File History Retention Windows: 7 Best Practices for 2025

The File History feature in Windows devices helps IT teams protect files over time by keeping previous versions available for quick restoration.

However, many organizations overlook how the Windows operating system handles File History retention by default. This often leads to bloated computer storage, lost backups, or policy misalignment.

In today's guide, we'll share best practices to help IT departments take full control of File History settings in Windows. But first, let's briefly discuss how to use File History retention.

What is File History in Windows Operating Systems?

Microsoft File History is a built-in backup feature in Windows that can save copies of user files over time. It usually focuses on personal folders like Documents, Desktop, Pictures, and Music. It's often used as a backup and restore tool by many organizations.

File History works by automatically copying selected personal files to a designated File History folder. This could be an external drive or a network location on Windows computers.

Additionally, File History backs up new data without overwriting the original file at regular intervals. It allows users to access different versions of the same folder whenever needed.

How to Enable File History Retention in Windows?

Now that you know how File History works, here’s how to turn it on and enable retention.

• Open Settings on your Windows computer and click Update and Security.
• Select Backup and find More Options.
• Navigate to the “Keep my backups” drop-down menu.
• Choose how often you want to save copies of your files. For example, you can keep saved versions forever (until backup drive space is needed) or select specific timeframes like a month or a year.
• Click "Save changes" and close Settings.

You can also use the Control Panel to enable File History drive retention. Refer to the steps below:

• Click the Start button and find the Control Panel.
• For newer Windows computer assets, you can press the Windows key + S, type “Control Panel”, and click the first result.
• Go to Systems & Security and find File History.
• Locate and click Advanced Settings in the left sidebar.
• Navigate to Keep saved versions to open a drop-down menu. Change the default settings and select your desired retention period.
• Click Save changes and close Settings.

For IT administrators, you can use the Group Policy Editor to configure File History retention. Below is a step-by-step guide:

• Press the Windows key + R and type “gpedit.msc” in the Run dialog box. Press the Enter button.
• Navigate to Computer Configuration and click Administrative Templates.
• Go to Windows Components and select File History.
• Locate "Retention of saved versions" and select your desired retention period.
• Click Ok to save the retention policy.

7 Best Practices for Managing File History Retention in Windows

Once you've clicked "Turn On File History", you should manage retention settings the right way. Below are some best practices to apply:

1. Determine Crucial Data

Start by deciding what data matters most to your business. Remember, not all folders need backups.

Focus on File History data that changes often or is prone to data corruption, like project files, reports, or user-generated content.

Exclude folders that are static or OneDrive files that already sync to cloud networks. This reduces storage waste and improves device performance.

2. Set a Custom Retention Period

Windows File History allows flexible retention and backup settings. Don’t leave them at default.

Choose how long to keep file versions based on importance, audit needs, and how often folders change. Some data may need a complete history, while others can cycle out monthly.

You should also consider the remaining storage space in your connected external device or network location. For example, you can choose to keep files forever and save them to a drive with sufficient space. But if your USB drive is running low on storage, select a short retention period.

3. Align Retention Strategy with Your Company Policies

Your File History retention settings should follow your company’s data governance and compliance rules. Retaining data too long or not long enough can lead to issues during audits.

It's important to review your organization’s standards for privacy and retention, especially if you're subject to SOC 2, ISO 27001, or HIPAA. Then, set retention periods that match these regulatory standards.

You should also document your backup settings and make sure all endpoints follow them. This keeps your team compliant and protects sensitive data from being stored longer than needed.

4. Monitor Disk Space

Regularly check the available space on your disk drive. If storage is running low, Windows may not be able to process new backup versions.

You should remove unused backups or shorten the retention period if needed. Alternatively, you can expand your storage space to back up more files.

5. Remove Old Versions and Files

Old file versions build up over time. This can slow data restores and consume storage capacity.

Set a schedule to remove outdated versions if they're not needed anymore. Use File History’s cleanup option in the Control Panel to delete old or unnecessary data. Doing so frees up valuable storage space and ensures smooth operations.

6. Consider Other Backup Solutions

Windows File History is not a full backup solution. It works best as part of a layered strategy.

Use other backup solutions, especially if you want to back up system drives or application data. File History is only good for user files and not full system restores.

Consider image-based backups or cloud storage to protect against drive failure or ransomware. You can also use dedicated backup software, such as Veeam and Cove Data Protection.

7. Take Advantage of Automation

Automation cuts down on manual errors and missed backups. Start by using Group Policy to apply consistent backup settings across all workstations. Next, consider scripting tools like PowerShell to schedule file cleanup tasks or version pruning.

If you have a large IT environment, you can invest in remote monitoring and management (RMM) software.

With this tool, you can periodically scan endpoints, verify that File History data is being saved, and gain real-time visibility into disk usage. You’ll also get instant alerts when an external drive runs low on space or when File History fails to run.

Troubleshooting Common File History Retention Issues

You might encounter problems when using Windows File History. Below are some troubleshooting tips for common issues:

• File History stopping unexpectedly: Check if the external drive or network location is disconnected and reconnect it. You can also restart the File History service. Then, review Task Scheduler to confirm the backup task is still running.
• Retention settings not applying correctly: The culprit may be your backup drive. Go to File Explorer, right-click the specific drive that's malfunctioning, click Properties, and select Tools. Go to "Error checking" to check for drive errors. Don't forget to disable and re-enable File History.
• Out of space: If you don't have sufficient storage space, you can shorten retention periods, delete old copies, or upgrade storage capacity.
• Event log errors: Open Event Viewer and navigate to Applications and Services Logs > Microsoft > Windows > FileHistory-Engine. Review the errors and take note of the Event ID. Then, visit Microsoft's documentation page to find solutions for the specific error message.

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The platform supports real-time endpoint monitoring. It can continuously track disk space, network connection status, and CPU usage to help you address backup issues before they lead to more serious problems.

Level also features automated patch management to minimize security vulnerabilities. It can also delay updates to prevent unstable Windows updates that can affect File History's performance.

On top of these capabilities, Level uses advanced security protocols to protect sensitive files backed up in your drive or network location. It enforces end-to-end encryption, IP restrictions, custom permissions, and more to prevent unauthorized access.

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FAQs About File History Retention Windows

Is Windows File History going away?

No, File History is still available in Windows 10 and 11. However, Microsoft no longer promotes it as a primary backup solution. They suggest using cloud backup solutions like OneDrive instead.

Is Windows File History a good backup?

File History is good for user files like documents and photos. However, it’s not a full backup solution. It won’t save system files, apps, or complete images. For business use, combine it with other endpoint protection software or server-based backup tools for full coverage.

What files does Windows File History save?

File History saves copies of personal files in the desktop, libraries, contacts, and favorites folders. It tracks changes over time and stores them on a connected external device or network drive.

Does Windows keep the history of copied files?

No. File History doesn’t track file copies from one folder to another. It only monitors file changes within selected folders. If a user copies a file elsewhere, that copy won’t have any version history unless the new location is also included in the File History settings.