How to Save Storage from SharePoint

Efficient data management is crucial for small to medium-sized businesses (SMBs). SharePoint, a powerful collaboration tool from Microsoft, is widely used for document management and storage. However, as businesses grow, so does the amount of data they store, leading to increased storage costs and potential inefficiencies. At Marka IT, we understand the unique challenges faced by SMBs in Central London, and we’re here to help you optimize your SharePoint storage. Here are some strategies to reduce and save storage on SharePoint.

Implement a Document Retention Policy

One of the most effective ways to manage SharePoint storage is by implementing a document retention policy. This policy outlines how long documents should be kept and when they should be deleted. Regularly auditing and purging old, unnecessary files can significantly free up storage space. Automated retention policies can be set up within SharePoint to handle this process seamlessly.

Optimize File Sizes

Large files can quickly consume your SharePoint storage. Encourage employees to optimize file sizes before uploading. For instance, compress images and videos, use appropriate file formats, and remove unnecessary data from files. Tools like Adobe Acrobat for PDFs and built-in image compression features in Microsoft Office can help reduce file sizes without compromising quality.

Use OneDrive for Personal Storage

Encourage employees to use OneDrive for personal file storage. SharePoint is ideal for collaborative documents and team projects, whereas OneDrive is designed for individual use. By offloading personal files from SharePoint to OneDrive, you can save a significant amount of storage space.

Leverage SharePoint's Version Control

SharePoint’s version control is a useful feature for tracking changes and collaborating on documents. However, storing too many versions can consume storage space. Review and adjust the versioning settings to limit the number of versions retained. Keeping only the most recent versions and deleting older ones can help manage storage more effectively.

Archive Inactive Sites and Libraries

SharePoint sites and libraries that are no longer actively used should be archived. Archiving these sites involves moving them to a different storage solution or compressing and storing them offline. This not only frees up space but also makes it easier to manage active sites and libraries.

Utilize External Storage Options

Integrate external storage options to offload large or infrequently accessed files. Services like Azure Blob Storage can be integrated with SharePoint to provide additional storage at a lower cost. This hybrid approach allows you to keep essential files within SharePoint while storing bulk data externally.

Regularly Monitor Storage Usage

Regular monitoring of your SharePoint storage usage can help identify trends and areas for optimization. Use SharePoint’s built-in analytics tools to track storage consumption and identify large files or libraries that may need attention. Regular reports can help you stay proactive in managing storage.

Educate Employees on Storage Best Practices

Educating employees on best practices for data storage can have a significant impact. Conduct training sessions to inform staff about optimizing file sizes, using appropriate storage solutions, and following the company’s data management policies. A well-informed team can contribute to more efficient storage use.

Conclusion

Efficiently managing SharePoint storage is essential for SMBs to reduce costs and improve operational efficiency. By implementing these strategies, you can optimize your SharePoint usage and ensure that your storage solutions are cost-effective and scalable.