MC1194603 – Manage version expiration for audio and video files in SharePoint Online

Product:

Purview Communication Compliance, SharePoint

Platform:

Online, World tenant

Status:

Change type:

New feature, Admin impact

Links:

Details:

Summary:
SharePoint Online will enable admins to set version expiration policies for audio and video files to reduce storage and manage versions. Rolling out mid-Dec 2025, it supports PowerShell controls at tenant, site, and library levels, with compliance considerations for retention and legal holds.

Details:
[Introduction]
We're introducing version storage management for video and audio files in SharePoint Online. This new capability allows admins to define and automate version expiration policies for large media files, helping reduce storage consumption, prevent version sprawl, and maintain consistent governance across sites and libraries.
[When this will happen:]
General Availability (Worldwide): Rollout begins mid-December 2025 and is expected to complete by mid-January 2026.

Change Category:
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Scope:
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Release Phase:

Created:
2025-12-12

updated:
2025-12-12

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Version Deletion Risk
Without proper preparation, older versions of audio and video files may be deleted unexpectedly, leading to potential data loss and compliance issues.
   - roles: SharePoint Admin, Compliance Officer
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/set-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-sposite?view=sharepoint-ps " target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-sposite?view=sharepoint-ps

User Experience Disruption
Users may experience disruptions if older versions they rely on are deleted without notice, impacting their workflow and access to necessary files.
   - roles: End User, Content Creator
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-spositemanageversionpolicyjobprogress?view=sharepoint-ps

Compliance Conflicts
Changes in version management may conflict with existing retention policies and legal holds, leading to compliance violations if not properly managed.
   - roles: Compliance Officer, Legal Advisor
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/set-spotenant?view=sharepoint-ps

Configutation Options**

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Opportunities**

Automated Version Management
Implementing version expiration policies for audio and video files can significantly reduce storage costs and prevent version sprawl, allowing for better management of media-heavy sites. This automation can enhance governance and compliance by ensuring that only necessary versions are retained.
   - next-steps: Conduct an inventory of current audio and video files across SharePoint libraries. Define version policies based on usage and compliance needs. Utilize PowerShell to set up and manage these policies.
   - roles: SharePoint Admin, Compliance Officer, IT Manager
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/set-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/set-spolistversionpolicy?view=sharepoint-ps

Enhanced Compliance Management
With the new version expiration policies, compliance officers can ensure that retention and legal hold settings are respected while managing media files. This will streamline compliance workflows and reduce the risk of non-compliance due to outdated versions.
   - next-steps: Review existing retention policies and legal holds related to audio and video files. Train compliance staff on the new version management capabilities to ensure alignment with compliance requirements.
   - roles: Compliance Officer, Legal Advisor, IT Manager
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/get-spositemanageversionpolicyjobprogress?view=sharepoint-ps

Streamlined IT Operations
The introduction of PowerShell controls for managing version expiration will allow IT admins to automate repetitive tasks related to version management, leading to more efficient IT operations and reduced manual workload.
   - next-steps: Develop scripts to automate the setup of version expiration policies across various sites and libraries. Monitor the effectiveness of these scripts and refine them based on feedback and performance metrics.
   - roles: IT Admin, System Administrator, Operations Manager
   - references: https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/new-spositemanageversionpolicyjob?view=sharepoint-ps, https://learn.microsoft.com/powershell/module/microsoft.online.sharepoint.powershell/new-splistfileversionbatchdeletejob?view=sharepoint-ps

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

SharePoint Online is introducing a new feature that allows administrators to manage the storage of audio and video files more efficiently. Think of it like managing your closet space at home. Over time, clothes (or in this case, file versions) pile up, and you need a system to decide which items to keep and which to donate or discard. Similarly, this new feature lets admins set rules for how long different versions of audio and video files should be kept before they are automatically deleted.

Admins can set these rules at different levels, much like deciding whether to organize your closet by entire wardrobe, specific sections, or individual drawers. They can apply these rules across the entire organization, specific sites, or even down to individual libraries. This helps in keeping the storage organized and ensures that unnecessary old versions do not take up valuable space.

PowerShell, a tool used for managing systems, will support these changes, allowing admins to set and modify these rules efficiently. It's like having a digital assistant that helps you organize your closet by following your instructions.

One important aspect to consider is compliance. Just as you might have certain clothes you must keep for special occasions, there are files that need to be retained due to legal or policy requirements. The system respects these needs, ensuring that files under legal hold or retention policies are not deleted.

Overall, this feature aims to streamline the management of media files in SharePoint Online, ensuring that storage is used efficiently while maintaining compliance with necessary regulations.