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Renditions: The Archivist

 
What it does Why we build it How it works Resources

    What does the Archivist do?

    The Archivist enables empowered users (usually those with at least Contributor rights) to send documents to a pre-specified archive location or pick from a set of available archive locations.
    All file formats are supported and documents can optionally be preserved with metadata and version history intact.  The target archive location can be in the local farm, a remote SharePoint farm or SharePoint Online (SPO).
    Documents can optionally be archived with a highly customisable report which can record details such as when and from where the document was archived and by whom together with metadata and version comments if required.

    Why did we build it?

    In our experience most of the planning effort for a SharePoint deployment focuses on how to get content into SharePoint and little thought is given as to how to get content out when the information becomes no longer relevant to current business operations.
    Whilst transient obsolete information is just noise some content needs to be preserved for historical and possibly legal purposes.  SharePoint fails to provide users with the tools they need to 'weed the garden'. So we built the Archivist to address this shortfall.

    How does it work?

    The Archivist uses the standard Client SharePoint Object Model (CSOM) to faithfully copy the document binary from the source location to the target archive.  That's how we get it to work with remote SharePoint farms and SPO.

    When version history is to be archived we implement a strategy of replaying history.  We start with the original source document and copy that to the archive and then work through each source version and send that to the target as the next archive version.  When the document has been faithfully archived the original source document is sent to the recycle bin. 

    To find out more please refer to the detailed User and Administrator documentation reference guide. 

    Videos


Users simply select documents and folders and click the Archive button on the Files ribbon of a document library. 

 

From the Archive Documents dialog they then click the Archive button to confirm the action and the documents will be archived to the specified location.

Documents can be archived with metadata and version history if required and a custom archive report can be generated.