Version history and Retention Policies - Why do I have so many versions?
We are using (I believe) the global default of 500 versions for document libraries in SharePoint Online and now we are discovering that the version history is accumulating more than 500 major versions on items in libraries. We have retention policies set for SharePoint sites (do not delete for X years). Is that overriding the version history settings? We have libraries in supporting MSTeams and Communication sites where files are well over the 500 major version limit. 6800+, 7900+ It's kind of insane... I'm not finding the documentation to answer my question very easily. It's also throwing a wrench into backup software that we are trying to run since it doesn't have a setting where it allows us to backup a maximum amount of versions.
Deleting Items from Preservation hold library
Hello, I have a client who needs to free up spaces taken mostly by retention. Since he's already backing up and archiving his data, the retention policy in place for the groups 365 is not needed anymore. He modified his retention policy (in the compliance center) to not take the 365 groups anymore and desactivated the functionnality of retention in the administration of his main SharePoint site. However, when deleting items in the retention library of each SharePoint site (linked to Teams), this error message still appears : "This library contains items that have been modified or deleted but must remain available due to eDiscovery holds. Items cannot be modified or removed." The thing is that we didn't find any eDiscovery strategies in place in the compliance center. Do you have any idea from where this can be from and how we could resolve this issue ? Thank you for your answers !
Deleting Folders as part of retention
I have a query about how to delete empty folders after retention policy has been applied. Some users set up folders in document libraries. Regardless of whether we apply retention at library or folder level, only the files within the folder will delete at the specified time but the actual (now empty) folder remains. How can we automatically get SharePoint to delete the empty folder as well as the files with in? I've seen a solution to create a flow but that will delete any empty folder, not just the ones where files have come to the end of their retention.
Information Management Policy - SharePoint list - Retention not applied for existing items in a list
I have a SharePoint online site which has a list where we have enabled 'Retention' under Information Management Policy settings. The policy has to delete items from the list that are older than 6 months (Created date). However, despite configuring correctly the policy seems to not have applied as none of our older items got deleted. The list has around 8500+ records and the policy was created very recently. Can anyone suggest what might be the reason ? Below is the snapshot of the configuration:
SharePoint Retention - How have you applied it?
Hi all, I'm starting to look at retention in SharePoint. Currently using SharePoint as a document management system (replaced our drives) and one of the benefits was to utilise retention to avoid hoarding documents going back 20 years! So it would be great to hear how you have applied it and experiences with it: do your organisations staff have to manually tag the document or have you automated the retention label based on content type? do you have just the standard - after x years delete. Or do you have a review, i.e. untouched documents after 18 months will be pinged to the owner to confirm whether it should remain (and then stay for the remaining retention period) or whether it's no longer needed and can be deleted? Looking forward to hearing others experiences!Exchange online retention policy affecting SharePoint & OneDrive
We have an exchange online retention policy applied to retain content forever. Strangely, this policy also affects SharePoint sites even though they are not part of the target locations in retention policy. Retention policy PowerShell outputs: I check the status of the policy via PowerShell and output shows that SharePointLocation field is blank. But when I try to delete a folder in SharePoint, it throws the error that all items inside folder should be deleted before you can delete the folder, which is common when there is a retention policy applied to that site. I contacted MS support and this is the reply I received: This answer does not make much sense to me and am not able to find any documentation on this side effect anywhere. Anyone has any tips or guidance on this?
Turn off 'guest contributor viewed x file' notifications
Hi everyone, I have had a strange but pretty insistent support request from a User. They are sharing links to files to external users via anonymous links. Their auditors have told them that even though SharePoint displays 'guest contributor viewed x file' and the time they viewed the file, this is not anonymous...and that google drive doesn't do this. The auditors are not happy with the privacy and went them to send files individually on USB sticks! I am correct in thinking that there is now way of finding out who guest contributors are and that they remain anonymous? and also that there are no ways of turning off notifications that guest contributors have viewed or edited files?Retention Policies set to delete files not working in SharePoint on new E3 trial tenant
I spun up an O365 E3 trial to do testing for a customer. I have created a few Retention policies (not labels) - the one that should be the most simple is not working at all: Delete after 2 days, based on last modified date Published to a single site I tried first to retain for 2 days and then delete, when that didn't work, I tried to just delete if it reaches 2 days, no retention at all. I've triple checked that the policy is applied to the site I'm working in. I created and uploaded files to the Libraries both before and after applying the policy the site, as well as 24 hours after publishing the policy. A week later, nothing has been deleted. Any ideas?Preservation Hold library not appearing when both retention labels and policies are applied
It is already known that retention labels published as retention policies 'trump' retention policies created directly in the Information Governance section of the Compliance admin centre. When retention labels are published to all SharePoint sites, they are visible ('explicit') as an option when you choose to 'Apply label to this library' in the document library or list settings. When they are published to specific SharePoint sites, they are only visible in that site, in addition to the 'global' labels. When retention policies are created in the Info Governance section and applied to individual SharePoint sites, they normally create a Preservation Hold library that is visible (via /_layouts/15/viewlsts.aspx?view=14) only to Site Collection Admins, SP Admins and Global Admins. As these policies are invisible to end users they are sometimes described as 'implicit'. They don't include the option to review disposition before deletion. There is nothing to stop you having a combination of explicit retention labels/policies and implicit retention policies on a single site. However, when you do this it appears to hide the Preservation Hold library BUT still deletes content in line with the implicit policy - the deleted content (deleted by 'System account') is in the Recycle Bin. Does anyone have any suggestions how to view the (apparently) hidden preservation hold library on a site that includes explicit retention labels/policies? And no, you can't try '/PreservationHoldLibrary/Forms/AllItems.aspx'. It says 404 not found.
