# SharePoint Discovery & Inventory Worksheet > Catalogue every SharePoint site before you move anything: size, owners, customizations, and a migrate / consolidate / archive / retire decision for each. A fill-in worksheet, plus where to find every number. 1. [Home](https://tenantcraft.ca/) 2. [Insights](https://tenantcraft.ca/insights) 3. SharePoint Discovery & Inventory Worksheet Discover Migration Last reviewed May 16, 2026 · 7 pages in print Before you start ## Catalogue first, decide second Every migration mistake traces back to something nobody knew was there: an abandoned site, a form with no owner, a list too large to move cleanly. Discovery is where you find those things while they are still cheap to fix. Work through the whole environment once, write down what you find, and only then decide what moves. The worksheet has three parts | Part | What it captures | | --- | --- | | A · Site collection record | One record per site collection, its size, owners, customizations, and migration decision. Copy the page once per site. | | B · Environment summary | Filled in once: the farm-wide facts that do not belong to any single site. | | C · Exceptions & blockers log | A running list of the specific objects that need individual attention before they can move. | How to use it 1. 1Gather the datapage 3 shows where each field comes from 2. 2Fill a record per sitework Part A site by site, then Part B once 3. 3Log the blockersanything that cannot move as-is goes in Part C Section one ## Gather the data Most of the worksheet is counts and dates. Here is where each one comes from, and which fields are genuinely hard to get without help. | What you need | Where to get it | | --- | --- | | Site collections, URL, storage, subsites | PowerShell: _Get-SPSite_ and _Get-SPWeb_ with _\-Limit ALL_. Or read it from Central Administration. | | Content databases and sizes | Central Administration → Manage content databases, or _Get-SPContentDatabase_. | | Lists or libraries over 5,000 items | A short PowerShell loop over each list’s item count. | | Customizations, workflows, large-list and permission blockers | An SPMT scan. Its assessment report flags every one. (SMAT, the old tool, no longer works.) | | Admin-deployed InfoPath templates | Central Administration → Manage form templates. | | InfoPath forms on lists, true activity dates, permission sprawl | The hard ones. Deeper scripting, or a tool such as ShareGate. Expect to dig. | Work in this order, and avoid these - **Central Admin first**, then a PowerShell farm inventory, then an SPMT scan for the blockers, then targeted deep-dives. - Use **\-Limit ALL** on Get-SPSite and Get-SPWeb. Without it you only see the first 20 sites. - Count **subsites**, not just site collections. A small-looking site can hide a dozen. - **Date your snapshot.** A live farm changes daily; re-check the numbers close to cutover. Part A ## Site collection record 21 fields Complete one record per site collection. Copy or reprint this page as many times as you have sites. A1 · Identity Site collection URL Title / friendly name Root template (Team / Publishing / Records Centre / other) SharePoint version (2016 / 2019) A2 · Ownership Business owner (name, department) IT / technical contact Site collection administrator account(s) A3 · Size & scale Storage used (GB) / quota Subsite count List & library count Lists or libraries over 5,000 items (count) A4 · Activity Last content change date Stale? no change in 12+ months (Y / N) A5 · Complexity flags Customizations (.wsp, master pages, web parts, SharePoint Designer, note which) InfoPath forms (count) and 2010 / 2013 workflows (count) Permissions risk (broken inheritance or unique-permission lists, Y / N) A6 · Disposition Decision (migrate / consolidate / archive / retire) Wave / priority Target URL (or site to consolidate into) Remediation needed before move? (Y / N, log in Part C) Notes Part B ## Environment summary Fill once The farm-wide facts that do not belong to any single site. Fill this in once for the whole environment. The whole environment SharePoint farm version(s) and number of web applications Content databases, count and combined size Managed metadata / term store in use (Y / N, and size) Workflow / forms platforms (Nintex, K2, other; Y / N, which) Third-party add-ins and integrations (list them) Identity: is Entra Connect syncing on-prem AD to the cloud? (Y / N) Target Microsoft 365 tenant URL Discovery snapshot date The four dispositions in Part A - **Migrate**: the site moves as-is to SharePoint Online. - **Consolidate**: its content folds into another site; record that target. - **Archive**: kept read-only for reference or records; not actively migrated. - **Retire**: nothing moves; delete it after any required hold period. Sort the finished Part A records by decision and wave and you have a migration plan: a schedule, a consolidation map, and a deletion list. Part C ## Exceptions & blockers log One line for every object that cannot simply move as-is. This is where migration risk actually lives, and the list a consultant will want first. | Object / location | Issue | Detail | Action needed | Status | | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | **Issue