliance certifications, and data loss prevention policies. This ensures that archived data remains secure and compliant with industry regulations.
4. Accessibility and Collaboration: Files stored in OneDrive are accessible from anywhere, on any device, making it easier for teams to collaborate and access historical data when needed. OneDrive also supports offline access, so users can work on files even without an internet connection.
5. Simplified Management: With OneDrive, managing user access, storage quotas, and compliance policies becomes straightforward.

Given these benefits, OneDrive is an ideal solution for archiving SharePoint files, combining cost efficiency, security, and ease of use.

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