When working with SharePoint, efficient data management is crucial. SharePoint archiving tools are specialized software solutions designed to help organizations move inactive or outdated content out of the active SharePoint environment. This ensures the platform runs smoothly while keeping archived data accessible when needed.
There are three popular third-party archiving tools: ShareGate archiving, AvePoint archive, and Squirrel for SharePoint. ShareGate simplifies archiving with clear reports and easy data recovery. AvePoint archive stands out with its detailed file-level control and powerful automation. Squirrel for SharePoint offers policy-based archiving and a unique data rehydration feature for quick access to archived content. Which of these tools will best suit your needs in managing SharePoint data?
At the end of this article, there’s a checklist to help you select, configure, and use SharePoint archiving tools that meet your needs and compliance requirements.
ShareGate Archiving Features
The main strength of ShareGate is its simplicity. It allows you to select SharePoint sites, lists, or libraries to archive based on specific criteria like date or activity level. You can choose to archive old documents and metadata without deleting anything permanently. This means the data stays safe but doesn’t take up space in your active environment.
One helpful feature of ShareGate is the ability to generate detailed reports. These reports show what content has been archived and where it’s stored. This transparency makes it easier to keep track of compliance and auditing requirements.
Besides archiving, ShareGate archiving also offers easy content restoration. If you need to bring back archived files, the process is straightforward and doesn’t require complex commands. Users can restore entire sites or just individual documents as needed.
ShareGate archiving’s user interface is clean and intuitive, so even users who aren’t SharePoint experts can operate archiving tasks without much training. Automation options are limited but effective enough for small to medium-sized businesses looking for a no-fuss archiving solution.
What types of content can be archived using ShareGate archiving?
ShareGate allows archiving a wide range of SharePoint content including sites, lists, libraries, documents, and metadata. Typically, organizations archive content that is no longer actively used but still needs to be retained for compliance or historical reference. For example, old project sites, outdated document libraries, or records from previous years can be archived.
The filtering options allow administrators to select content by date, time of last modification, or activity, so only truly inactive content gets into the archive. This helps free up storage in active environments and improves overall SharePoint performance. Importantly, the archived content remains intact and searchable, ensuring that users can still access data if needed.
ShareGate archiving also supports archiving of metadata and permissions, preserving important context around the archived files. This comprehensive coverage makes it a flexible solution for many archiving needs.
How does ShareGate archiving support compliance and reporting?
One of ShareGate archiving’s standout features is its reporting capability. After archiving, it generates detailed reports that outline exactly which content was archived, from where, and when. These reports help organizations stay compliant with data retention policies and legal regulations. They provide audit trails showing that data has been moved according to company or industry rules.
Additionally, reports can include information about content ownership and permissions, which is crucial for security audits. This transparency helps reduce risks related to data governance and demonstrates accountability during compliance checks. Having clear, easily accessible reports simplifies communication with auditors and regulators.
ShareGate also allows admins to export these reports for documentation purposes. In environments with strict compliance needs, this feature is highly valued.
AvePoint Archive: File-Level Archive and Restore Workflow (User Feedback)
AvePoint archive stands out for its granular control over file archiving and restoration. Unlike tools that archive entire sites, AvePoint lets you work at the file level, giving more flexibility.
What Users Like About AvePoint archive
Many users appreciate how AvePoint archive lets them choose exactly which files to archive based on specific rules, such as file type, last modified date, or author. This fine-tuned control helps organizations save space by only archiving relevant documents.
This tool provides a simple recovery workflow. Users can find and recover individual files without restoring full sites or libraries. This means less downtime and fewer disruptions.
Another plus is the ability to schedule archiving jobs. You can set rules to archive files automatically during off-hours or at regular intervals, reducing manual work.
Key User Feedback Points on AvePoint archive
Users often highlight several key advantages of AvePoint archive’s archiving:
- Clear, step-by-step restore process.
- Flexible file selection options.
- Automated archiving schedules.
- Integration with other AvePoint management tools.
- Good customer support for troubleshooting.
This tool’s focus on file-level management, combined with automation, helps companies maintain order in a SharePoint environment without losing valuable data.
How does the file-level archive and restore process work?
