Managing Microsoft 365 Storage: Versioning, Quotas, and Inactive Site Cleanup

Purpose

Due to Microsoft’s revised storage quotas, Marquette University is implementing new practices to manage Microsoft 365 storage efficiently. This article outlines the three main techniques:

Versioning policies
Quota limits, and
Inactive site deletion

These practices help ensure we stay within our allocated storage and maintain compliance. The goal is not to alter the location or method of storing items. Microsoft 365 is the recommended platform, providing extra security for Marquette data. The policy aims to limit unnecessary storage by setting versioning limits and deleting inactive sites, while also encouraging thoughtful consideration of what gets stored.

1. Versioning Policy for Teams and SharePoint

What is Versioning in Microsoft 365?

Versioning is a feature in Microsoft 365 applications (such as SharePoint, OneDrive, and Teams) that automatically saves previous versions of files whenever changes are made. This allows users to restore earlier versions, track edit history, and recover files in case of accidental overwriting.

Policy Details

First 30 days: Keep all versions (up to 500).
30 to 60 days: Keep hourly versions.
60 to 180 days: Keep daily versions.
Beyond 180 days: Keep weekly versions.

2. Quota Limits for OneDrive and SharePoint

Purpose: Prevent uncontrolled storage growth by setting reasonable quotas.

Policy Details

OneDrive: 1 TB per user (users already over this are exempt).
SharePoint: 5 TB per site (sites already over this are exempt).

Users nearing their quota must contact TechSquad for an increase.

3. Inactive Site Deletion Policy

Purpose: Automatically clean up unused Teams and SharePoint sites to free up storage.

Policy Details

Sites with no activity for 1 year are deleted.

Activity includes:

SharePoint - View, edit, download, move, share, or upload files. (Viewing a SharePoint page doesn't count as an action for automatic renewal.)
Outlook Groups - Join or edit group, read or write group message from the group, and like a message (Outlook on the web).
Teams - Visit a Team's channel.
Forms - View, create, or edit forms, or submit a response to a form.

The above actions will reset the one-year clock.

Owners receive email notifications 30, 15, and 1 day before deletion.

If a site has no owner, a member will be automatically asked to become the owner

Multiple owners are recommended for all sites.

Best Practices

Leverage Links Instead of Attachments

When sharing documents internally, use SharePoint or OneDrive links rather than uploading multiple copies to Teams or email.
This prevents duplication and keeps storage usage efficient.

Periodically Clean Up Unnecessary Files

Delete outdated or duplicate files from OneDrive and SharePoint.
Remove old versions of documents that are no longer needed (especially large files like videos or presentations).

Archive or Compress Large Files

For large files that must be retained but are rarely accessed, compress them into ZIP files.
Store archives in designated folders to keep active workspaces lean.

Manage Shared Content

Review shared folders and Teams channels for obsolete content.
Remove files that are no longer relevant to projects or collaboration.

Do Not Store Personal Data on Marquette Devices

Personal data such as personal photos, tax documents, or other non-work-related files should never be stored on Marquette-owned devices or within Microsoft 365.