Forum Discussion
Best Practice for archiving OneNote notebooks in SharePoint Online
How are you archiving ON notebooks? Currently we have 750+ notebooks dating back to 2012 in a single SP online library. We would like a quick and efficient method to move individual notebooks or batches to an archive site. Has anyone else tackled this issue?
Missed this announcement last week: Take your OneNote Class Notebooks wherever you go with the new “Save a copy” feature. Guess I'll need to be patient until it goes through testing in Education and then wide release for all O365. Thanks everyone for your suggestions and insight.
First of all the important question is: Why do you want to archive these onenote books?
Are they making your libraries to large, is it difficult to oversee the high volume of files? Or are you thinking 'on-premises reducing disk space'. Or backups are taking too long?
Should these onenotes still be accessible? If the answer is yes, why not just leave them where they are?
Potentially you could of course move the older onenotes into a separate library so that it is easier to find the active ones back. But a view sorted by modification date might be just as easy.
Pieter Veenstra these are excellent questions. Yes, the volume is to large and we are way over the limit of 5,000 viewable items (because of the way each notebook creates mutliple file folders). Part of the reason is we must keep our records for 10 years and need them moved from a visible library to a restricted space. There is no plan to back up to "on-premises" as we are 100% cloud and they would need to be available to those that need access.
So, my real dilemma is it has been labor intensive to manually move one notebook at a time to another library or in our case an "archive" subsite. I am hoping there is a better solution as we have lost content in most moves attempted.
You could use PowerShell to move files. Have a look at the PnP PowerShell commands.
https://github.com/OfficeDev/PnP-PowerShell/blob/master/Documentation/readme.md
Get-SPOFile and Add-SPOFile and Remove-SPOFile should give you the solution.
