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Sharepoint Archiving with NAVOO® Smart Archive

Relieve your SharePoint Online storage with intelligent archiving

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Arvato Systems | Tim Seebrandt
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The most important facts at a glance
Why NAVOO® Smart Archive
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The Most Important Facts at a Glance: How Does Sharepoint Archiving with NAVOO® Smart Archive Work?

  • Archiving of individual files, folders, libraries, site collections or tenant-wide
  • automated archiving of content and versions with rules for the targeted selection of content, e.g. age, classification, document types, access
  • stores content in inexpensive cloud storage (Azure, AWS, Google Cloud) and thus reduces costs
  • seamless integration in SharePoint Online with individual, searchable placeholder files (stub files) in the original storage location
  • Adherence to compliance guidelines (e.g. retention and sensitivity labels)
  • Recovery of archived content directly by end users (without IT support)
  • Integrated in a few days, directly usable in the SharePoint frontend

Efficient Sharepoint Online Archiving with NAVOO® - Reduce Costs, Optimize Storage

SharePoint Online is at the heart of modern collaboration - but the storage limits of Microsoft 365 quickly lead to bottlenecks. Whether large files, old projects or content that is no longer active: Without a clear archiving concept, the data stock grows uncontrollably - and with it the costs.

 

NAVOO® Smart Archive offers the ideal solution for structured, rule-based SharePoint archiving - seamlessly integrated, secure and user-friendly.

NAVOO® Smart Archive - Simply Explained

NAVOO® Smart Archive is a cloud-based archiving solution for SharePoint Online. It enables the rule-based, automated transfer of files to cost-effective cloud storage on the leading cloud platforms Azure, AWS, or Google Cloud.

Why Do I Need an Archiving Solution for Sharepoint Online?

Companies need an archiving solution because storage space is limited, old content is growing uncontrollably and license costs are rising. NAVOO® Smart Archive helps to outsource files, maintain compliance and reduce costs.

The challenges at a glance:

  • Limited SharePoint storage space: In SharePoint Online, the available standard storage space quickly runs out, as project-related files, version histories and data from collaborative applications such as Teams and Planner quickly add up.
  • Uncontrolled data growth: Files block storage space and make document management more difficult. Without a suitable archiving solution, data continues to accumulate over time, making it increasingly difficult for Copilot to manage, search and retrieve information.
  • Increasing license costs: In order to counteract the lack of storage space in Microsoft 365, companies must purchase additional premium storage space - a costly and recurring investment.
  • Loss of efficiency and acceptance: Unstructured storage locations and overcrowded document libraries make it difficult to access relevant content quickly and impair productivity.

With a strategic archiving solution for SharePoint Online, you can prevent these problems - without losing any data.

NAVOO® Smart Archive - Your Solution for Modern Sharepoint Archiving

With NAVOO® Smart Archive, you get a powerful solution for efficiently archiving SharePoint Online content without compromising on the functionality or availability of your important information.

And how exactly does archiving with NAVOO® Smart Archive work?

The solution integrates seamlessly into your existing SharePoint Online environment and enables all employees to easily access archived data. There is no need to integrate a separate storage location in the file explorer to access archived files or to go through the IT department to restore files. This not only increases efficiency, but also ensures a high level of acceptance.

What Makes NAVOO® Smart Archive Special?

NAVOO® Smart Archive offers much more than basic archiving functions. With our solution, you benefit from:

  • automatically move large files and versions to low-cost storage
  • granular control down to file, version and folder level, which significantly lowers the inhibition threshold for archiving
  • Archiving suggestions that are preconfigured according to best practice
  • short project runtimes, as the implementation effort is minimal
  • transparent reporting with the help of clear dashboards including memory analysis and usage behavior

What Functions Does NAVOO® Smart Archive Have?

User-friendly document archiving directly in SharePoint

  • Integrated archiving dialog in SharePoint and Microsoft Teams
  • Users select documents flexibly
  • Original is replaced by searchable placeholder files - incl. metadata
  • immediate recovery of archived files directly by users - without IT effort
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Archiving complete SharePoint structures

  • archiving folders, libraries or entire site collections
  • Fixed definable archiving intervals
  • completely automated inclusion of new or moved files
  • Intelligent control directly in SharePoint Online
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Intelligent and automated archiving of content and versions

  • individually customizable archiving rules for the targeted selection of content, e.g. age, classification, document types, access
  • Client-wide standardized archiving guidelines
  • fully automated across all SharePoint sites
  • maximum individual - 100% company-specific

Consideration of compliance settings

  • Retention labels (retention policies) are automatically recognized, files with an active retention label are not archived
  • Sensitivity labelss (confidentiality classifications) are retained on the stub file and the original file
  • No change to sensitive metadata

Flexible infrastructure and hosting options

  • Hosting in your own environment (Azure, AWS, Google)
  • Integration into existing cloud strategies
  • Reduce Microsoft 365 storage costs by up to 87%
  • Scaling depending on recovery frequency and memory requirements
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Do you have questions about NAVOO® Smart Archive? We will be happy to help you.

