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Archiving Document library and Lists RRS feed

  • Question

  • Hi,

    I need to archive the items in the document library and one more list.

    Now, I am thinking of a couple of approaches.

    1. A timer job which will move the items from the document library to a different document libraries created based on the time period of archival.

    2. Same timer job as above. but in the second approach, create folders and move the items to the folders.

    Could you suggest which one is good or any different approach to do this?

    Thanks in Advance.


    Arun.G.K
    Friday, July 16, 2010 11:48 AM

Answers

  • hello

    if you have only one doclib and one list for archiving it is better to have one additional doclib for archived documents and one list for archived list items from your list, and copy items into folders (2nd approach mentioned in initial post). I.e. MyDocLib <-> MyArchivedDocLib, MyList <-> MyArchivedList. Doing this you will have the same schemas between source and archived copies (same fields, same binded content types) and will avoid potential problems of mismatched schemas.

    From the 1st look, 1st mentioned approach with several "different document libraries created based on the time period of archival" will have advantage because will allow to avoid limitation on 2000 items per list. But at first it will harder to manage them. And at second actually limitation is "2000 items per items container", where container is root folder and each subfolder. Check this article: Scaling to Extremely Large Lists and Performant Access Methods . Quote from attached white paper:

    <!-- [if gte mso 10]> <mce:style>

    "There is documented guidance for Microsoft<sup>® </sup> Office SharePoint<sup>® </sup> Server 2007 regarding the maximum size of lists and list containers. For typical customer scenarios in which the standard Office SharePoint Server 2007 browser-based user interface is used, the recommendation is that a single list should not have more than 2,000 items per list container. A container in this case means the root of the list, as well as any folders in the list — a folder is a container because other list items are stored within it. A folder can contain items from the list as well as other folders, and each subfolder can contain more of each, and so on. For example, that means that you could have a list with 1,990 items in the root of the site, 10 folders that each contain 2,000 items, and so on. The maximum number of items supported in a list with recursive folders is 5 million items."

     

    So you can contain ~ 5 million items in your archive doclib and list.


    Blog - http://sadomovalex.blogspot.com
    Codeplex - http://camlex.codeplex.com
    Friday, July 16, 2010 2:44 PM

All replies

  • Are you using MOSS 2007 or WSS3.0?

    If you are using MOSS 2007 you can use Record Management to safe you document library and associates policies to document Library.

    Demo: Add a library to a Records Center site
    http://technet.microsoft.com/en-us/library/cc263523(office.12).aspx

    Hope this help...


    André Lage Microsoft SharePoint, CRM and Sybase Consultant
    Blog:http://aaclage.blogspot.com
    Codeplex:http://spupload.codeplex.com/http://simplecamlsearch.codeplex.com/
    Friday, July 16, 2010 12:35 PM
  • Hi Andre Lage,

    Thanks for the very good pointer. I am using MOSS 2007. But I already have a Team site created and has a lot of documents in it. And the requirement is to archive the documents along with versions. Please advice.

    Thanks and Regards,


    Arun.G.K
    Friday, July 16, 2010 1:45 PM
  • hello

    if you have only one doclib and one list for archiving it is better to have one additional doclib for archived documents and one list for archived list items from your list, and copy items into folders (2nd approach mentioned in initial post). I.e. MyDocLib <-> MyArchivedDocLib, MyList <-> MyArchivedList. Doing this you will have the same schemas between source and archived copies (same fields, same binded content types) and will avoid potential problems of mismatched schemas.

    From the 1st look, 1st mentioned approach with several "different document libraries created based on the time period of archival" will have advantage because will allow to avoid limitation on 2000 items per list. But at first it will harder to manage them. And at second actually limitation is "2000 items per items container", where container is root folder and each subfolder. Check this article: Scaling to Extremely Large Lists and Performant Access Methods . Quote from attached white paper:

    <!-- [if gte mso 10]> <mce:style>

    "There is documented guidance for Microsoft<sup>® </sup> Office SharePoint<sup>® </sup> Server 2007 regarding the maximum size of lists and list containers. For typical customer scenarios in which the standard Office SharePoint Server 2007 browser-based user interface is used, the recommendation is that a single list should not have more than 2,000 items per list container. A container in this case means the root of the list, as well as any folders in the list — a folder is a container because other list items are stored within it. A folder can contain items from the list as well as other folders, and each subfolder can contain more of each, and so on. For example, that means that you could have a list with 1,990 items in the root of the site, 10 folders that each contain 2,000 items, and so on. The maximum number of items supported in a list with recursive folders is 5 million items."

     

    So you can contain ~ 5 million items in your archive doclib and list.


    Blog - http://sadomovalex.blogspot.com
    Codeplex - http://camlex.codeplex.com
    Friday, July 16, 2010 2:44 PM