SharePoint Archiving with NAVOO® Smart Archive

The most important facts at a glance

Why NAVOO® Smart Archive

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Functions

Your added value

Our approach

FAQ

The Most Important Facts at a Glance: How Does Sharepoint Archiving with NAVOO® Smart Archive Work?

Archiving of individual files, major or minor versions, folders, libraries, SharePoint sites, or across tenants
Automated archiving of content and versions using rules for targeted content selection, e.g., age, classification, document types, access
Migrates content to cost-effective cloud storage (Azure, AWS, Google Cloud), thereby reducing costs
Seamless integration into SharePoint Online with individual, searchable stub files at the original storage location—including full-text search for Office files as well as preservation of file type and metadata
Compliance with compliance guidelines (e.g., retention and sensitivity labels)
Restoration of archived content directly by end users (without IT support)
Integrated in just a few days, ready for immediate use in the SharePoint frontend
Managed Hosting: Ideal for up to 20 TB – up and running quickly with minimal operational effort. Price: €60 per 1 TB/month
Self Hosting: Optimal for 20 TB and above – full control and long-term cost savings. Price: €49 per 1 TB/month.

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 Whether large files, old projects or content that is no longer active: Without a clear archiving concept, the data stock grows uncontrollably - and with it the costs.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.

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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

Built-in dialogs for archiving, restoring, and downloading individual files and versions directly in SharePoint Online
Users can flexibly select documents—including individual versions, if desired
The original is replaced by searchable placeholder files—including metadata
Immediate restoration of archived files directly by users—without IT involvement

NAVOO_Smart-Archive_SharePoint structures

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

NAVOO_Smart-Archive_Intelligent-Archiving

Intelligent and automated archiving of content and versions

Customizable archiving rules for targeted selection of content, e.g., age, classification, document types, or access
Consistent archiving policies across all clients
Fully automated archiving across all SharePoint sites, Microsoft Teams, read-only sites, and Teams channels
Stub files are fully customizable – 100% company-specific and enriched with a direct link to the storage location

Archiving of document versions

Archiving of main, intermediate, and draft versions of documents
Flexible definition of the number of document versions to be archived per file
Optional selection of individual document versions by users during archiving
Automatic management of archived versions according to defined version limits
Compliance with SharePoint version policies, including versions with expiration dates

Full-text search in archived documents

Automatic extraction of text content from archived Office documents and PDF files
Full-text information is stored in the stub file as metadata
Archived content remains discoverable via SharePoint search
Support for eDiscovery, compliance, and AI-based search scenarios

Control and transparency via the central admin portal

Central management interface for controlling all Smart Archive functions and archiving jobs
Automated archiving based on rule-based criteria or precise KQL queries
Management of multiple Microsoft 365 environments and archive storage within a single interface

Compliance settings are taken into account

Sensitivity labels are taken into account during archiving; it is configurable which labels are archived or excluded
Assigned sensitivity labels are retained on both the original file in the archive storage and the stub file
Retention policies and retention labels can be configured to support or exclude archiving
No modification of sensitive metadata

Flexible infrastructure and hosting options

Flexible selection of various archive storage options (Azure Blob Storage, AWS S3, or Google Cloud Storage)
Integration into existing cloud strategies
Scaling based on recovery frequency and storage requirements
Reduction of Microsoft 365 storage costs by up to 65% with the managed hosting option

Hosting Options and Cost Model of NAVOO® Smart Archive

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NAVOO Smart Archive Price Calculator

Use this calculator to estimate your potential costs and savings when using NAVOO® Smart Archive.

We recommend that you familiarize yourself with the product's cost model and hosting options before using this calculator. Enter the values that correspond to the respective description in the corresponding input field.

Please note that the calculated results are only estimates and do not constitute an official offer.

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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

Higher savings potential

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.

Flexible granularity lowers the barrier to entry and increases usage. Instead of archiving entire SharePoint sites, specific files, versions, or folders can be moved to cost-effective archive storage. This allows large amounts of data to be efficiently outsourced without impacting productivity.

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

Definition of automated archiving rules

Together with you, we develop an archiving set of 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 will 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®

How does NAVOO® Smart Archive differ from Microsoft 365 Archive?