Contact us now

Your Added Value - That Speaks for NAVOO® Smart Archive

Cost savings

Files can be moved and managed from expensive SharePoint storage to inexpensive cloud storage (AWS, Azure, Google).

Flexibility in archiving

From individual files and versions to complete folders or libraries, content can be archived in a targeted manner and restored at any time with a single click if required.

Automatic archiving

You can define archiving rules based on properties such as file size, storage location or date.

Fast user adaptation and acceptance

Referencing files remain in their original location so that users can easily identify them.

Seamless integration and immediate usability

Seamless integration into the SharePoint Online front end with immediate usability is easily possible.

Quick introduction

The Smart Archive is set up centrally, implemented in the shortest possible time, and seamlessly integrated into existing SharePoint repositories and structures.

How Does NAVOO® Smart Archive Differ from Microsoft 365 Archive?

While the M365 Archive provides basic data archiving functionality, NAVOO® Smart Archive has key benefits that help you archive your organization's SharePoint data more efficiently while saving costs. It offers significantly more flexibility and extended options for optimization:

More precisely

More user-friendly

Safer

More cost-effective

Not only entire SharePoint sites can be archived, but also individual files, versions, folders or complete document libraries. This significantly lowers the inhibition threshold for use, as those responsible do not have to immediately outsource entire sites.

Content managers can define which content is archived directly in SharePoint. These can be restored independently at any time with just one click - without any support from the IT department.

Archived documents can be stored specifically in Azure, AWS or Google. This allows you to retain full control over the storage location and meet security and compliance requirements at all times.

Thanks to low storage costs and flexible granularity, significantly larger volumes of data can be archived efficiently. With an archive volume of 50 TB, the Smart Archive offers cost savings of up to 40%.

Our Approach for Your Success

With NAVOO® Smart Archive, we accompany you step by step - from analyzing your SharePoint environment to implementing automated archiving rules.

Step 1

Assessment of your SharePoint environment

We start with a comprehensive analysis of your existing SharePoint environment. We take a detailed look at all content and structures:

  • Directories and permissions: Identification of all directories and check for individual or insecure permissions (e.g. "Everyone")..
  • Documents and access rights: Check special authorizations at document level to make potential security risks visible.
  • Versioning: Evaluation of the number and size of versions to detect unnecessary memory usage.
  • Age and topicality: Classification of content according to relevance and frequency of use to identify outdated data.
  • Labels and compliance: Check whether retention or data protection labels are set correctly in order to comply with regulatory requirements.
  • Content types: Analysis of the content types used to enable structured and rule-based archiving.
Step 2

Assessment of memory utilization

Based on the analysis, we evaluate your memory usage and make optimization potential transparent:

  • Archivable content: Identification of data that can be outsourced without impacting productivity.
  • Potential savings: Derivation of specific measures to reduce costs and improve performance.
  • Recommendations for action: Documentation of all results in a clear report with actionable recommendations.
Step 3

Together with you, we develop a set of archiving rules that integrates proven best practices and is tailored precisely to your requirements:

  • Questionnaire and workshop: Structured survey of your requirements using a best-practice questionnaire, which we go through together.
  • Rule definition: Definition of criteria such as age, classification, document types or access frequency.
  • Automation: Conception of the rules as client-wide uniform and fully automated processes.
  • Compliance protection: Ensuring that files with active retention labels are automatically excluded from archiving.

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Frequently Asked Questions About Sharepoint Archiving with NAVOO®

  • NAVOO® Smart Archive offers much more than the Microsoft 365 archive: maximum flexibility, high granularity and tangible cost benefits. Instead of only archiving entire SharePoint sites, individual files, versions, folders or entire document libraries can also be moved to a cost-effective archive storage. This significantly lowers the barrier to use - those responsible do not have to immediately outsource an entire site, but can decide exactly what content they want to archive. In practice, this lower barrier to entry ensures that much larger volumes of data can be archived efficiently without restricting productivity. This is because archived content is available for restoration directly in SharePoint at any time - simply, securely and without detours.

  • NAVOO® Smart Archive stores content in your cloud (Azure, AWS, Google). This means that access rights, security and compliance remain entirely with you.

  • Archived files are replaced by so-called stub files, which remain searchable and visible in their original location. One click is all it takes to restore them without IT support.

  • Word, Excel, PDF, PowerPoint, images, videos, HTML and many more. User-defined file types can also be archived with NAVOO® Smart Archive.

  • Yes, NAVOO® archives not only current files, but also previous versions to ensure complete traceability.

  • Yes,.you can book NAVOO® Smart Archive individually - without any dependency on other modules.

Your Contact for NAVOO®

Arvato Systems | Tim Seebrandt
Tim Seebrandt
Expert for Microsoft 365
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