At present, when a tenant exceeds its storage entitlement, Microsoft notifies administrators but does not restrict use of the system. As part of its Dataverse Storage Validation rollout, Microsoft will begin applying restrictions to tenants that remain over their entitled capacity. Microsoft has not yet confirmed a date for this change, so we recommend reviewing your storage position now to allow time to address any shortfall.

How the restrictions will apply:

Restrictions are applied in stages, measured from the date a tenant first exceeds its entitled capacity:

• Once capacity is exceeded, environments can no longer be created, copied, restored, or recovered.
• After 30 days, sandbox environments are placed in administration mode, with access limited to administrators.
• After 90 days, sandbox environments are disabled for all users, including administrators. The data is retained but cannot be accessed until the tenant is back within its entitlement.

Production environments will not be placed in administration mode or disabled. The restrictions on copying and restoring environments do apply to production, however, which may affect activities such as refreshing a sandbox from production for testing.

Additional considerations

Storage is assessed at the tenant level across three categories: Database, File, and Log. Unused database capacity can offset a file or log overage, but a database overage cannot be offset by the other categories. Administrators will receive weekly email notifications and in-app banners once remaining capacity falls below 15 percent and 5 percent, and again if the tenant exceeds its entitlement.

If you choose to remove data, please note that storage reports can take up to 72 hours to reflect the change, and that deleted records cannot be recovered. We recommend confirming your firm's record retention and compliance obligations before removing any data.

Recommended next steps

We recommend that your administrator review current usage in the Power Platform admin center under Licensing > Dataverse, which shows database, file, and log consumption against your entitlement. In most environments, the largest contributors are audit logs, email and note attachments, completed system jobs, plug-in trace logs, and the Dataverse search index. Microsoft's guidance on reducing each of these is linked below.

Because your subscription is provided through SS&C, any additional storage is purchased through us rather than directly from Microsoft. Our team can help you assess your current usage and determine the appropriate amount of capacity for your firm.

Further reading

• Dataverse capacity-based storage details: how capacity is calculated, the stages of restriction, and worked examples.
• Free up storage space: step-by-step guidance for reducing database, file, and log storage.

If you would like to review your storage position with our team, please contact submit a ticket to our Help Center and we will arrange a time to discuss.