{"id":22981,"date":"2026-08-25T17:12:06","date_gmt":"2026-08-25T15:12:06","guid":{"rendered":"https:\/\/inkubitstaging.wpenginepowered.com\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/"},"modified":"2026-08-25T17:12:06","modified_gmt":"2026-08-25T15:12:06","slug":"audit-proof-archiving-with-microsoft-sharepoint","status":"publish","type":"post","link":"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/","title":{"rendered":"Audit-proof Microsoft SharePoint archiving"},"content":{"rendered":"<div class=\"tcb-clear\" data-css=\"tve-u-173ffc31445\">\n<div class=\"thrv_wrapper tve-toc tve-elem-scroll show-icon tve-toc-expandable tcb-local-vars-root\" data-columns=\"1\" data-ct=\"toc-60677\" data-transition=\"slide\" data-headers=\"h2,h3,h4\" data-numbering=\"advanced\" data-highlight=\"progressive\" data-ct-name=\"Table of Contents 09\" data-heading-style=\"{\"0\":\"tve-u-173fc021803\",\"1\":\"tve-u-173fc2064c4\"}\" data-css=\"tve-u-173ffc3143d\" data-state-default=\"expanded\" data-bullet-style=\"{\"0\":\"tve-u-17399af7dfd\",\"1\":\"tve-u-17399b007a8\",\"2\":\"tve-u-17399b014de\"}\" data-number-style=\"{\"0\":\"tve-u-173dc7f70f0\",\"1\":\"tve-u-173dc7f85d7\",\"2\":\"tve-u-173dc7f91de\"}\" data-state-default-d=\"expanded\" data-animation=\"fade\" data-animation-speed=\"fast\" data-columns-d=\"1\" data-element-name=\"Table of Contents\">\n<div class=\"thrv_wrapper tve-toc-title reverse show-icon tcb-icon-display tve-no-dropzone tve-prevent-content-edit\" data-css=\"tve-u-173ffc3143f\">\n<div class=\"tve-cb\">\n<div class=\"thrv_wrapper thrv_text_element tve_no_icons\" data-css=\"tve-u-173ffc31443\">\n<div class=\"tcb-plain-text\">All companies are obliged to archive certain documents in an audit-proof manner for a legally prescribed period of time. Fortunately, it is no longer necessary to keep a huge paper archive in the basement of a company. Digitization is also finding its way into archiving that is subject to auditing. With SharePoint Online as part of <a href=\"https:\/\/www.inkubit.com\/en\/solutions\/microsoft-365\/\">Microsoft 365<\/a> , it is possible to comply with retention obligations under commercial and tax law.   <\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<div class=\"thrv_wrapper tve_wp_shortcode\">\n<div class=\"tve_shortcode_rendered\">\n<p>In general, the following applies to audit-proof SharePoint archiving:<\/p>\n<ul>\n<li>Documents must be stored in their entirety, unaltered and loss-free.<\/li>\n<li>The data must be findable and reproducible at all times.<\/li>\n<li>Access to the data must be traceable in order to prevent manipulation.\n<ul>\n<li style=\"list-style-type: none;\">\n<\/ul>\n<\/li>\n<\/ul>\n<p>But how exactly is archiving implemented in SharePoint? Read below about the different possibilities that SharePoint offers you. <\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<div class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/div>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/#Record_Center_SharePoint_Archiving\" >Record Center \/ SharePoint Archiving<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/#In_Place_Records_in_SharePoint_Online\" >In Place Records in SharePoint Online<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/#Combination_of_the_two_variants\" >Combination of the two variants<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2 id=\"t-1597723738782\"><span class=\"ez-toc-section\" id=\"Record_Center_SharePoint_Archiving\"><\/span><a id=\"1\"><\/a>Record Center \/ SharePoint Archiving<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The Records Center is a separate SharePoint page that is separate from the rest of SharePoint and is the central location for all inactive documents. Documents that are no longer relevant to the company&#8217;s workflows end up there. After moving the documents, they are not available at any other document location in SharePoint and can only be accessed with the appropriate permissions. In this area, the criteria for monitoring and the expiry periods can also be defined. A document ID can be used to find information even after it has been copied to the repository because it is assigned and retained once.    <\/p>\n<p>Different policies can apply to different types of records. To simplify management, record libraries can be created for which uniform policies apply. Alternatively, content types can be created that are used to provide records with unique properties.  <\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-14084 size-large\" src=\"https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-1024x683.jpg\" alt=\"Professional recruitment concept. Black female HR manager using laptop, holding candidate's CV resume, office interior\" width=\"1024\" height=\"683\" srcset=\"https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-1024x683.jpg 1024w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-300x200.jpg 300w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-600x400.jpg 600w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-90x60.jpg 90w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-272x181.jpg 272w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-105x70.jpg 105w, https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/professional-recruitment-concept-black-female-hr-2023-11-27-05-27-46-utc-scaled.jpg 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h2 id=\"t-1597723738783\"><span class=\"ez-toc-section\" id=\"In_Place_Records_in_SharePoint_Online\"><\/span>In Place Records in SharePoint Online<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>With this method, the data remains in the location where it was originally placed and is not moved. This variant enables direct record management and individual coordination of the individual documents. Of course, it also means more effort, because the data is no longer simply moved to an archive. The advantage is that the documents remain accessible to employees (depending on the authorizations, of course). On the other hand, it makes the revision more difficult because a central archive is no longer available.    <\/p>\n<h2 id=\"t-1597723738784\"><span class=\"ez-toc-section\" id=\"Combination_of_the_two_variants\"><\/span><a id=\"3\"><\/a>Combination of the two variants<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here, the documents are first kept in the place where they were originally filed, with the possibility of individual coordination. After a predefined period of time, however, the documents are moved to the archive and provided with a document ID. In the archive, the specified settings and permissions apply.  <\/p>\n<h2 id=\"t-1597723738785\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><a id=\"4\"><\/a>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Which method is ultimately the best depends on the individual requirements of a company. The answer therefore varies depending on the organization. <\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>All companies are obliged to archive certain documents in an audit-proof manner for a legally prescribed period of time. Fortunately, it is no longer necessary to keep a huge paper archive in the basement of a company. Digitization is also finding its way into archiving that is subject to auditing. With SharePoint Online as part&#8230;<\/p>\n","protected":false},"author":6,"featured_media":21101,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[211,292],"tags":[],"class_list":["post-22981","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-microsoft-365"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.2 (Yoast SEO v28.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Audit-proof Microsoft SharePoint archiving - INKUBIT<\/title>\n<meta name=\"description\" content=\"With SharePoint Archiving, it is possible to comply with retention obligations under commercial and tax law.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/\" \/>\n<meta property=\"og:locale\" content=\"de_DE\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Audit-proof Microsoft SharePoint archiving\" \/>\n<meta property=\"og:description\" content=\"With SharePoint Archiving, it is possible to comply with retention obligations under commercial and tax law.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.inkubit.com\/en\/blog\/2026\/08\/25\/audit-proof-archiving-with-microsoft-sharepoint\/\" \/>\n<meta property=\"og:site_name\" content=\"INKUBIT\" \/>\n<meta property=\"article:published_time\" content=\"2026-08-25T15:12:06+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.inkubit.com\/wp-content\/uploads\/2023\/12\/close-up-stack-paper-file-in-the-files-folder-of-2023-11-27-05-13-47-utc-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1920\" \/>\n\t<meta property=\"og:image:height\" content=\"1280\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Lara S\u00f6hlke\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Lara S\u00f6hlke\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/\"},\"author\":{\"name\":\"Lara S\u00f6hlke\",\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/#\\\/schema\\\/person\\\/5eaffbaed42a52c45e0535c74040e6d7\"},\"headline\":\"Audit-proof Microsoft SharePoint archiving\",\"datePublished\":\"2026-08-25T15:12:06+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/\"},\"wordCount\":443,\"image\":{\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.inkubit.com\\\/wp-content\\\/uploads\\\/2023\\\/12\\\/close-up-stack-paper-file-in-the-files-folder-of-2023-11-27-05-13-47-utc-scaled.jpg\",\"articleSection\":[\"Blog\",\"Microsoft 365\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/\",\"url\":\"https:\\\/\\\/www.inkubit.com\\\/en\\\/blog\\\/2026\\\/08\\\/25\\\/audit-proof-archiving-with-microsoft-sharepoint\\\/\",\"name\":\"Audit-proof Microsoft SharePoint archiving - 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