Reduce Data Storage Usage

Most data storage solutions have limits on how much data an individual can use. This article outlines easy ways to help reduce your data usage to ensure you stay under that limit, free up space, and make finding your documents easier. If you would like to schedule a consultation for assistance to reduce your storage usage, please use this form to request help.

Reducing Storage Space

Below you will find several way to help identify files that should be removed or move to help reduce data storage usage. 

Remove Personal Files

It is important to keep personal and work files separate to ensure security, compliance, clarity of ownership, and optimize system performance. 

  1. Identify personal files in your storage solution.
  2. Move these files to a personally owned, non-Dartmouth, storage location by cutting and pasting the files.

Remove Duplicate Files

Many times duplicate files and folders are found in storage locations. Removing duplicate files saves time when searching for specific items and ensures you update the correct versions.

  1. Organize your data into consistent a folder structure so like-files are placed in the correct folder
  2. Utilize the file's name, size, and modified dates to compare like-files
  3. Remove identified duplicate files   

Empty the Recycle Bin or Deleted Files Folder

We often do a great job of keeping our storage clean but forget to empty our recycle bin, which can use up a lot of room. Please click the links below for easy steps on emptying these locations for our popular cloud storage solutions.

  1. Empty Dropbox Deleted folder
  2. Empty Google Drive Trash folder
  3. Empty OneDrive Recycle Bin

Move Collaborative Files from Individual to Shared Drives

Collaborative shared drives, such as Dropbox Team Drives, Google Shared Drive, or Microsoft SharePoint, offer easy ways to share collaborative documents, freeing up individual storage and potentially others with copies. This will free up your individual storage location and possibly others that may also have a copy of that file. If a collaborator leaves Dartmouth, these files will still be accessible to others who may need it. It is important to note the sensitivity of any files that you place in a collaborative shared folder and the permissions that others may have to that location.

  1. Log into the collaborative shared drive of your choice
  2. Identify any files that would be beneficial to others
  3. Cut and paste those files from your individual drive to the collaborative shared drive  

Remove Large Files

Large video, audio, and photo folders take up a lot of space. This often happens when phones are synced to our computers. Being able to quickly identify and move these files will free up a lot of space. Please click the links below for easy steps on finding large files in these locations for our popular cloud storage solutions. We recommend storing these files on an external hard drive or another personal storage solution. 

  1. Finding large files and folders in Dropbox
  2. Finding large files and folders in Google Drive
  3. Finding large files and folders in SharePoint

Request a Storage Consultation

ITC offers storage consultations to advise on best practices, reduce usage, and evaluate alternative solutions. Use this link to contact a Client Technology Consultant for a convenient time. 

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