Save Money by Shrinking Your Data Footprint on SharePoint

Have you noticed your SharePoint document libraries and OneDrive files overflowing with outdated versions? This clutter consumes valuable storage space, often forcing you to buy additional storage. Fortunately, Microsoft has addressed these concerns with a crucial upgrade to version history controls. This enhancement allows admins to set smarter version deletion options and default organization limits.

Enhance Data Protection with Smarter Version Controls

With the new update, administrators gain more control over version history. You can now define specific rules for retaining or deleting file versions, ensuring that only essential versions are kept. This not only helps in managing storage but also enhances data protection by reducing the risk of clutter and potential data breaches.

Optimize Storage Management with Default Organization Limits

The update introduces default organization limits for version history. These limits help streamline the management of file versions across the organization. By setting these default limits, you can ensure a consistent approach to version history management, reducing unnecessary storage consumption and improving overall efficiency.

Benefits of Upgraded Version History Controls

The upgraded version history controls offer several benefits:

  1. Reduced Storage Costs: By eliminating unnecessary file versions, you free up storage space, potentially lowering costs associated with additional storage purchases.
  2. Improved Data Management: Smarter version controls lead to better organization of files, making it easier to locate and manage important documents.
  3. Enhanced Security: Fewer versions mean reduced risk of exposing sensitive information, thereby enhancing data security.
  4. Streamlined Processes: Default organization limits standardize version management practices, simplifying administrative tasks.

Implementing the New Version History Controls

To make the most of these new controls, follow these steps:

  1. Review Current Storage Usage: Analyze your SharePoint and OneDrive storage to identify areas where outdated versions are consuming space.
  2. Set Version Deletion Policies: Define rules for retaining or deleting file versions based on their relevance and usage.
  3. Apply Default Organization Limits: Establish default limits for version history to ensure a uniform approach across your organization.
  4. Monitor and Adjust: Regularly review your storage usage and adjust the policies and limits as needed to maintain optimal storage efficiency.


Microsoft’s upgrade to version history controls in SharePoint and OneDrive is a significant step toward smarter storage management. By implementing these enhancements, you can reduce storage costs, improve data management, enhance security, and streamline administrative processes. Embrace these new controls to optimize your data footprint and make the most of your storage resources.

While Microsoft has released this feature in public preview, SHIERTECH possesses the tools and expertise to address this issue immediately. We can also assist in implementing similar solutions that help your company reduce operational costs. Contact us today to learn how we can support your transition to more efficient storage management and drive down expenses.

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