Managing NTU’s digital storage limits: File clean-up update

Published: 27/05/2026

NTU is now rolling out the next stage of changes to manage storage across Microsoft 365.

A graphic of a laptop being cleaned — Managing NTU’s digital storage limits

From Monday 1 June, a clean-up rule will be applied to all student OneDrive accounts, as well as Teams and SharePoint sites.

This follows a pilot earlier this year, where the clean-up rule was tested on selected accounts and sites. The results showed it's effective, low risk and delivers clear benefits without affecting how files are used, removing 32TB of redundant file versions.

The clean-up rule

Any files that have not been edited in the last three months will keep their 10 most recent file versions, all older versions of the file will be deleted. The rule will come in to action automatically, so there's nothing you need to action.

For more information on file versions and this clean-up process, please see our FAQ page.

Why this is happening

Files can build up lots of saved versions over time, which take up storage space. This change helps keep NTU systems running smoothly and ensures storage is used efficiently.

Cleaning up our storage data will help keep our digital spaces safer, more organised and easier to use.

Coming soon – learn how to manage your data more effectively

Over the coming months we’ll be sharing a series of informative and practical guides to help you manage your digital storage. These will include best practices, tips and tricks for managing your data effectively and improving digital sustainability.

For any Digital Technologies support, including issues with OneDrive, SharePoint or Teams, please email the Service Desk.