Sympraxis Consulting

Managing documents effectively in Microsoft 365 SharePoint is a common challenge for organizations. To address challenges that arise, organizations must implement a structured approach to document management that evolves based on their needs. Join as we explore different levels of document management maturity, from default document libraries to advanced extensibility solutions. Document Management Problem Statement Common document management issues include difficulties in locating files, poor search functionality, duplicate documents with different names, and permission mismanagement. A particularly frustrating issue is the accidental reorganization of files - such as unintentionally moving a folder - leading to confusion and lost productivity. Addressing these challenges requires a thoughtful strategy for structuring and managing documents in SharePoint.

Recently, Microsoft introduced “intelligent versioning,” a feature designed to optimize storage and enhance usability by prioritizing newer versions of documents. In this blog, we’ll explore the fundamentals of SharePoint versioning, its benefits, potential pitfalls, and how to configure it effectively—plus what makes intelligent versioning such a game-changer. What is SharePoint versioning? SharePoint versioning allows users to maintain a history of changes to documents and list items. This feature has been around for years and is controlled at the list or library level. By default, SharePoint creates a new version every time a document is edited, storing up to 500 versions. While this can be useful, it’s important to manage versioning carefully, as each version consumes storage space. Without proper oversight, small changes can lead to significant storage usage.