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Any shared Nextcloud server is bound to be full of data. Shared servers allow for easier collaboration, and ensure that files and information are easily available to employees, partners, and clients. They also help businesses and organizations collect data efficiently.

However, stored data can quickly eat up precious space, and it’s important that you regularly monitor space usage on your Nextcloud server.

Just as people clean their homes to start fresh in the new year, your server might also be in need of a good cleanup. Here are a few things you can do to organize and clean up your Nextcloud server.

Review your data

Chances are your server is full of files and folders from years ago. Some may be worth keeping, while others can be safely deleted. Set aside some time to review all the data on the server. It’s also a good idea to loop in relevant stakeholders and have them look through the files to ensure critical files aren’t overlooked.

Create rules and a set structure

Left unchecked, a shared server can quickly become sloppy. People add folders with confusing names or put files in the wrong spaces. It’s important that you establish a folder structure and rules to govern the addition and movement of files.

For instance, you may create separate folders for each team, as well as one shared folder that applies to all groups. Under each team folder, you may assign a subfolder for each team member, and additional folders for other needs.

Inconsistent file naming can also cause server chaos, so make sure to create a standard folder and file naming convention that applies to everyone.

Auto clean-up your files

The Sendent app for Nextcloud is integrated with Retention app, a Nextcloud app that allows for the automatic deletion of files from a server. This allows Sendent admins to maintain their Nextcloud server without having to manually delete shared files. For detailed instructions, please visit our help article.

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