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How much your archive holds

Archive Storage Usage: a dashboard of space, files and storage tiers

ARCHIVE STORAGE USAGE is a dashboard of an organisation's archive storage: the space used, the archived documents, the space each site and library takes, what was archived each month and the storage tier it sits in. It opens on the last count, dated; Refresh counts again. Counting reads the list of files only: nothing is opened, downloaded or changed.

Reads only. Nothing in SharePoint is changed.
On this page What it tells you How it runs How it works What it will not do Read next

What it tells you

  • Each archived file is stored under the site and library it came from, so the count can place every one without opening it. Libraries are named from this computer's archive history; one archived from another computer shows its id instead.
  • DOCUMENTS and FILES can differ. A document that was archived, restored, changed and archived again leaves its earlier copy in storage. Those are counted as EARLIER COPIES, so you can see the space they hold.
  • OTHER FILES are the files in the container that are not archived documents: saved plans and their run logs, and anything uploaded through the Blob Viewer.
  • The access tier line says how much sits in each Azure tier (Hot, Cool, Cold or Archive), which is what the storage is billed at.

How it runs

  1. Open it. ShareMaster Archive → Archive Storage Usage, choose the organisation and sign in. The charts show its last count; the first time, it is counted first.
  2. Bring it up to date. Refresh counts again - Last updated under the title says when the figures are from.
  3. Keep it. Save to Excel writes a workbook: a Summary sheet and one row per library. Every count is also kept in Report History.

How it works

A count lists the blobs in the container with your own Microsoft sign-in and reads nothing inside them. Each archived file's blob name carries the site, library and item it came from, so its place is worked out from the name, and its size, date and access tier come from the listing itself. Blobs are sorted into three kinds: archived files, ShareMaster's own plan and log files, and anything else.

When one item has more than one archived copy, the newest by date is taken as the current one and the rest are counted as earlier copies. Documents are distinct items; files are blobs. The months are taken from each archived file's date in storage, in UTC, and library names come from this computer's archive history.

A finished count is saved as a small file on this computer for each organisation, so the page opens on it next time without counting again, and a new count replaces it. A saved count that cannot be read simply means the page counts again. Each count is also added to Report History.

What it will not do

  • Stop ends a count where it is. A stopped refresh keeps the last complete figures on screen; a first count that is stopped shows what was counted and says so.
  • It counts what is in the container, not which archived documents SharePoint still links to.

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