Managing Quotas - Performing Regular Maintenance Print

The value of your information changes over time and all computer systems generate temporary files while they are working with your information. This will cause your system storage for email and other documents to grow, often very significantly, over time. Growth of stored information requires additional disk space and also affects the processing power to run applications, perform backups successfully, and perform system upgrades. Quotas are in place to flag the cost of storing your information and also to flag the amount of processing power you are consuming. Performing regular maintenance will help you minimize your computing system costs over time.

1. Evaluate the value of information to you. What has real value and over what time period does it retain value?

• A business order has value until the order is delivered and the invoice paid and maybe is needed until you close your next business period or until the end of your return exchange policy. The invoice for this order showing your payment received may be required for long term tax or audit purposes.
• Email may be valuable in the short term but typically has very little value after ninety days.

2. Implement an appropriate process for removing information where value has expired. Each business application and/or process may have its own retention profile and its own maintenance process based on the type or stored format of the information.

• You may need to implement a monthly process to archive and/or purge order transaction data.
• You may need to implement a process to archive and/or delete email older tha ninety days.

3. What temporary, log, or backup files are generated by your applications and hosting environment?

1. Review environment reports for awareness of usage trends
   1. Disk Usage: https://<yourdomain>:2082/frontend/x3/diskusage/index.html
   2. Bandwidth: https://<yourdomain>:2082/frontend/x3/stats/bandwidth.html
   3. Web Site Statistics - who has visited: https://<yourdomain>:2082/frontend/x3/stats/webalizer_landing.html
   4. AWSTATS - about visitors: https://<yourdomain>:2082/frontend/x3/stats/awstats_landing.html
2. Establish a retention policy for sytem and transactional information and the operating practice that ensures it is carried out routinely.
   1. Manual Backups: https://<yourdomain>:2082/frontend/x3/backup/index.html
   2. Server File Manager: https://<yourdomain>:2082/frontend/x3/filemanager/index.html?showhidden=1&dir=/public_html
   3. CRON - job scheduling: https://<yourdomain>:2082/frontend/x3/cron/index.html
3. Think about your response when you exceed a quota. Will you simply pay to raise the quota or are there non-essential components that you will eliminate?