types to log:** a list over 5,000 items · a surviving InfoPath form · a 2010 or 2013 workflow (both already retired in SharePoint Online) · a custom solution (.wsp) · a list with thousands of unique permissions · an unsupported web part or page. Each one is a decision or a rebuild, not a thing the migration tool will handle on its own. If the inventory turns up trouble ## A finished worksheet is the start of a migration plan. Discovery is where a migration gets its first honest look at itself: the abandoned sites, the forms nobody owns, the permissions nobody can explain. If your filled worksheet has more in Part C than you expected, that is exactly the conversation TenantCraft's Migration Readiness Assessment is built for. Fixed fee $4,900, five days, and it turns this worksheet into a scoped plan. A discovery call is free, 25 minutes, and ends with a written scope, not a sales pitch. Web tenantcraft.ca Email hello@tenantcraft.ca Discovery call Free · 25 minutes Worksheet last reviewed May 16, 2026. SharePoint Server 2016 and 2019 reach end of support on July 14, 2026. A full inventory is the first step of any migration, and the one most often rushed. In this guide 1. 01 [Gather the data](#gather-the-data) 2. 02 [Site collection record](#site-collection-record) 3. 03 [Environment summary](#environment-summary) 4. 04 [Exceptions & blockers log](#exceptions-blockers-log) Printable copy The whole guide is on this page already. If you'd rather work from paper, or hand it to someone who will, the PDF is the same document laid out for printing. Email me the PDF One email with the link. No drip sequence, no upsell. Unsubscribe any time. Thanks, the PDF is on its way to your inbox. Sneak peek, read it now [Download the PDF](https://tenantcraft.ca/downloads/sharepoint-discovery-inventory.pdf) Something went wrong. Email [hello@tenantcraft.ca](mailto:hello@tenantcraft.ca) and I'll send it manually. The background reading - [Ontario's new municipal privacy duties, mapped to Microsoft 365 settings](https://tenantcraft.ca/insights/mfippa-privacy-duties-microsoft-365-settings) Bill 97 gives municipal institutions written PIAs, a duty to keep safeguards, and mandatory breach reporting to the IPC. The date is January 1, 2027, not July 2026. Here is which duty lands in your tenant, and what you have to change. - [Building a SharePoint migration plan: triage first, dates later](https://tenantcraft.ca/insights/sharepoint-migration-plan) Migration plans slip because they are a date with a content list attached. The plan that holds is a triage, where two of the four buckets never move at all. Here is how to inventory it, size the waves from Microsoft's published ceilings, and sequence the work. - [SPMT limits: file size, item count, and what actually fails](https://tenantcraft.ca/insights/sharepoint-migration-tool-spmt-limits) Most lists of SharePoint Migration Tool limits online are unsourced, undated, and written by companies selling you something else. Here are the real numbers with the Microsoft page and date behind each one, plus the error message that tells you the wrong thing about where your problem is. - [SharePoint Server vs SharePoint Online: should you just move to the cloud?](https://tenantcraft.ca/insights/sharepoint-on-premises-vs-sharepoint-online) A plain read on what a small business really loses and gains by moving off SharePoint Server, and why the custom work you built, not the number of staff you have, decides how big the job is. - [SharePoint, OneDrive, or Teams: where should your files actually live?](https://tenantcraft.ca/insights/sharepoint-onedrive-teams-where-files-live) Microsoft 365 gives you three places to put a file, and nobody explains the difference. Here's what each one is really for, and one rule that ends the guessing. - [SPMT migration errors: the codes you will actually hit and how to fix them](https://tenantcraft.ca/insights/spmt-migration-errors) Microsoft splits the SharePoint Migration Tool error codes across five pages, and none of them tell you which failures stop the job and which ones quietly skip a file and carry on. This is the lookup table, the five failures behind most of the codes, and the one category SPMT does not give you a code for at all. Next in the sequence - [SharePoint Migration Cost & Scoping Guide](https://tenantcraft.ca/resources/guides/migration-cost-scoping-guide) Discover · Migration - [We Missed the SharePoint 2026 Deadline, Now What](https://tenantcraft.ca/resources/guides/missed-deadline-recovery-guide) Discover · Migration - [Copilot Readiness Governance Checklist](https://tenantcraft.ca/resources/guides/copilot-readiness-governance) Govern · Copilot TWENTY MINUTES, NO PITCH ## Tell me what is stuck. I will tell you what it takes. Same consultant from the first email to the last cutover. If I am not the right fit, I will refer you to someone who is. [Book a 20-min call](https://tenantcraft.ca/contact) [See published rates](https://tenantcraft.ca/pricing) --- _Canonical HTML: https://tenantcraft.ca/resources/guides/sharepoint-discovery-inventory · Agent guide: https://tenantcraft.ca/llms.txt · Site map: https://tenantcraft.ca/sitemap-index.xml_