AvePoint archive’s file-level archive means admins or users can pinpoint specific files for archiving rather than whole sites or libraries. This is done using customizable rules—like file age, type, or ownership. Once files meet the criteria, they move to a secure archive, freeing up space on active SharePoint servers.
When a file is needed, AvePoint archive offers an intuitive restore interface. Users can search the archive, preview files, and select single or multiple documents for restoration. This selective recovery avoids the need to bring back entire bulky sites, saving time and reducing system load.
Scheduling is another key feature. Admins can automate archiving jobs to run during off-peak hours, ensuring minimal disruption. They can also set recurring schedules so archiving happens regularly without manual intervention.
This granular control combined with automation makes AvePoint especially popular for organizations wanting precise data management and reduced IT overhead.
What are common challenges helps solve?
Many SharePoint users struggle with uncontrolled data growth and cluttered sites. AvePoint archive’s targeted archiving solves this by identifying and moving only unnecessary or inactive files. This prevents SharePoint from slowing down due to excessive storage use.
Restoring data at the file level addresses a major challenge—quick access to specific archived content. Traditional archive methods often require full site restores, which take time and can disrupt users. AvePoint archive’s approach lets users get just what they need, improving productivity.
Automation capabilities using this tool help reduce the number of manual archiving tasks, which are error-prone and can take a long time. This leads to better data hygiene and reduces the risk of accidental data loss or policy violations.
Squirrel for SharePoint: Policy-Based Archiving with Rehydration
What Is Policy-Based Archiving?
With policy-based archiving, you set conditions like “archive all documents older than 2 years” or “archive content from inactive users.” Once policies are in place, Squirrel for SharePoint manages archiving in the background, removing the need for constant manual intervention.
This approach helps ensure consistency and compliance across large, complex SharePoint setups.
Rehydration Explained in Squirrel for SharePoint
One standout feature of Squirrel for SharePoint is “rehydration.” This means archived content isn’t locked away forever. If the user requests a file or document, the tool can quickly restore or “upload” it back to the active SharePoint environment.
| Feature | Description | Benefit |
| Policy-Based Archiving | Automated archiving based on set rules | Saves admin time |
| Rehydration | On-demand restoration of archived content | Easy access to archived files |
| Compliance Management | Enforces company or legal data retention rules | Reduces risk of violations |
| Space Management | Moves inactive content out of primary storage | Improves system performance |
| Reporting & Alerts | Tracks archive activities and policy compliance | Helps auditing and monitoring |
Squirrel for SharePoint’s combination of automation and easy file recovery makes it ideal for businesses needing to balance compliance with accessibility.
How does policy-based archiving improve compliance with Squirrel for SharePoint?
Policy-based archiving helps businesses automatically follow data retention rules without relying on manual processes. By defining clear policies—such as archiving files older than a certain date or content owned by inactive users—Squirrel for SharePoint enforces these rules consistently.
This consistency reduces human error and ensures that data is archived or deleted according to company or legal requirements. It’s especially important for industries with strict regulations like finance, healthcare, or government.
With automatic enforcement, companies can generate reports proving compliance during audits. This reduces risk of penalties or data breaches caused by keeping data too long or failing to archive properly.
Overall, policy-based archiving with Squirrel for SharePoint creates a transparent, repeatable process that simplifies governance and boosts confidence in data management.
What is rehydration in Squirrel for SharePoint and why is it important?
Rehydration refers to restoring archived content back into the live SharePoint environment quickly upon request. Unlike traditional archiving where files are locked away and hard to access, rehydration allows users to retrieve needed data without delay.
This feature is critical because it balances two often conflicting needs: keeping inactive data out of the active system to improve performance, while ensuring users still have on-demand access.
With rehydration, archived documents don’t become “lost.” They can be revived instantly without IT intervention or complex restores. This saves time and supports business continuity.
For companies that archive large volumes of data, rehydration ensures the archive doesn’t become a dead end but remains a valuable resource.
To better understand how archiving and restoring works in practice, we offer a short demo video using Squirrel Archiving in SharePoint Online that you can watch at your own pace. It clearly illustrates the process of moving rarely used data to an archive and quickly restoring it when needed.
SmiKar Software, How to Archive and Restore Files in SharePoint | SharePoint Online Archiving Demo with Squirrel
Pricing, Scalability, and Automation Benefits
Choosing the right SharePoint archiving tools depends on budget, company size, and how much automation you want.
