What version history is
Version history records changes made to files and SharePoint pages, allowing previous versions to be viewed or restored if needed.
The simplest way to access version history is to click on the name of your open file or SharePoint page when it is in edit mode.
What is changing
When changes are made, Microsoft will compile all the small ones to create ‘major versions’ of your OneDrive files and SharePoint pages. Across the University, there is a wide variety of how many major versions these can have, with some having no limit. Therefore, from 10 November:
- SharePoint pages and OneDrive documents will retain a maximum of 30 major versions and new major versions saved will delete the oldest versions
- versions older than 365 days will be automatically deleted and the current version of your file or page will not be affected
Why changes are being made
Standardising these version history settings will:
- make version history behaviour consistent across the University, reducing confusion
- reduce the storage used by outdated file versions, saving on the University's storage costs and environmental impact
- support the timely deletion of personal data, ensuring compliance with the University's Records Retention Schedule
What to do if you have any concerns
Current files and pages will remain unaffected but if you believe that these changes to version history will impact your work, submit a ticket on TOPdesk and someone will get back to you within five working days.