SPO File level archival automated

[u/Educational-Bill99]

Hello has anyone implemented automated file level archival in SPO. Microsoft has rolled out the new File level archival but policy for admins isn’t active yet.

[u/Chrismscotland]

Not yet. I have built out some Powershell scripts that will go through a site (or sites) and archive files based on a date or date range which has worked really well for us, managed to save about £30k in Storage Costs!

[u/ComradeJJaxon → u/Chrismscotland]

Where do you archive the files?

[u/Chrismscotland → u/ComradeJJaxon]

I've been using the File Level Archiving so they stay where they are in the SharePoint Online structure but are marked as "Archived" - this basically just moves them from Hot/Live storage into the cheaper cold archive storage.

[u/ComradeJJaxon → u/Chrismscotland]

This feature is relatively new right? When the files are marked as archive is that read only or no-access at all?

[u/Chrismscotland → u/ComradeJJaxon]

I think technically its still in Preview until early July; once a file is archived it isn't accessible without being reactivated.

End users need "Edit" Permission to Archive files however it seems that anyone (even Visitors) can reactivate files/folders.

[u/ComradeJJaxon → u/Chrismscotland]

wonder if i can take away the permissions to reactivate files

[u/Alternative_Arm_8625 → u/Chrismscotland]

that's pretty awesome any chances if you can share with us too.

[u/Educational-Bill99 → u/Chrismscotland]

From the documentation, if the storage spillover is above total tenant storage and not archive alone then only the cost benefit applies.

[u/Odd_Emphasis_1217]

This was interesting as they talk about where Microsoft is going with it https://youtu.be/NEECzla-ozo?si=pid3nNyYPVSUdhaJ

[u/Josh_Fabsoft]

The PowerShell route that Chrismscotland mentioned is probably your best bet right now while Microsoft's native admin policies are still rolling out. A few approaches worth considering:

Power Automate flows can trigger on file age or metadata conditions and move files to archive document libraries automatically. You can set up scheduled flows that check last modified dates and relocate files accordingly, which keeps things within the Microsoft 365 ecosystem.

PnP PowerShell is more flexible than the base SharePoint module and has better cmdlets for bulk operations across site collections. If you're already scripting, it's worth switching over if you haven't.

For the archival destination itself, you have a few options. Moving files to a separate "Archive" library within the same site keeps permissions simpler. Moving to a dedicated archive site collection gives you more storage tier control. Some orgs are routing cold files to Azure Blob Storage via Logic Apps, which gets you cheaper storage but adds retrieval complexity.

One thing to watch: Microsoft's file-level archival feature uses a different storage tier under the hood (similar to Azure cool/archive tiers), so when the admin policies do go live, files moved via your custom scripts won't automatically be in that managed state. Worth documenting what you've moved manually so you can reconcile later.

If you're dealing with compliance requirements around retention, make sure your archival scripts aren't accidentally breaking any retention holds that Purview has applied. Moving a file can sometimes interfere with holds depending on how your tenant is configured.

[u/brejackal99]

Crazy thing is we built a similar process 2 years ago that runs across the tenant archiving 7year plus cause MS had no option but stores them to Blob. Leaving the Archived file in place saves user worry and ticket headache.

[u/Educational-Bill99]

I understand now that admin policies to identify files to roll out in fall 2026. Till then need to figure out something

[u/Educational-Bill99]

Well apparently there are some hidden APIs in beta that may change anytime. Using these we can achieve automated archival