Storage Optimizer documentation

On this page, you can see the analyzed data in a visual representation and follow the progress of the analysis. By default, the page shows the latest statistics for the analyzed data, however, it is also possible to switch between the scopes.
The scope is a logical group of site collections selected for the analysis, their data (files, version counts, size) is summarized during the analysis. A scope can contain site collections from whatever group selected on the Analyze page from the list.

All previously configured (and active) scopes are available from the dropdown menu on the right side of the page. From here, you can restart or stop the analysis, change or delete the scope.

The Dashboard page includes the following sections:

1. Analyzed Data
2. Archiving strategy
3. Optimization

1. Analyzed Data

In this section, you can see the summary of the analyzed data from the selected scope. This section provides you the following information:

1. Total size – how much data you have in the analyzed site collection
2. Number of files – how many files you have in the analyzed scope
3. Number of versions – how many versions are in the selected site collection
4. Time chart – it shows the distribution of files in time. The data is grouped by the time intervals based on the last modification date:
• files younger than 3 months
• files modified between the last 3 to 6 months
• items modified in the last 6-12 months
• items modified between the last 1 to 3 years
• files older than 3 years
5. Analyzed data – a detailed chart of the analyzed data, grouped by the categories: images, documents, videos, presentations, recycle bin, etc. This section changes depending on what files you have in the analyzed site collection.

2. Archiving strategy

In this column, the archiving strategies are described, and the SharePoint storage saving is shown in a chart. The description varies depending on which optimization is selected: Minimal, Optimal, and Aggressive. Also, the graph illustrates the percentage of SharePoint storage saving with different colors.

3. Optimization

Here you can see how much money (saved costs/year) you could spare using the different archiving strategies. The archiving strategy contains three options:

1. Minimal
2. Optimal
3. Aggressive

1. Minimal
In this strategy, the primary focus is on the user experience by preserving all documents in their original state. To optimize storage costs, this strategy mainly targets older or less relevant document versions for removal.
As a result, users will have access to all their documents while simultaneously achieving cost savings.
In the case of this strategy, only the versions older than 1 year will be removed. The files themselves won’t be touched. The optimization will display the offloaded files and removed versions in bytes and percentages.

2. Optimal
This archiving strategy balances the user experience and storage costs. It involves offloading files that have not been modified in the last 3 years and removing the versions older than 1 year.
This means that the most active files will be unchanged for the users, while the older and less used files will be accessible through a shortcut pointing to the archive. The tool will show the offloaded files and removed versions in bytes and percentages on the right side of the page.

3. Aggressive
The aggressive strategy takes a storage centric approach, prioritizing cost reduction over user experience. It replaces outdated files (files older than 1 year) with shortcuts and removes all versions. The offloaded content is accessible via shortcuts pointing to an archive (SharePoint, OneDrive, or Teams archive).
The optimization will display the offloaded files and removed versions in bytes and percentage on the Dashboard tab.

The last component of the page is the Talk to our expert button, which gives you the opportunity to share your comments and opinions with us. After pressing the button, the window is automatically filled with some basic information about your Storage Optimizer. You only need to add your name, email address, and your personal message.