SharePoint ships with a decent set of Quota Management tools. Many of the people I talk to are not familiar with the tools because they do not believe they need quotas. I think the tools offer valuable information that can be used to help maintain a well run farm even if strict quota management is not needed. Without the tools, you increase the likelihood of excess content being stored which leads to longer backup and recovery times and additional storage needs.
If sites really do not need to be limited, I would advocate setting the quota limits very high as opposed to not enabling them or turning them off.
Storage Space Allocation Report
The tools are available to Site Collection Administrators from the Site Settings page at the root of the Site Collection.
The tools will list out all of the content in the Site Collection. You can review Document Libraries, Documents, Lists, and the Recycle Bin.
Document Libraries – I find it helpful to know which libraries have the most content. By reviewing this list you can get an idea of which Document Libraries to target when reviewing the information architecture and taxonomy issues. This may also provide the information needed to make decisions on restructuring sites and site collections so that they are smaller and nimbler helping to reduce recovery time during disaster recovery.
Documents – It can also be informative to know how big the bigger documents are. This report will actually roll in prior versions as well so if there are a large number of versions you can review and clean up as needed. In the prior version of SharePoint it was not possible to set a maximum number of versions to save so I used this to review and manage prior versions. I had one case where there were some financial spreadsheets with over 100 versions at 75mb each. That is just wasted space unless there is a real business need.
Lists – List size can be very difficult to figure out without this tool. The number of records is important to know, but if there are attachments the list size can grow very quickly. This report will detail both the number of items, as well as the storage space consumed.
Recycle Bin – It will also report out what is in the recycle bin. There is nothing too exciting here.
How to Manage Quota Templates
The quota templates are available in Central Administration under Application Management, Quota Templates.
If you do not really want to manage quotas you can set this to a large value. If you have a charge back system in place where groups pay for the storage they use, try to identify a few different standard categories and assign a warning and max level. Here are some categories that I have used before.
• Personal Sites
• Personal Sites – Executive
• Medium Document Storage
• Heavy Document Storage
• Light Collaboration
• Medium Collaboration
• Heavy Collaboration
How to Enable Quota Management
The screen to enable quota management on a site collection is available in Central Administration under Application Management, Site Collection Quotas and Locks.
Note: If a site goes over its configured quota it will be set to locked. Even if you adjust the quota size you will still need to remove the lock.