Moving list items (not documents)

I created a SharePoint custom list to be our document registry showing all
pertinent document and processing information including a pdf copy of the
document as an attachment to the list item. The attachment was necessary
since our list is over 2000 documents long. This works great.

However, we now have retired some projects and need to move these list items
from our current registry (list) to our archived registry (list). Moving with
either Cut&paste or Copy&paste will not include the attachment. Exporting to
a spreadsheet doesn't include the attachment either.

Anyway to move list items from one list to another including the attachment
(short of saving the 2000+ list as a template w/content, creating a new list
based on the template then deleting all the current items off the new list
leaving the retired and obsoleted content? Then I still have a problem
integrating the new retired list with the old retired list.

Thanks Jack

Engelbert
Tue Apr 11 10:31:58 CDT 2006

Suggestion (and what we've done from scratch)

Add a field to the list called Archive (Yes/No type)

Create a new view "Archived".

Amend the original views so that they are only for Archive=No

Then in Datasheet View (fastest) go in and switch each record you want to
archive to Archive=Yes and all the rest to Archive=No.

All records with attachments are thus still in the library but no longer
visible in the views.

Will that help ?

Engelbert

"Jack_Feeman" <JackFeeman@discussions.microsoft.com> wrote in message
news:3FFDCCAD-225A-40C4-92CB-B66D19DFFF33@microsoft.com...
>I created a SharePoint custom list to be our document registry showing all
> pertinent document and processing information including a pdf copy of the
> document as an attachment to the list item. The attachment was necessary
> since our list is over 2000 documents long. This works great.
>
> However, we now have retired some projects and need to move these list
> items
> from our current registry (list) to our archived registry (list). Moving
> with
> either Cut&paste or Copy&paste will not include the attachment. Exporting
> to
> a spreadsheet doesn't include the attachment either.
>
> Anyway to move list items from one list to another including the
> attachment
> (short of saving the 2000+ list as a template w/content, creating a new
> list
> based on the template then deleting all the current items off the new list
> leaving the retired and obsoleted content? Then I still have a problem
> integrating the new retired list with the old retired list.
>
> Thanks Jack

JackFeeman
Tue Apr 11 11:09:02 CDT 2006

Thanks for the quick reply, Engelbert.

We archive to CD-ROM to keep the SharePoint Server for current projects and
collaboration. The list with is actually an index to the archives (CR-ROM)
library with a pdf copy attached for viewing or verifying the document is
what you want before pulling the CD-ROM.

I actually had done something similar to what you suggested when we decided
not to give users the delete permission since we could not conduct item-level
backup and couldnot replace deleted documents without restoring the whole
site. We made delete a yes/no check box in the metadata and created a
deletion view and removed all documents thus tagged for deletion for all
other views. The librarian would then scan the deletion view daily and moved
those tagged to another site for 30 days before actually deleting them.

Thanks for reminding me that is a very good option.

Jack

"Engelbert" wrote:

> Suggestion (and what we've done from scratch)
>
> Add a field to the list called Archive (Yes/No type)
>
> Create a new view "Archived".
>
> Amend the original views so that they are only for Archive=No
>
> Then in Datasheet View (fastest) go in and switch each record you want to
> archive to Archive=Yes and all the rest to Archive=No.
>
> All records with attachments are thus still in the library but no longer
> visible in the views.
>
> Will that help ?
>
> Engelbert
>
> "Jack_Feeman" <JackFeeman@discussions.microsoft.com> wrote in message
> news:3FFDCCAD-225A-40C4-92CB-B66D19DFFF33@microsoft.com...
> >I created a SharePoint custom list to be our document registry showing all
> > pertinent document and processing information including a pdf copy of the
> > document as an attachment to the list item. The attachment was necessary
> > since our list is over 2000 documents long. This works great.
> >
> > However, we now have retired some projects and need to move these list
> > items
> > from our current registry (list) to our archived registry (list). Moving
> > with
> > either Cut&paste or Copy&paste will not include the attachment. Exporting
> > to
> > a spreadsheet doesn't include the attachment either.
> >
> > Anyway to move list items from one list to another including the
> > attachment
> > (short of saving the 2000+ list as a template w/content, creating a new
> > list
> > based on the template then deleting all the current items off the new list
> > leaving the retired and obsoleted content? Then I still have a problem
> > integrating the new retired list with the old retired list.
> >
> > Thanks Jack
>
>
>