SharePoint Storage Metrics

Problem

Are you having a quota limit exceeded problem and you want to know which site or list/library is consuming all the storage. Increasing the quota does not help? 

Resolution:

Storage Metrics

You can trace the sites that are using maximum storage on the server.

Storage Metrics provide a summarized report of how storage for the site collection is being used across Site Collections and Sites. This helps administrators and owners to quickly identify content that can be archived or removed in order to remain within their allocated quotas.

To begin using Storage Metrics select Site Actions, and then click Site Settings.

From Site Settings select Storage Metrics under Site Collection Administration or simply enter the following URL

http://siteColl/_layouts/storman.aspx 

 It will show complete report of the site usage.

 You can drill-down to building block level by clicking the title of the items in the report.

Storage Metrics shows wrong size of the list item or Document

The storage metrics shows a huge size of the documents ( that is not the actual size) due to its previous versions that are stored in its Content Database. 

As an example http://siteColl//Documents/abc.pptx this file has an actual size of 55.6 MB  and has 300 versions available so it takes a total quota size of 300 x 55.6 MB data. 
If this is the issue with a single document library or a list or lets say a few of them you can simply limit the maximum versions according to need (I set it to 5) for that library. But we actually need a permanent solution for the issue as there are a lot of documents available. 
A hotfix from Microsoft is available on  http://support.microsoft.com/kb/2687339  Apply this hotfix on your server. Or you can write custom code in Powershell or Server Object model to update the maximum version of the libraries or lists to desired numbers and updating all the list items.


Limiting the versions of document libraries and list while enabling versioning is a huge plus.