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  • 1.  SharePoint for permanent records – IA-aligned or standalone archive?

    Posted 03-06-2026 09:46

    Hi all,

    I'm hoping to get some advice and examples from anyone managing permanent digital records in Microsoft 365, particularly in an education (or similarly regulated) environment.

    We're currently planning a digitisation project to scan our school enrolment registers. These are long-term/permanent records that are accessed from time to time to support records searches.

    As we work through the design, we've got a few questions and would really appreciate hearing how others have approached this in practice:

    • Are organisations comfortable storing permanent/archival records in SharePoint Online using retention labels (e.g. "retain permanently" or declaring records), rather than maintaining a separate archival system?
    • Are these records managed within your core Information Architecture (aligned to your file plan/taxonomy)?
    • Or have you set up a separate archive or records site (e.g. a dedicated hub or "records centre"-style site) to keep permanent or inactive records separate from day-to-day content?
    • Have you encountered any challenges with long-term digital preservation in M365, such as format stability, migration over time, or storage strategies?

    I'm particularly interested in what's working in reality, not just what's technically possible.

    Any lessons learned, useful design patterns, or "what you'd do differently next time" insights would be very welcome.

    I'd also be keen to understand whether people are relying solely on Purview and SharePoint, or if you've introduced an additional archive or preservation layer for permanent records.

    Thanks in advance!

    Michelle



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    Michelle Hodges (Hack)
    Tasmanian Catholic Education Office
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  • 2.  RE: SharePoint for permanent records – IA-aligned or standalone archive?

    Posted 04-06-2026 07:05

    Hi Michelle,

    We've seen a few different approaches to this.

    SharePoint Online and Purview retention labels can support permanent retention, and plenty of organisations are comfortable using them for that. The bigger question is usually whether that is enough for long-term preservation, access and future migration of records that may need to be kept for decades.

    One approach that works well is to keep the records aligned to the core Information Architecture, but move inactive or permanent records into a separate archive layer so they are not sitting in day-to-day operational areas.

    Some organisations stay fully within the Microsoft environment, while others bring in platforms like Preservica or Archive360 for added digital preservation and archival capability.

    For enrolment registers, I'd be thinking just as much about metadata, searchability and how those records will still be managed and found 30+ years from now as the actual storage location.

    Interested to hear what others are doing in practice.

    Kind regards,

    Sudi Mishra
    Monarch360

    sudi.mishra@monarch360.com.au



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    Sudi Mishra
    Monarch360 Pty Ltd
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  • 3.  RE: SharePoint for permanent records – IA-aligned or standalone archive?

    Posted 05-06-2026 07:43

    Hi Sudi,

    Thanks - really helpful to hear your perspective. Good to know SharePoint can support permanent retention, and I take your point about future access and migration. The idea of moving inactive records into an archive layer definitely resonates.

    We're still working through our SharePoint IA and what the right setup looks like overall.

    An archive layer is something we're keen to explore, along with options like Preservica and Archive360 when the time's right.

    Thanks again 

    Michelle



    ------------------------------
    Michelle Hodges
    Information Management Advisor; ICT
    Tasmanian Catholic Education Office
    Hobart, Tasmania
    M: 0488 115 333
    ------------------------------

    Original Message


  • 4.  RE: SharePoint for permanent records – IA-aligned or standalone archive?

    Posted 04-06-2026 13:57

    Hi Michelle

    Have a look at a product called Preservica 365.  It's very good for permanent value/archive significant management.

    I always think that permanent value archive records, especially in an organisation like yours, could be kept within an Archive Hub Site, where the whole site has a permanent preservation classification.  Registers would be good if their metadata was set up within a List structure.

    Hope these thoughts help, and that you and the team at Tas Cath Ed are doing okay!  Rumour has it that I could be heading to Hobart on a client project at some point this year, and if that is indeed the case, we'll grab a coffee!

    Warm wishes

    Bethany :)



    ------------------------------
    Dr Bethany Sinclair-Giardini, FRIM, CXRIM
    RIMPA Ambassador, VIC-based

    bethany.sinclair-giardini@rimpa.com.au
    0402 162787

    All views and replies are my own, and do not reflect any other person or organisation. Thank you!
    ------------------------------



  • 5.  RE: SharePoint for permanent records – IA-aligned or standalone archive?

    Posted 05-06-2026 07:42

    Hi Bethany - so nice to hear from you!

    Ahh this is so helpful - thank you! I've been thinking along the same lines with the Archive Hub, so it's honestly just really nice to hear that from someone else. Feels a bit like making it up as you go when it's the first time, so that reassurance goes a long way.

    Also will check out Preservica 365 - adding that to the list as we keep figuring things out.

    And absolutely yes to coffee!! Please, please, please come to Hobart If you make it down I'm 100% in - can't wait to catch up.


    Something to keep in mind, if Dark Mofo is your thing (https://darkmofo.net.au/program) - it runs from Thursday, June 11 to Monday, June 22.

    Thanks again, Michelle



    ------------------------------
    Michelle Hodges
    Information Management Advisor; ICT
    Tasmanian Catholic Education Office
    Hobart, Tasmania
    M: 0488 115 333
    ------------------------------

    Original Message


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