SharePoint QA
genet
Member
I have recently heard that Versioning takes up a lot of space because each version is saved as a separate document - is this true, and does Content Approval also somehow take up more space?
Related question : should we be looking at some sort of archiving solution if we do want to have versioning on most of our document libraries?
That is correct about versioning, each version is a separate document. COntent approval doesn't add any additional storage, it's just a means of forcing an approver group to sign off on the document before it's visable to all.
Archiving will take care of itself if you trim down the number of versions it keeps, older versions get deleted automatically when the version cap is reached.
If you have MOSS, there's a feature called "Information management policy settings" on each library, that has an "Enable Expiration" feature that you can enable. This can be used not only to just delete items when they expire, but instead, you can create a SPD workflow that physically moves the documents, and set this policy to run that workflow to move the documents to a central storage place once they've been in there a certain amount of time.
Oh, and I recommend setting the versioning to a finite number of versions, instead of just infinite (blank).
Laura Rogers
http://spinsiders.com/laurar
genet
Member
Thanks for the good advice! I have a further related question :
We have content approval set on all the document libraries that have major and minor versioning activated. However, people are not always taking the trouble to publish a major version, with the result that a lot of the documents are "Draft" when they should be "Approved".
If I were now to set the versioning to say keep 5 major versions and drafts for 5 major versions, what would happen to these Draft documents? Would they be lost because they are not major versions?
Hope my question makes sense!
I don't know the answer to that off the top of my head. I recommend trying it out in a test doc library, so you'll know exactly what happens.
Laura
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