Glossary Terms
What is file versioning?
File versioning involves maintaining multiple copies of a file as it evolves over time. Rather than replacing the original file, the system makes a new version whenever you make an update. If you erase something important or you make an error, you can revert and recover a prior version.
Cloud services, such as Microsoft 365 and Google Workspace, all offer versioning policies as a standard feature. They enable you to view and restore previous versions with ease, which is why selecting the right file versioning software is crucial for businesses that rely on collaboration and document control.
How does file versioning work?
Every time you make changes and save a file, the system creates a new version, usually with a timestamp or version number. Think of it like leaving a trail of checkpoints: version 1, version 2, version 3, and so on. Modern backup software handles versioning automatically. A good file versioning software saves a fresh version every time you update the file. Even if you forget to make a copy, the system has already done it for you.
For example, you edit a document five times. The system keeps each version, from the first draft to the latest. You don’t need to manually save separate files like “report_draft1” or “report_draft2.” The software does it for you in the background. This is one of the core file versioning best practices, automating the process to reduce human error.
Why is file versioning important?
File versioning plays a key role in protecting your work. It keeps track of every saved version of a file, which can help in many situations:
- Fixing mistakes: Accidentally deleted something important? Made a change you didn’t mean to? File versioning helps undo those errors by keeping earlier copies safe. Instead of redoing everything, you can simply restore the version that worked.
- Recovering from file damage: If a file gets corrupted, lost, or affected by malware, an earlier version stored through file versioning backup can still be usable. This helps avoid starting from scratch.
- Tracking edits over time: When you’re working on long-term projects or with a team, it’s easy to lose track of what changed. File versioning displays the timeline of edits, allowing you to revisit earlier drafts. Whether it’s catching a mistake or reviewing progress, this history is beneficial when multiple people are involved or when you need to clarify details.
- Faster recovery: If something goes wrong, versioning saves time. You don’t have to recreate lost content. You just restore the version you need and pick up where you left off.
File Versioning in Microsoft 365 and Google Workspace
Many teams use Microsoft 365 and Google Workspace, making it crucial to understand how file versioning plays a role in these ecosystems. Both platforms include versioning, but it’s important to understand their limitations and how to support them if necessary.
Microsoft 365:
Both OneDrive and SharePoint Online have version history functionality built-in. Typically, document libraries retain the last 500 versions of files (this number can also be adjusted by an administrator). If users have the appropriate permissions, they can view the version history of Word, Excel, or PowerPoint files and restore any previous version if desired. This is extremely useful for collaboration within organizations using Microsoft 365.
However, Microsoft’s versioning isn’t a full file versioning backup solution. If someone deletes a file and clears the recycle bin, or if there’s major data loss, Microsoft’s tools alone may not help you fully recover the data. In fact, Microsoft itself follows a Shared Responsibility Model and recommends having a third-party Microsoft 365 data backup for your cloud data. Solutions like CrashPlan for Microsoft 365 are designed to fill this gap. This means even if an item is lost or a version falls outside of Microsoft’s 93-day retention window (for example), the backup still has it safe. By using an external file versioning software, organizations are adding an extra layer of protection on top of Microsoft’s built-in versioning.
If you’re serious about protection, you should consider solutions that focus on backing up OneDrive for Business, so that files remain protected past Microsoft’s built-in retention.
Google Workspace:
Google Drive maintains a version history for files in My Drive, but only for 30 days or up to 100 versions, unless you choose to keep a specific version forever. That’s useful for short-term changes, but it has its limitations. Once you reach the time or version limit, older versions may be automatically deleted.
Gmail is even more limited; deleted emails stay in Trash for just 30 days. Google Workspace admins can use Google Vault to retain data for legal purposes, but it’s not intended for easy version recovery.
Due to these limitations, many businesses opt for a file versioning backup solution, such as CrashPlan for Google Workspace, which provides longer retention and unlimited versions. This means you don’t have to rely on Google’s 30-day rules or worry about missing files. Even if a file was deleted or encrypted months ago, you can still restore a clean version from the backup. Unlimited versioning ensures you always have a copy, regardless of when the change or loss occurred.
Benefits of file versioning
File versioning offers multiple benefits for organizations. Below are some of the key advantages:
Data protection and recovery
One of the biggest benefits of versioning is protecting your data from accidental loss or corruption. This also strengthens your overall backup strategy. In case your device crashes or is stolen, having previous versions stored in the cloud allows you to get back to work immediately.
It’s a trusted protection against ransomware. If malware encrypts or locks your data, versioning allows you to recover a clean version prior to the attack. This way, you don’t have to pay a ransom and can recover your files securely. Multiple “good” versions make your recovery quicker and keep your business running smoothly. This is why many IT leaders invest in strong file versioning backup tools that support fast recovery.
Tracking and accountability
Another important benefit of versioning a file is the ability to track changes throughout the file’s life cycle. File versioning records a history of changes automatically, allowing you to know what change was made, when it was made, and frequently who made it. This sort of visibility is invaluable for collaboration and auditing purposes.
In a multi-author document, version logs can attribute edits to specific users (in tools like Google Docs or Microsoft Word’s track changes). That way, you maintain clarity on contributions and can easily spot when or where an error was introduced. For regulated industries or projects that require an audit trail, versioning is invaluable. It helps identify who approved the change and when, which is useful for compliance and quality assurance. Effectively implementing better practices for file versioning ensures that there are no loose ends. When issues arise, such as “who changed this number and why?” the version history provides the answer. This demonstrates a culture of openness and trust within the team environment.
Efficiency and productivity
No one enjoys redoing work. File versioning saves time and effort by letting you quickly restore earlier versions. If you make a mistake or don’t like a change, you don’t have to recreate the content from scratch. You can bring back a previous version instantly. This keeps your workflow smooth with fewer interruptions and less downtime.
Automated file versioning software boosts productivity. You don’t have to worry about saving multiple copies or manually fixing errors. It takes away the extra work of tracking file changes and reduces distractions.
Research even shows it takes about 23 minutes to refocus after an interruption. Losing a file or scrambling to recover it is a considerable disruption. In short, it helps teams stay efficient and work smarter.
Better collaboration
When multiple people collaborate on a file, things can get chaotic without version control. Ever emailed a document back and forth and ended up with files named “Project_final_FINAL2.docx”? With centralized file versioning software (for instance, when working in a cloud-based app), everyone can work on the same document, and the system will automatically keep track of versions. This ensures everyone is on the same page and reduces confusion about which file is the latest.
Related Glossaries
CrashPlan provides cyber-ready data resilience and governance in a single platform for organizations whose ideas power their revenue. With its comprehensive backup and recovery capabilities for data stored on servers, on endpoint devices, and in SaaS applications, CrashPlan’s solutions are trusted by entrepreneurs, professionals, and businesses of all sizes worldwide. From ransomware recovery and breaches to migrations and legal holds, CrashPlan’s suite of products ensures the safety and compliance of your data without disruption.
- Resources
- Resources
© 2025 CrashPlan® All rights reserved.
Privacy | Legal | Cookie Notice | Free Trial