SharePoint lists/libraries with more than 5000 items/documents

Last updated Oct 17, 2026 Policies

AI summary

SharePoint lists and libraries with more than 5000 items can fail when you filter or sort on columns without indexes. Rencore detects this issue and recommends indexing frequently filtered columns, using filtered views, or organizing items with folders.

Severity: Medium Operation Generally available

What it detects

Shows SharePoint lists or libraries with more than 5000 items or documents.

Why it matters

SharePoint processes at most 5,000 items in one database query, the list view threshold. Past that number, views that filter or sort on columns without an index can fail with an error. Index the columns people filter and sort by, and use filtered views or folders so that each view stays below 5,000 items.

The rule

Every List/Library where File and Folder Count is greater than 5000

In Rencore Governance

Details

Applies to	List/library
Connector	SharePoint
Severity	Medium
Category	Operation
Recommended	No
Recommended automation	None
License type	Standard

Other policies that check List/library objects:

SharePoint libraries with disabled search (Information)

Frequently asked questions

What does the SharePoint lists/libraries with more than 5000 items/documents policy detect?

The SharePoint lists/libraries with more than 5000 items/documents policy shows SharePoint lists or libraries with more than 5000 items or documents. The SharePoint lists/libraries with more than 5000 items/documents policy checks List/library objects from the SharePoint inventory and reports each match as a violation.

How severe is a violation of the SharePoint lists/libraries with more than 5000 items/documents policy?

Violations of the SharePoint lists/libraries with more than 5000 items/documents policy have Medium severity. The policy is in the Operation category.

Which module includes the SharePoint lists/libraries with more than 5000 items/documents policy?

The SharePoint lists/libraries with more than 5000 items/documents policy comes with the SharePoint connector in the Digital Workplace module of Rencore Governance, which every Plan includes.

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