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Minimize disk space used by FileCabinet CS

Follow these steps to reduce the amount of disk space used by FileCabinet CS.

Adjust your scanner settings

To reduce the amount of space used to store scanned documents, set your scanner software to scan documents in black and white (instead of in grayscale or in color).

If you scan the original documents (not copies) in black and white at 300 DPI, the resulting scans will be of high enough quality to send for Source Document Processing.

Archive rarely accessed documents to an alternate location

Free up disk space by moving older, seldom-used documents from the active data location and storing them in an archive location. By moving these documents to a different location (such as CD or an archive storage drive), then compacting the client data, you can reduce the amount of disk space needed in Virtual Office CS or SaaS.

Make sure that no one else is working in, printing files to, or backing up client data to FileCabinet CS.

In FileCabinet CS, select File
, then Archive
.

Select Create archive
.

Select from the following options:

Append the archive to this volume
: Select to add to an existing volume of archived documents.

Begin a new volume with this archive
: Select to create a new volume of archived documents. Then enter the volume label and any comments in the fields provided.

Select Continue
.

Select from the following options:

All contents of selected drawers
: Select to archive all of the documents in all of the folders in the drawers that you'll select later in this process.

Specific folders of selected drawers
: Select to limit the archive to the documents contained in specific folders within the selected drawers.

Select Continue
to open the Archive window.

Select the drawers you want to archive, then Select
.

Make sure the path listed in the Archive location group area goes to your archive drive. Use W:\CABINET_ARCHIVE
as the path to the archive storage drive location. To change the archive location, select Modify
.

note

You can use the Y:\FcabData\$Archive location, but that won't reduce the disk space as much as the W drive. The W drive is specifically used for archives and billed at a lower rate than the Y drive. The Y:\FcabData\$Archive location is used for firms that need to reduce data size in FileCabinet CS but aren't in danger of a space usage billing. Anything over 100 GB of FileCabinet CS data will cause performance issues in the application.

Don't use the archive location to store live production data. You can store archived data in the archive drive at a lower cost. The archive drive doesn't perform at the same level as the production file servers.

To find product pricing information, go to the product listing in your account.

Select Archive
to begin the archive process.

During the archive process, data is deleted from the FileCabinet CS data location and stored only in the archive data location. After the archive process is complete, you can select a volume icon in the folders window to view archive information, or double-click a volume icon to access archived documents.

note

After archiving, we recommend compacting the data for the best space savings.

Restore archived data

Follow these steps to restore the data your firm backed up to the archive storage drive.

In FileCabinet CS, select File
, then Archive
.

Select Restore archive
, then Continue
.

Make sure the restore path is W:\CABINET_ARCHIVE
.

Select the volumes you want to restore, then Restore
.

Reduce the number of data backups from CS Professional Suite applications into FileCabinet CS

Most CS Professional Suite applications include a feature to back up the application’s data into FileCabinet CS automatically. While this feature provides easy access to data backups, you might want to reduce the number of backups retained to minimize the disk space required for the corresponding FileCabinet CS drawer. For details on how to set the options for this feature in each CS Professional Suite application, see the help in the respective application.

Compact FileCabinet CS data files

Due to the architecture of the FileCabinet CS drawer data files, it's possible for the data files to contain unused space. This results in larger files than necessary. This issue is most common after you delete or archive data. To reduce the amount of unused space in the data files, you should compact the data files regularly.

Make sure that no one else is working in, printing files to, or backing up client data to FileCabinet CS.

In FileCabinet CS, select Help
, Repair
, then the Compact
tab.

In the Drawers available to compact pane, select the drawers with the data files you want to compact, then Select
.

Select Compact Drawers
.

When the process is finished, select OK
.

This article applies to:

Product: Virtual Office CS

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