Use Case
SharePoint Storage Analysis & Optimisation
A New Zealand Real Estate Company
The Challenge - Storage costs were climbing. No one could explain why.
For a leading New Zealand real estate company, SharePoint storage costs had been quietly increasing for years. Version history had accumulated unchecked, retention settings had never been reviewed, and IT had limited visibility into what was actually driving growth. When the bill started rising and leadership started asking questions, IT didn't have clear answers — and without the right tooling, they had no straightforward way to get them. Buying more storage would have kicked the problem down the road. They needed to understand it first.
Map the environment. Let the data decide.
Deptive conducted a comprehensive analysis of the client's SharePoint environment — mapping site collections, libraries, and
versioning policies to identify exactly where storage was being consumed and why. The findings were presented in a clear, prioritised
report that gave IT a defensible picture of the problem and a practical path forward.
- Established a data-informed version history policy
- Safely reduced version history across high-impact libraries
- Removed duplicated files
- Evaluated Microsoft Archive as a lower-cost storage tier
- Prepared business users for upcoming changes
- Put governance in place to prevent uncontrolled growth recurring
The Outcome
IT in control. Free to focus on what matters.
The client's IT team left with something more valuable than a tidier environment — they had visibility, a defensible governance position, and policies that manage growth going forward. The reactive cycle stopped. Storage costs came down. And when leadership asked questions, IT had answers.
As a forward-looking benefit, the cleaner data environment also strengthens Copilot readiness — improving the accuracy and consistency of outputs as the organisation moves toward AI adoption.
Why It Matters
SharePoint environments don't manage themselves.
Without regular attention, version history accumulates, costs grow, and IT ends up reactive — fielding questions they can't properly answer. When IT isn't firefighting storage problems and chasing down cost surprises, they're free to focus on work that actually moves the business forward. That's what a well-managed M365 environment makes possible.
Deptive can help as a one-off professional services engagement or as part of ongoing Microsoft 365 managed services. Either way, you get a clear picture of your environment and a practical plan that puts IT back in control.
