SharePoint List Record Limit - 5k or 30m?

SharePoint lists can handle a large number of items, but performance can start to degrade if not managed properly. Microsoft has set the threshold for a large list in SharePoint at 5,000 items, which is the List View Threshold (LVT). This is the point at which the platform may start applying stricter querying limits to prevent large queries from negatively impacting server performance.

However, a SharePoint list can technically store up to 30 million items. The key to maintaining performance with large lists is in how you access and work with the data:

Indexing: Ensure that columns you frequently query are indexed. Indexing columns can dramatically improve performance when filtering and sorting data in large lists.
Views: Use filtered views that return less than the LVT. Carefully design views to show only the items needed. Use filters and specify the most restrictive filters first.
Queries: When designing queries (e.g., in CAML or OData), make sure they target indexed columns and return less than the LVT.
Archiving: Consider archiving old items that are not accessed frequently to another list or database.
Folders: Use folders to organize items in a way that ensures any view within a folder does not exceed the LVT.
Batch Operations: When working with data programmatically, use batch operations to limit the number of round trips to the server.

Remember that the threshold is not about the total number of items in the list, but rather the number of items a database operation can involve at one time. Good list design and management can help ensure that your SharePoint list remains responsive and performant even as it grows.

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