Improving SharePoint Performance by Archiving Old Documents

SharePoint Document Archiving

Maintaining optimal performance in SharePoint Online is crucial for ensuring user productivity and the smooth operation of business processes. However, as organizations accumulate large volumes of documents, SharePoint performance can suffer, leading to slow load times, search inefficiencies, and increased maintenance requirements. This article explores how Squirrel, a specialized document archiving solution, can help mitigate these issues by efficiently managing and archiving old documents.

The Importance of SharePoint Performance

Performance is a critical aspect of any document management system. When SharePoint Online operates efficiently, users can quickly access, edit, and share documents, leading to enhanced productivity and collaboration. Conversely, poor performance can lead to frustration, decreased productivity, and potential disruptions in business operations. Common performance issues in SharePoint include slow load times, inefficient search results, and increased time and resources needed for server maintenance.

How Excessive Document Storage Affects SharePoint

One of the primary reasons for degraded SharePoint performance is the excessive accumulation of documents. As more documents are stored, the SharePoint database can become bloated, leading to slower server response times and reduced overall performance. This is particularly problematic for organizations with large volumes of data and a high rate of document creation and modification. Statistics and case studies have shown that unmanaged document growth can significantly impact the efficiency of SharePoint Online, making it imperative to adopt a solution that addresses these challenges effectively.

Introducing Squirrel

Squirrel is an innovative SaaS product designed to tackle the issue of excessive document storage in SharePoint Online. By automating the archiving process, Squirrel helps organizations maintain optimal SharePoint performance while reducing storage costs. Squirrel integrates seamlessly with SharePoint Online, offering features such as lifecycle policy definition, automated archiving to Azure Blob Storage, and the creation of stub files in SharePoint. These features ensure that old documents are efficiently archived without disrupting user access or workflow.

The Archiving Process with Squirrel

The archiving process with Squirrel is straightforward and efficient. Organizations can define lifecycle policies that determine when documents should be archived based on factors such as age, usage, and compliance requirements. Once a document meets the criteria for archiving, Squirrel automatically moves it to Azure Blob Storage, converting the document to HTML format while retaining the original file name with an HTML extension. A stub file with the same name is left in SharePoint, allowing users to easily rehydrate the document with a simple click. This seamless process ensures that document archiving does not interfere with user access or productivity, while significantly improving SharePoint performance.

Benefits of Using Squirrel for Archiving

Archiving old documents with Squirrel offers multiple benefits that can significantly enhance the performance and efficiency of SharePoint Online.

Reduced Storage Costs

One of the most immediate benefits of using Squirrel is the reduction in storage costs. By moving less frequently accessed documents to Azure Blob Storage, organizations can take advantage of lower storage costs compared to keeping all documents within SharePoint Online. This cost-saving measure can be particularly beneficial for organizations with large volumes of data.

Faster Load Times and Search Performance

Archiving old documents helps declutter the SharePoint Online environment, leading to faster load times and improved search performance. Users can quickly find and access the documents they need, without being bogged down by the presence of numerous old and rarely accessed files. This improvement in performance can enhance overall productivity and user satisfaction.

Enhanced Data Security and Compliance

Squirrel provides robust security features to protect archived documents. All data is encrypted, ensuring that sensitive information remains secure during and after the archiving process. Additionally, Squirrel helps organizations comply with regulatory requirements by allowing them to define and enforce document retention policies. This ensures that documents are archived and retained in accordance with industry standards and legal obligations.

Conclusion

Improving SharePoint performance is essential for maintaining user productivity and ensuring smooth business operations. By archiving old documents with Squirrel, organizations can reduce storage costs, enhance load times and search performance, decrease server maintenance needs, and improve data security and compliance. Squirrel’s seamless integration with SharePoint Online and its automated archiving process make it an invaluable tool for any organization looking to optimize their document management strategy.

Call to Action

If you’re ready to enhance your SharePoint Online performance and reduce storage costs, try Squirrel today. Download a free trial or contact our support team for a free consultation or report on potential savings. Visit our website for more information and additional resources, including detailed guides, customer testimonials, and related blog articles. Transform your document management with Squirrel and experience the benefits firsthand.

FAQs

What is Squirrel?

Squirrel is a SaaS product that automates the archiving of SharePoint Online documents to Azure Blob Storage, enhancing performance and reducing costs.

How does Squirrel improve SharePoint performance?

By archiving old documents, Squirrel reduces database bloat, leading to faster load times and improved search efficiency.

Can I retrieve archived documents easily?

Yes, Squirrel leaves a stub file in SharePoint, allowing users to rehydrate the document with a simple click.

Is the data secure during the archiving process?

Absolutely. Squirrel encrypts all data, ensuring sensitive information remains secure.

What are lifecycle policies?

Lifecycle policies define when documents should be archived based on criteria such as age, usage, and compliance requirements.

How does Squirrel help with compliance?

Squirrel allows organizations to define and enforce document retention policies, helping them comply with industry standards and legal obligations.

What cost savings can I expect with Squirrel?

By moving documents to the more cost-effective Azure Blob Storage, organizations can significantly reduce their SharePoint Online storage costs.

Does Squirrel integrate with existing SharePoint workflows?

Yes, Squirrel integrates seamlessly with SharePoint Online, ensuring a smooth and transparent archiving process without disrupting workflows.

What happens to the original document when it is archived?

The original document is converted to HTML and moved to Azure Blob Storage, while a stub file is left in SharePoint for easy retrieval.

Can Squirrel handle large volumes of data?

Yes, Squirrel’s automated process is scalable and designed to efficiently manage large volumes of data.