SharePoint 2010 List Archiving/ Retention

Hi Readers,

Recently during automation of one of the scenario, we required that items in SharePoint list are deleted after 90 days but the list should be archived as CSV to file share before removal.

First part we can do via IRM but to accomplish both scenarios we have to do custom scripting, so again PowerShell will come to our rescue… 🙂

I will share IRM first although we will not use this but its good to know:

Open List settings

Click Information management policy settings

Click on Item & Enable Retention

Click Add a retention stage click ok
Click OK to get out of list settings.

Now you have set the List for removing items that are 3 months old.

Let me Now share the Power-shell code sample that will extract the list in CSV & than delete the items from it. You have to customize the code according to list columns.

Link to download :

https://gallery.technet.microsoft.com/office/SharePoint-2010-List-f7a14906

PowerShell Code:

########################################################################################### 
##           Script to Archive List in CSV and rmove items from sharepoint      
##           Author: Vikas SUkhija                                                              
##           Reviewer:                                                                 
##           Review Date: 02-14-2015   
##           Modified: 04-14-2015 
##            
########################################################################################### 
#############################Log Files##################################################### 
 
$days = (get-date).adddays(-90) #define list retention 
 
$date = get-date -format d 
$date = $date.ToString().Replace(“/”, “-”) 
$time = get-date -format t 
$month = get-date  
$month1 = $month.month 
$year1 = $month.year 
$time = $time.ToString().Replace(":", "-") 
$time = $time.ToString().Replace(" ", "") 
 
$log1 = ".\Logs" + "\" + "Splistarchive_" + $date + $time + "_.log" 
 
$output1 = ".\Archivecsv" + "\" + "Sp_List_" + $date + "_" + $time + "_.csv" 
 
$logs = ".\Logs" + "\" + "Powershellsplarchive" + $date + "_" + $time + "_.txt" 
 
################################Add Sharepoint Shell##################################### 
 
#Start-Transcript -Path $logs  
 
If ((Get-PSSnapin | where {$_.Name -match "SharePoint.PowerShell"}) -eq $null) 
{ 
    Add-PSSnapin Microsoft.SharePoint.PowerShell 
} 
 
 
######################################get List items to be delted######################## 
 
$web = Get-SPWeb "http://myspteamuat.labtest.com/sites/Support" 
$list = $web.lists["AD Group Modification"] 
$collection = @() 
 
$items = $list.items 
$itemscount = $items.count 
$itemscount 
$date = get-date 
Add-Content $log1 "$date Reading items in the List" 
$date = get-date 
Add-Content $log1 "$date $itemscount items in the List" 
 
$items = $items | where{($_['Status'] -like "*Processed*") -or ($_['AdGpModWF'] -eq "17") -and ($_['Created'] -le $days)} 
 
if($items -eq $null) 
{ 
Write-host "nothing to process, script will exit" 
$date = get-date 
Add-Content $log1 "$date nothing to process, script will exit" 
$date = get-date 
Add-Content $log1 "$date Finished processing the requests" 
exit 
 
} else { 
 
$date = get-date 
Add-Content $log1 "$date Collecting the columns from the list item " 
 
#########################Get items so that these can be exported first################## 
$items | foreach-object { 
    $ID = $_['ID'] 
    $Ticket = $_['Ticket No.'] 
        $GrpName = $_['Group Name'] 
    $GpSamName = $_['GpSamName'] 
    $manager = $_['Manager'] 
    $Action = $_['Action'] 
    $userName = $_['User Name'] 
    $ApprovingManager = $_['Approving Manager'] 
    $UserSamName = $_['UserSamName'] 
    $ManSamName = $_['ManSamName'] 
    $AdGpModWF = $_['AdGpModWF'] 
    $status = $_['Status'] 
        $Created = $_['Created'] 
    $createdby = $_['Created By'] 
    $Modified = $_['Modified'] 
    $Modifiedby = $_['Modified By'] 
        $submitter= $_['Cresamname'] 
 
$coll = ""| select ID,Ticket,GrpName,GpSamName,manager,Action,userName,ApprovingManager,UserSamName,ManSamName,AdGpModWF,status, 
Created,createdby,Modified,Modifiedby,submitter 
 
$coll.ID = $ID 
$coll.Ticket = $Ticket 
$coll.GrpName = $GrpName 
$coll.GpSamName = $GpSamName 
$coll.manager = $manager 
$coll.Action = $Action 
$coll.userName = $userName 
$coll.ApprovingManager = $ApprovingManager 
$coll.UserSamName = $UserSamName 
$coll.ManSamName = $ManSamName 
$coll.AdGpModWF = $AdGpModWF 
$coll.status = $status 
$coll.Created = $Created 
$coll.createdby = $createdby 
$coll.Modified = $Modified 
$coll.Modifiedby = $Modifiedby 
$coll.submitter = $submitter 
$collection += $coll 
 
$date = get-date 
Add-Content $log1 "$date Delete List item with ID $ID" 
$_.Delete() 
 
} 
 
} 
###############################################Export CSV################################# 
 
$collection | export-csv $output1 -notypeinformation 
 
#stop-transcript  
 
 
#########################################Script finished#################################