The Community Network has implemented an automatic quota system on all departmental shared areas (sometimes referred to as your S:\ drive or your Shared Network Space). In any of the email notifications sent to you from this system you will find a web link. This web link will take you to the Northern Storage Portal which can help you identify how your department is using files on the server as well as ways to potentially help clean the shared area.
The web link to the Northern Storage Portal is sent to you any time you receive a quota notification message. Notifications generally indicate that you are approaching or have exceeded one of the notification levels.
At this time the tool only works with Microsoft Internet Explorer. If you are unable to use Internet Explorer (Apple Customers) you can use the CN Lite service to view these reports. You can find instructions on how to access the CN Lite service from the TechTip "How to Connect to CNLite".
Accessing the Northern Storage Portal for the first time
- Open up the e-mail that you received from our quota notification system.
- Click on the link to open up your specific department's area.
- If your default browser is not Internet Explorer you may need to copy the link and paste it into Internet Explorer manually.
- You may be prompted to install some webpage add-ons. Please accept these installations. These are safe.
Initial View - Scanning
After all of the webpage add-ons have been installed you will see the main page of the Northern Storage Portal. The system will automatically begin scanning your storage location in attempts to catalog and identify the files located within your shared area. You will see a progress bar in the bottom left-hand of the screen that looks like the picture below.
Once the scanning is completed, you can begin utilizing the tools that the Northern Storage Portal provides. In most cases, the Northern Storage Portal tools/reports for My Largest Files, My Duplicate files, and My Oldest Files will provide the information you need to quickly identify files that need to be addressed.
Initial View - Main Screen
Now that the scanning is completed, you will be at the main Northern Storage Portal page in front of you and ready to use. Each section of the Northern Storage Portal has its own section where you will be able to review the list of files as well as perform functions on them (copying, deleting, moving, etc.). Below is a brief explanation of the tools and views that will be the most likely to help you with your storage quotas.
Tools and Reports
When using or viewing any of these tools or reports, you have the option to use the Delete, Move, Copy, or Open buttons. These buttons will allow you to determine if that particular file needs to be addressed or if it can be safely left untouched.
Deleting or moving a file via the buttons on this report will delete/move the file from the server. If you accidently delete something please use the Previous Versions tool (from your S:\ drive) or contact the Community Network for assistance.
Disk Space Status
The Disk Space Status tool displays what your total quota is, and where your department currently is at, and the thresholds that are currently in place (they trigger the e-mails you receive). You can compare your results here from before and after clean-up. If after clean-up you are still close to your quota threshold you may consider working with the Community Network to purchase additional quota space. Instructions on doing that can be found in the section titled "Next Steps" near the bottom of this Tech Tip.
The Largest Files tool displays a listing of the largest files in your shared area. This list is sorted by size (you can change this to sort by any of the available columns) and this tool is the fastest way to drop down your storage usage. The tool helps identify where the file is located, when it was last accessed, and who the owner is. You can then determine if the file needs to remain or if it needs to be deleted.
Note: Sometimes the owner information is unavailable or unhelpful. This is especially true with older files for individuals that no longer work for the department or University.
The Duplicate Files tool displays a listing of the files in the shared area that the system believes are duplicates. This tool breaks the documents up into "Sets" and assigns them a number. The name of the document may not be the same, the system looks at the contents of the files in the comparison in checking to see if they are similar. So if Jane in Accounting saves the department phone list as "Departmental Phone List" and Joe in Human Resources saves it as "Dept. Phone List of Numbers" the system will know they are the same. You can then determine what needs to be done with them.
The Oldest Files tool simply lists the documents in your shared area sorted by age. Documents that are old (especially from pre-2009) generally have little value. Backing these files up to a CD or USB stick and taking them off the network will free up space on your shared area for new files.
After using the features of the Northern Storage Portal you should be able to cut down on old, duplicate, and un-needed files stored on your department shared areas. If time isn't on your side or if your department simply has outgrown its quota the Community Network has made it easy to increase the size of your quota. If you would like to purchase additional space, simply have the signature authority for your department approve the additional charge, provide the index to charge, and reply back to the quota message with that information.
If you run into any difficulties with the Northern Storage Portal, the quota increase process, or have additional questions please feel free to contact the Community Network at 541-737-8787.