Pricing Overview of SharePoint Archiving Tools
- ShareGate archiving usually comes with an upfront license fee plus optional support plans. It tends to be affordable for small and mid-sized organizations.
- AvePoint archive solutions often involve subscription pricing. Costs vary depending on features and user numbers. Larger enterprises often prefer AvePoint for its extensive capabilities.
- Squirrel for SharePoint pricing is typically custom, based on how many sites and policies you need. It can scale well for bigger setups.
Scalability and Automation Benefits of SharePoint Archiving Tools
Here’s what makes these tools good for growing businesses:
- ShareGate archiving works well with medium-scale environments, offering easy setup but limited automation.
- AvePoint archive supports large deployments with detailed automation for archiving and restoring.
- Squirrel for SharePoint excels in highly automated, policy-driven archiving, making it great for enterprises with strict compliance needs.
What automation features are common in these SharePoint archiving tools?
Automation helps to reduce manual work and errors. Most SharePoint archiving tools offer scheduling options, so archiving is performed at a set time without administrator involvement. For organizations looking to create custom archiving workflows, Power Automate as the SharePoint archiving workflow engine is a powerful solution that seamlessly integrates with SharePoint. It provides customized automation tailored to the specific needs of the business.
ShareGate provides basic automation that lets admins set rules for selecting content to archive, but overall automation is limited compared to others.
AvePoint archive offers more robust scheduling and workflow automation. For example, it can automatically archive files based on policies, send notifications on job status, and integrate with other IT management tools for end-to-end process automation.
Squirrel for SharePoint focuses heavily on automation through policy enforcement. Once rules are configured, archiving happens seamlessly without manual checks. It also monitors compliance and alerts admins if policies aren’t met.
Automation ensures consistent data management, better resource use, and less risk of missed archiving windows.
How to choose the right SharePoint archiving tools based on company size?
Choosing depends on your organization’s size, complexity, and compliance needs.
- Small to medium companies often choose ShareGate because it’s affordable and easy to use without heavy automation requirements.
- Mid to large enterprises may prefer AvePoint archive due to its advanced file-level control and stronger automation capabilities.
- Large organizations with complex compliance demands usually go for Squirrel for SharePoint, leveraging its policy-based automation and rehydration.
Also, consider your IT team’s capacity. Tools with more automation reduce manual work but might require initial setup effort. Budget constraints and future scalability plans matter too.
FAQ
How much do these archive tools actually cost?
You must get a custom quote, as prices are rarely public. ShareGate is often sold as a perpetual license (one-time fee) starting around $4,500-$8,000. AvePoint and Squirrel are typically annual subscriptions based on your number of users or data volume, often costing several thousand dollars per year.
Can I get a free trial for ShareGate or AvePoint?
Yes, all three vendors offer free trials. ShareGate provides a direct download for a 15-day, fully functional trial. For AvePoint and Squirrel, you typically must contact their sales team. They will set up a guided demo and a trial environment tailored to your needs.
What happens to my archived files if I cancel my subscription?
This is a critical risk you must manage. If you stop paying for a subscription service like AvePoint or Squirrel, you will likely lose access to your archived data. You must plan an exit strategy to “rehydrate” or export all archived content before your license expires.
How long does it take to set up one of these tools?
This depends on the tool. ShareGate is the fastest; you can install the client application and start archiving in under an hour. AvePoint and Squirrel are more complex server-side solutions. Expect their initial setup, integration, and policy configuration to take between one and three days.
What do my users see when a file is archived?
They will not see an error. The file will disappear from the original library. Some tools, like Squirrel, can leave a “stub” file or link behind. A user can click this stub to automatically “rehydrate” or restore the file from the archive on demand.
Conclusion
The ShareCoin archiving tools offer different approaches to managing old or inactive content. The right choice depends on your specific needs. Small organizations may prefer the simplicity of archiving ShareGate. Large enterprises in need of detailed automation and compliance may prefer AvePoint archive or Squirrel for SharePoint. Regardless of your choice, using special archiving tools helps you keep SharePoint in order, use it effectively, and be ready to work in the future.
We promised a checklist at the end of this article. It provides information to help ensure your archiving tool runs smoothly, preserves essential data, reduces clutter, and complies with your management policies.
