Manage Data Storage Space | Zoho CRM - Help

Manage Data Storage Space

The storage space in Zoho CRM is divided into two categories:  Data  and  File for a clearer representation. These categories are further classified into  Storage and Usage details .

Data storage

It is the total space occupied by the records in the standard and custom module, which is inclusive of the notes that are added to the records. It also includes the space occupied by the data in your recycle bin.

How is the data storage calculated?

Data storage is calculated by taking the size of the records that you store in every module, the notes added to the records, and the data stored in the recycle bin. 
(These are approximate values that are arrived based on the average consumption of a user).

System defined modules
(Leads, Contacts, Accounts, Deals, Campaigns, Products, Vendors, Quotes, Purchase Orders, Invoices, Sales Orders, Cases, Price Books, Visits, Tasks, Calls, and Events)
2 KB
Custom Modules
2 KB
Linking Modules
1 KB
1 KB
Emails (each records in the email related list)
1 KB
Recycle Bin
Size for each component will be same as above

Purchasing additional data storage

Apart from the default storage space that is provided with the subscribed edition, you can purchase additional data storage separately. 

Before data limitations is implemented:
Additional Data storage at $4 /100 MB/month (approximately 50,000 records) - This is currently an offline purchase and is not mentioned under the Manage subscriptions yet. 
We will inform you about the your current data storage usage. If you are close to exhausting your storage limit or have already reached the limit you can purchase the additional storage. 
Note that the additional storage space is charged on a monthly basis, i.e., you will have to continue paying $4 every consecutive month.
After data restrictions are implemented: 
There will be an option for in-app purchase of data storage. This will be available in manage subscriptions at the time of implementing the data restrictions
You will be entitled for default storage space based on the Zoho CRM subscription you purchase.
For the trial editions , the base data storage limit is 5,000 records only. However, if a user chooses to trial any edition while being subscribed to a paid edition, then they will be entitled for the base storage of the purchased edition (the trial editions limits will be inapplicable). For example, if you have subscribed for Professional edition and choose Enterprise trial edition, then the data storage limits will be as per the Professional edition. 
Below is the edition-wise data storage availability details:  
Base Storage for an Org
(approximate values)
Additional Storage for an Org
(based on each user license purchased)
Maximum Additional Storage
5,000 records
You cannot purchase additional user licenses in Free edition.

100,000 records
(200 MB)
(purchasing user licenses will not increase the base storage limit)
10 GB
(5 million records)
20 MB
5 GB
10 GB
(5 million records)
50 MB
10 GB
CRM Plus
10 GB
20 MB
10 GB
Zoho One
10 GB
20 MB
10 GB
10 GB
100 MB
(50,000 records)
10 GB
For example, if you subscribe for a Professional edition and purchase 2 user licenses you will get a total storage space of 10 GB + 20 MB (10 MB for each user). You can purchase additional data storage to expand the storage limit to a maximum of 5 GB (This storage is independent of the user license purchase). 

Rationale for separating Data and File storage

The data that you store in CRM are used by the system to generate meaningful insights. For example, the leads details are processed by CRM to generate reports, dashboards, make predictions, give recommendations, and in creating custom analysis. In order to churn useful and actionable information, the system has to perform numerous operations on the stored data. 
In addition, if unchecked and limitless data is stored over a long period it becomes difficult to make meaningful analyses and the results may be skewed. Therefore, it is essential to keep a check on the data that is entering and stored in your org's CRM account, also it is instrumental in maintaining a clean database.

Components in Data Storage

Data storage is classified into storage and usage details.
In  storage details you can see:
  1. the total space allocated for the ascribed subscription. 
  2. used data storage
  3. remaining storage space (we calculate the remaining space periodically).

In  usage details you can view the total space occupied by the data in each module, that is inclusive of all the records and notes. 

To view the data storage
  1. Go to Setup > Data Administration > Storage.
  2. In the Storage page, click the Data tab to view the total data storage space and usage details of each user.

File Storage

It includes the space occupied by the images, attachments (records and email), email templates, and documents that are associated with a record. You can see the feature-wise storage break-up, for example mail-merge and documents. The used storage also includes the space occupied by data and files present in the recycle bin.

File Storage (For an organization)
Additional file storage (for an org)

1GB + 512 MB/ User license
1GB + 512 MB/ User license
1GB + 1 GB/ User license
5 GB + 1 GB/ User license

You can purchase additional file storage (minimum 5 GB) priced at USD 4/month for 5 GB. You can purchase up to 100 GB extra storage from the  Manage Subscription   page in your CRM account. 
In storage details you can see the total space occupied by the files.
In  usage details you can see the storage occupied by the individuals in your team.

To view the file storage
  1. Go to Setup > Data Administration > Storage.
  2. In the Storage page, click the File tab to view the total file storage and usage details.

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