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Limit versioning is not effective RRS feed

  • Question

  • In our environment, lot of document libraries have "unlimited version" thus it occupies lot of disk space. Now we've manually limited major/minor version to 5 AND also edited a few documents, however the old versions still remains and therefore disk space is not released.

    Users are OK to keep only last 5 versions. Why is it not releasing older versions, even if the document is updated by users now?

    J Justin

    Wednesday, August 7, 2013 9:05 AM

Answers

  • Hi J Justin, 

    I wrote a script that will go through a library on a site (and optionally all subsites) and prune all the versions. You can download the script from the TechNet Gallery, here: http://gallery.technet.microsoft.com/List-or-Delete-excess-c12dc575

    When you change the version settings on a list, the version limit is applied when items/documents are modified or added. Changing the value does not retrospectively update the list.


    Regards, Matthew
    MCPD | MCITP
    My Blog
    Please remember to click "Mark As Answer" if a post solves your problem or "Vote As Helpful" if it was useful.

    I just added a webpart to the TechNet Gallery that allows administrative users to upload, crop and format user profile photos. Check it out here: Upload and Crop User Profile Photos

    • Marked as answer by Qiao Wei Tuesday, August 13, 2013 1:54 AM
    Wednesday, August 7, 2013 9:29 AM
  • Hi Justin,

    You have to delete the older versions of the documents. Check this links:

    1: Using Powershell: http://suneet-sharma.blogspot.com/2011/12/sharepoint-powershell-delete-old.html

    2: Manually (and tedious): http://office.microsoft.com/en-in/sharepoint-server-help/restore-or-delete-a-previous-version-of-an-item-or-file-HA101853109.aspx#_Toc268785998

    Regards,

    Chandra Shekhar

    • Marked as answer by Qiao Wei Tuesday, August 13, 2013 1:55 AM
    Wednesday, August 7, 2013 9:29 AM

All replies

  • Hi J Justin, 

    I wrote a script that will go through a library on a site (and optionally all subsites) and prune all the versions. You can download the script from the TechNet Gallery, here: http://gallery.technet.microsoft.com/List-or-Delete-excess-c12dc575

    When you change the version settings on a list, the version limit is applied when items/documents are modified or added. Changing the value does not retrospectively update the list.


    Regards, Matthew
    MCPD | MCITP
    My Blog
    Please remember to click "Mark As Answer" if a post solves your problem or "Vote As Helpful" if it was useful.

    I just added a webpart to the TechNet Gallery that allows administrative users to upload, crop and format user profile photos. Check it out here: Upload and Crop User Profile Photos

    • Marked as answer by Qiao Wei Tuesday, August 13, 2013 1:54 AM
    Wednesday, August 7, 2013 9:29 AM
  • Hi Justin,

    You have to delete the older versions of the documents. Check this links:

    1: Using Powershell: http://suneet-sharma.blogspot.com/2011/12/sharepoint-powershell-delete-old.html

    2: Manually (and tedious): http://office.microsoft.com/en-in/sharepoint-server-help/restore-or-delete-a-previous-version-of-an-item-or-file-HA101853109.aspx#_Toc268785998

    Regards,

    Chandra Shekhar

    • Marked as answer by Qiao Wei Tuesday, August 13, 2013 1:55 AM
    Wednesday, August 7, 2013 9:29 AM