Quota Management and Storage Reports in SharePoint 2010

A few years ago I wrote an article about how to enable and work with the Quota Management features in SharePoint 2007 (click here for article) which proved to be a popular post.  Quota Management is a pretty important topic when it comes to SharePoint Governance and overall maintenance of the platform.  While the overall Quota Management features in SharePoint 2010 were maintained, there was one big feature left out when SharePoint first shipped, and that was the “Storage space allocation” page also known as StoreMon.aspx page that was available to Site Collection administrators from the Site Settings page.  

New Storage Metrics

With the release of SharePoint 2010 SP1 (download here) the feature returns, but in a much different format and vastly improved.  The page was renamed “Storage Metrics” and it is a gold mine of information since it provides a way for Administrators to navigate through the content locations on the site and provides details for the item’s Total Size, % of Parent, % of Site Quota, and Last Modified Date.  This makes it easy for administrators to identify where content is concentrated, and can also show an exceptionally large lists, libraries, folders, and documents. 

There was one aspect of this that I thought was helpful in 2007 that is no longer supported, and that is the ability to view the number of versions of a given document right from the report.  In many cases I’ve seen versioning turned without any limits, and some popular documents might have 1,000s of versions.  The report used to provide a way to find those exceptions so that they could be cleaned up.

 

Performance Improvements

From what I understand, it was removed because it proved to be extremely resource intensive and information was gathered in real-time so it could cause service stability issues in very large environments.  With its return is a completely revamped gathering process that relies on timer jobs, titled Storage Metrics Processing, resulting in much faster page loads and no risk of crashing the server just by viewing the report.  These jobs will pull data every 5 minutes but like all timer jobs, the frequency can be adjusted to better meet your needs and environment.  For larger environments, it might be a good idea to reduce that frequency to avoid the extra overhead.

Configuring Quotas

As with the 2007 version, this feature is only available if quotas are enabled.  In cases where quotas are not currently being used and proper limits managed, the safest bet is to establish a quota that cannot be met.  This will enable the features without the risk of triggering a warning or locking a site that exceeds the thresholds.  Locking the site is the only risk with quotas, there is no risk of data loss.

Summary

Both Farm and Site Collection Administrators should review the functionality and add its review into their content review and cleanup processes.

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