1. Automatically Clean Up Storage with a Data Retention Policy
2. Turn On Auto-Deletion for File Versions
   
3. Manage Large Files Across Your Team
4. Set a custom My Folders storage for your team members
5. Monitor your team storage
6. Expand Your Storage or Upgrade Your Subscription if Needed
7. Encourage Users to Clean Up Their Own Files

1. Automatically Clean Up Storage with a Data Retention Policy

To keep your storage optimized, admins can configure a Data Retention Policy. This policy allows you to automatically delete items in the Trash after they’ve been there for a specific number of days (e.g., 7, 15, or 30 days).

1. Free up space without manual effort
2. Prevent old, forgotten files from piling up
3. Maintain a cleaner, more manageable file system

2. Turn On Auto-Deletion for File Versions

WorkDrive stores multiple versions of a file to help track changes and maintain a version history. However, these older versions can take up significant space over time.

1. Go to Admin Console > Settings > Storage
2. Set a limit for how many file versions to keep (e.g., only retain the latest 5 versions)
3. Once the limit is reached, older versions will be deleted automatically

3. Manage Large Files Across Your Team

Feature availability: Available only for WorkDrive Business Plan users

1. Open the Admin Console.
2. Navigate to the Data Administration section.
3. Click on the Large Files tab.
   
   
   

Note: Only files over 100 MB will appear here.

1. File Name: Displays the name of the file.
   
2. No. of Versions: Shows the total number of versions of the file.
   
3. Storage Used: Reflects the total space taken by the file, including all its versions.

1. If the file is no longer needed, you can move it to the Trash.
2. Keep in mind: Files in Trash still occupy space until they’re permanently deleted.
3. To free up the space completely, go to the respective Trash folders and delete the file permanently.
   

1. If the file is still needed, but older versions aren’t, use the Manage Versions option.
2. This allows you to:
1. View the version history of the file
2. Delete outdated versions in single or in bulk. Learn more about bulk version deletion
3. Apply version control settings, such as setting limits on how many versions are retained. Learn more about version control settings

4. Set a custom My Folders storage for your team members

However, if you want to control how much storage your team members can use in their personal My Folders, WorkDrive lets you set custom storage limits.

1. Team Level: Apply a default My Folders storage limit to all users in your team.
2. User Level: Set personalized limits for specific users who may require more or less storage.

5. Monitor your team storage

Admin Console > Dashboard

1. Total storage used by your team
2. Breakdown by users and Team Folders, showing how storage is distributed across your workspace

6. Expand Your Storage or Upgrade Your Subscription if Needed

1. Purchase Storage Add-Ons: Easily increase your team’s storage capacity by purchasing an add-on. This is the fastest way to get more space without deleting any existing data.
   
   
2. Upgrade to a Higher Plan: If you’re currently on the Starter or Team plan and need more storage or advanced features, consider upgrading to the Business plan. It offers higher storage limits and additional capabilities to support larger teams and heavier workloads. Learn more about WorkDrive plans and pricing
   
   
3. Add New User Licenses: Every time you add a new user to your WorkDrive team, additional shared storage is automatically added. This is a smart solution if your team is growing and requires more storage to support ongoing collaboration.

7. Encourage Users to Clean Up Their Own Files

1. Review their My Folders and Team Folders regularly
2. Delete outdated, duplicate, or unused files
3. Empty their Trash to save up the storage space
4. Clear out large or duplicate files they no longer use

Tip: Consider sending periodic reminders or setting up a team policy to encourage regular cleanup habits.