Automating SharePoint Online Document Archival using PnP PowerShell

Document archival is essential for managing large volumes of SharePoint Online content. Automating this process using PnP PowerShell helps in:
✔ Moving old files to an archive library or site
✔ Reducing active library clutter
✔ Enforcing retention policies
✔ Enhancing SharePoint performance

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Step 1: Install and Connect to SharePoint Online

Ensure PnP PowerShell is installed:

Install-Module -Name PnP.PowerShell -Force -AllowClobber

Update the module if needed:

Update-Module -Name PnP.PowerShell

Now, connect to SharePoint Online:

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/YourSite" -Interactive

✔ Uses interactive login for authentication.

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Step 2: Identify Old Documents for Archival

Find documents older than 1 year (365 days):

$library = "Documents"
$thresholdDate = (Get-Date).AddDays(-365)

$oldFiles = Get-PnPListItem -List $library | Where-Object {
    $_.FieldValues["Created"] -lt $thresholdDate
}

Write-Host "Found $($oldFiles.Count) files for archival."

✔ Retrieves documents older than 365 days.

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Step 3: Move Old Documents to an Archive Library

Create an Archive Library if not already present:

New-PnPList -Title "ArchivedDocuments" -Template DocumentLibrary

Now, move files:

foreach ($file in $oldFiles) {
    $fileUrl = $file.FieldValues["FileRef"]
    $fileName = $file.FieldValues["FileLeafRef"]
    
    Move-PnPFile -ServerRelativeUrl $fileUrl -TargetUrl "/sites/YourSite/ArchivedDocuments/$fileName" -Force
    
    Write-Host "Moved: $fileName to Archive"
}

✔ Moves old documents from ‘Documents’ to ‘ArchivedDocuments’.

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Step 4: Automate Archival with Task Scheduler

1. Save the script as ArchiveDocuments.ps1.
2. Open Task Scheduler → Create Basic Task.
3. Set Trigger → Monthly.
4. Set Action → Start a Program.
5. Use this PowerShell command:-ExecutionPolicy Bypass -File "C:\Scripts\ArchiveDocuments.ps1"

✔ Ensures automatic document archival every month.

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Step 5: Verify Archived Documents

Run the following to check archived files:

Get-PnPListItem -List "ArchivedDocuments" | Select-Object FieldValues

✔ Confirms documents were successfully archived.