Managing SharePoint Version History and Storage Usage

CMap PIM stores files in SharePoint, which keeps version history for documents. Over time this version history can contribute meaningfully to your storage usage. This article covers what's safe to change if you want to reduce storage consumption.

Records vs Files area

The risk of reducing version history differs by area:

• Records — revisions are the core audit trail of your document control process, because of this we do not recommend applying version limits to the Records area as it may result in the loss of revisions.

• Files area — generally lower risk to trim version history, as this area is not the primary system of record for formal document control.

Options for managing version history

If the storage issue is primarily within the Files tab, we have the following options:

• Reduce version history to 100 versions via a UI change

• Reduce it further to 10 versions using a PowerShell script or API call (this would need to be carried out by our team)

Please note that version limits cannot be applied across the entire tenant, as this could have wider implications. Instead, you would need to identify the specific projects contributing most to storage usage and apply changes selectively. However, we are able to apply these version limits automatically to future projects.