NAVOO® Smart Archive offers much more than the Microsoft 365 archive: maximum flexibility, high granularity, and noticeable cost benefits. Instead of archiving entire SharePoint sites, individual files, versions, folders, or entire document libraries can be moved to a cost-effective archive storage. This significantly lowers the barrier to use - those responsible do not have to outsource an entire site immediately, but can decide exactly what content they want to archive. In practice, this lower barrier to entry has been shown to enable the archiving of up to 10 times larger amounts of data without restricting employee productivity. This is because archived content is available for restoration directly in SharePoint at any time – simply, securely, and without detours.
Which files can be archived with NAVOO® Smart Archive?

NAVOO^® Smart Archive can archive virtually any file type. For most formats—such as Word, Excel, PDF, PowerPoint, images, videos, or HTML—individual, searchable stub files are created in their original format. Unsupported or rare file types are automatically converted to a universal .html stub file during archiving.
Are versions also archived?

Yes, NAVOO^® Smart Archive archives not only the current file but also major and minor versions to ensure complete traceability. In the interactive archiving dialog in SharePoint, employees can specifically select which versions of a file should be archived. Versions that are not selected are not transferred to the archive storage and are discarded, which reduces the storage load on the archive. For automatic archiving jobs as well, you can define the maximum number of versions to be archived per file. Smart Archive takes both major and minor versions into account and automatically archives only the latest versions up to the configured limit.
How does access to archived content work?

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.
What hosting options are available and where is the data stored?

NAVOO^®Smart Archive can optionally be used in managed hosting or self-hosting. With Managed Hosting Arvato Systems manages the servers in a managed Azure environment - ideal for a fast go-live with minimal operating costs and data volumes of up to around 20 TB. With self-hosting, the servers run in your own Azure environment, which makes sense for larger volumes and enables maximum control, security, and flexible scaling. In both variants, all data remains in your cloud environment. You choose the archive storage yourself - from Azure Blob Storage, AWS S3, or Google Cloud Storage.
What do I need to consider when using AWS S3 or Google Cloud Storage as archive storage?

If you use AWS S3 or Google Cloud Storage as archive storage, the data is transferred from Azure to the respective target platform. This results in additional transfer costs between the systems, and the monthly license costs increase by around 5 euros. Functions, security, compliance, and recovery remain fully intact - your data remains in your own cloud environment.
How do backups work in combination with NAVOO® Smart Archive?

When a file is archived, NAVOO^®Smart Archive technically replaces the original file completely with a placeholder file (stub file) in SharePoint. SharePoint backup solutions generally only back up what is activein SharePoint - i.e. the placeholder files, not the original files. As the file size and metadata change during archiving, backups recognize this change and create new backup sets. As a result, it can happen over time that the backup contains only stub files and the original files are completely missing. Archived files are therefore not part of the SharePoint backup and cannot be restored via this backup.
How can archived data be additionally protected - and what backup or redundancy options are available?

When Azure Blob Storage is used as archive storage, various options are available to reliably secure archived data. Azure offers integrated redundancy functions for this, in which data is stored multiple times - even geographically distributed if desired - which significantly increases reliability, but affects storage costs.
In addition, Azure backup functions can be used. These include snapshots in the same storage account, which enable a restore over several months, as well as vault backup ("Backup Vault"), where copies are stored long-term and separately from the original storage. Both options supplement redundancy and also protect the archive storage from unintentional deletion or technical faults.
For increased compliance or security requirements, third-party backup solutions for Azure Blob Storage can also be used. As archived files are not part of the SharePoint backup, it is recommended to decide at an early stage whether and what additional protection is required. A one-off check of the restore behavior of stub files in the SharePoint backup solution used provides clarity.
What happens to my data if I no longer want to use NAVOO® Smart Archive?

The archive storage is always operated in your cloud environment. You retain full control over the storage location, access rights and compliance requirements at all times. If you use NAVOO^® If you no longer wish to use Smart Archive, we can help you transfer archived files back to SharePoint on request.
Is there a discount for NGOs and educational institutions?

Yes, discounts are available for non-governmental organizations (NGOs) and educational institutions. Contact us for a customized offer.