Archiving an old SharePoint site without a plan can result in lost data, broken links, or accidental deletion of content still needed for compliance. Site owners often face the challenge of knowing which steps to follow to preserve information while removing the site from active use. This article explains a governance checklist that covers retention, permissions, content review, and site lock-down procedures. By the end, you will have a repeatable process to archive any SharePoint site safely.
Key Takeaways: Archive a SharePoint Site Without Data Loss
- SharePoint admin center > Active sites > Archive: Built-in action that removes the site from search and most permissions while preserving content in read-only mode.
- Site collection backup via PowerShell: Use Get-SPOSite and Export-SPOSite to create a full content backup before any archive action.
- Retention label applied to site content: Ensures compliance requirements are met even after the site is archived.
Why a Governance Checklist Is Necessary for Archiving SharePoint Sites
When a SharePoint site is no longer actively used, simply deleting it can cause data loss, broken references in other sites, or non-compliance with retention policies. A governance checklist provides a structured way to review content, confirm ownership, and apply the correct archive method. Without this checklist, site owners risk losing historical records or accidentally exposing sensitive data that was not properly reviewed before archiving.
The archive process in SharePoint changes the site state from active to archived. Archived sites are not deleted. They become read-only and are hidden from most search results and site directories. Users with explicit permissions can still access the site to view content but cannot edit anything. This makes archiving safer than deletion because the data remains available for compliance or reference.
A governance checklist covers five main areas: content inventory, permissions review, compliance checks, backup creation, and the actual archive action. Each area includes specific tasks that must be completed before moving to the next step. Following this order prevents skipped steps that could lead to data loss or access issues later.
Governance Checklist: Steps to Archive a SharePoint Site Safely
Complete these steps in order. Do not skip any step, even for small sites. Each step protects against a specific risk.
- Identify the site owner and stakeholders
Open the SharePoint admin center. Go to Active sites and select the site. In the site details panel, check the Owners field. Contact the primary owner to confirm the site is no longer needed for active work. Also ask if any external partners or legal teams require access to the content after archiving. - Review site content for active documents
Browse the site libraries and lists. Look for documents with recent modified dates within the last 90 days. If you find active content, move it to a different active site before archiving. Use the Move To command in the document library to transfer files. Do not archive a site that still contains documents being edited by current projects. - Check compliance and retention requirements
Go to the Microsoft Purview compliance portal. Check if any retention labels or policies apply to the site content. If a retention label is already applied, the archived site will retain that label. If no label exists, apply a label that matches your organization’s retention schedule. For example, apply a label named “Archive – 5 Year Retention” to all documents in the site using PowerShell or a bulk update script. - Audit current permissions and remove unnecessary users
In the site settings, select Site permissions. Review all direct permissions and any Microsoft 365 group members. Remove users who no longer need access. This reduces the attack surface after archiving. Keep only the site owner and any compliance or legal contacts. Do not remove the site owner until after the archive is confirmed. - Create a full site backup using SharePoint Online Management Shell
Open Windows PowerShell as an administrator. RunConnect-SPOService -Url https://[tenant]-admin.sharepoint.com. Then runExport-SPOSite -Identity https://[tenant].sharepoint.com/sites/[site] -Path C:\Backups\[site].bak. This creates a backup file that can be restored later if needed. Store the backup in a secure location with access limited to IT administrators. - Communicate the archive plan to site users
Send an email to all site members at least 7 days before archiving. Include the archive date, what will happen to the site, and how users can download or move their content before the archive. Provide a link to the backup location for approved users. - Archive the site using the SharePoint admin center
Go to SharePoint admin center > Active sites. Select the site. On the command bar, click Archive. In the confirmation dialog, review the warning about read-only access and click Archive. The site moves to the Archived sites list. The process completes within a few minutes. - Verify the archive was successful
Go to SharePoint admin center > Archived sites. Confirm the site appears in the list. Open the site URL in a browser while signed in as the site owner. Verify that all libraries and lists display in read-only mode. Try to edit a document to confirm that the edit option is disabled.
Common Mistakes When Archiving SharePoint Sites and How to Avoid Them
Archiving a site that still has active workflows or Power Automate flows
If a site has active Power Automate flows, archiving the site can break those flows. Check the site for any flows in Power Automate. Go to the site and select Automate > See all flows. Review each flow and either turn it off or move it to another site before archiving. Flows that reference site content will fail after the archive.
Forgetting to preserve external sharing links
External sharing links (Anyone links) stop working after archiving because the site becomes read-only. Before archiving, download a report of all external sharing links. Go to the site settings and select Site usage. Under Sharing links, export the list. Share this list with the site owner so they can re-create critical links on a different site if needed.
Not checking for site policies applied to subsites
Subsites may have their own unique permissions or retention policies. The archive action applies to the top-level site, but subsite policies remain. Review each subsite separately. Apply the same governance steps to each subsite before archiving the root site. If subsites have independent owners, coordinate with them separately.
Deleting the site instead of archiving it
Deleting a site sends it to the SharePoint recycle bin for 93 days, after which it is permanently removed. Archiving keeps the site indefinitely in read-only mode. If you accidentally delete a site, restore it from the recycle bin within 93 days. After restoration, archive it properly. Always use the archive option unless you are certain the site content is no longer needed.
Active Site vs Archived Site: Key Differences
| Item | Active Site | Archived Site |
|---|---|---|
| Content editing | Full edit and upload allowed | Read-only, no edits or uploads |
| Search visibility | Appears in SharePoint and Microsoft Search | Hidden from search results |
| Site directory appearance | Shows in SharePoint start page and site list | Not shown in site directory |
| Permission changes | Admins can modify permissions | Permissions can still be changed by site admins |
| Retention label enforcement | Labels apply normally | Labels continue to apply |
| Restore option | N/A | Can be unarchived to restore full functionality |
After archiving, you can unarchive a site if business needs change. Go to SharePoint admin center > Archived sites, select the site, and click Unarchive. The site returns to active status with all previous content and permissions intact. Unarchiving is a fast operation that completes in a few minutes.
Use the governance checklist for every site you archive, even if the site appears inactive. The checklist prevents data loss, ensures compliance, and gives stakeholders confidence that archived content remains accessible when needed. Run the PowerShell backup command before every archive to create a safety net for critical content.