OneDrive and Sharepoint Automatic Versions - Exception Request

Requesting an Exception 

Automatic Version Management will be enabled from 10 March 2026. 

Exceptions will be considered only where there is a clear and documented requirement. 

This change relates to version history only and does not override University data retention policies. 

Exceptions may be approved where: 

A specific SharePoint site can demonstrate: 

• A legal or regulatory obligation requiring extended version retention 

• A formal compliance, audit, or statutory requirement that depends on version history 

• A contractual or funded research requirement explicitly mandating extended version retention 

Requests must relate to a specific SharePoint site. 

Exceptions will not be approved for: 

• General preference or “just in case” scenarios  

• Perceived risk without documented requirement  

• Convenience or historic practice  

• Personal OneDrive accounts  

• Long-term research data storage (alternative research storage services exist) 

How to request an exception 

Raise a request via the IT Services Portal: 

1. Select:
   IT Services Catalog → Others → General Request
2. Use the Short Description: 
   OneDrive & SharePoint – Versioning Exception Request 
   
3. Include: 

• The SharePoint site URL 
  
• Clear business justification 
• Reference to the specific legal, regulatory, contractual, or research requirement 
• Time period required (if applicable) 

Requests will be reviewed by the relevant Microsoft 365 service team. 

Where no clear documented requirement is demonstrated, the standard configuration will apply. 

Exceptions may be time-bound and subject to periodic review.