How much data is in each of your systems?

Google Chat shows no storage total. Message counts are the closest measure.

1. Sign in at admin.google.com as an admin with the Reports administrator privilege.
2. Go to Menu > Reporting > Apps Reports > Google Chat and note the Messages sent report, or click Download.
3. For each person, go to Menu > Reporting > User Reports > Apps usage and read Chat messages or reactions, 28-day and Chat uploaded attachments, 28-day.

• By type: The admin Storage page covers Gmail, Drive, and Photos only. Use the attachments column above for files.
• How far back: In Vault, search one long-running space with Date sent set to your first year. Results mean history goes back that far.
• No admin access? Ask your Google Workspace admin: "How many Google Chat messages do we send a month, and how far back does our Chat history go?"

1. Sign in to the Microsoft 365 admin center at admin.microsoft.com.
2. Select Reports > Usage. If Reports is hidden, select Show all first.
3. Under Reports, select Microsoft Teams, then the Team usage tab. It counts Posts and Replies per team, not storage.
4. Files live elsewhere: channel files in each team's SharePoint site, chat files in the sender's OneDrive. Check SharePoint (Storage tab) and OneDrive (Usage tab).

• By type: Per team: in the SharePoint admin center, open Sites > Active sites and pick the Sites connected to Teams view. Channel meeting recordings go to the team's SharePoint Recordings folder, others to the organizer's OneDrive.
• How far back: Reports cover 180 days at most. An eDiscovery search (see Steps) with an early date range shows whether older chats exist.
• No admin access? Needs a Global, Teams, or SharePoint admin, or Reports Reader. Ask your IT person: "How much Teams data do we have, including files and recordings, and how far back do our chats go?"

1. In Slack on a computer, click Admin in the sidebar, then Workspace analytics. On Enterprise plans, click your organization name, then Tools & settings > Workspace analytics.
2. On the Overview tab, click Last 28 days in the top-right corner and pick the widest range.
3. Note Messages sent and Files uploaded, or click Export.

• By type: Slack does not show storage in gigabytes, only message and file counts. Paid plans add Channels and Members tabs with counts per channel and per person. For a byte figure, ask Slack support.
• How far back: The Channels tab shows a Created date for each channel (add it with Edit columns). Free workspaces show only the last 90 days.
• No admin access? Workspace Owners and Admins, and members they allow, can see analytics. Ask your IT person: "How many messages and files are in our Slack workspace, and how far back does it go?"

1. Sign in at admin.google.com as an admin with the Storage administrator privilege.
2. Click Menu > Storage. The top shows your organization's total storage use and limit.
3. Point to each service to see Gmail, Drive, and Photos use separately.
4. For mail per person, go to Menu > Reporting > User Reports > Apps usage and read Gmail storage used (MB). This needs the Reports administrator privilege.

• By type: Gmail does not split message text from attachments. Search Gmail for has:attachment larger:10M to spot big attachments.
• How far back: Search Gmail for older_than:5y, then raise the number until nothing comes up.
• No admin access? Anyone can see their own Gmail, Drive, and Photos use at drive.google.com/drive/quota. Ask your IT person: "How much Gmail storage does our Google Workspace account use, and how far back does our email go?"

1. Sign in to the Microsoft 365 admin center at admin.microsoft.com.
2. Select Reports > Usage. If Reports is hidden, select Show all first.
3. Under Reports, select Exchange, then the Email activity tab, then View More.
4. From the Email activity drop-down, select Exchange > Mailbox usage. The Storage chart shows total mailbox storage. The table lists Storage used (MB) per mailbox; Export saves a CSV.

• By type: No split between message text and attachments. Switch the drop-down above the charts to Shared for shared mailboxes. Archive mailboxes are not in the chart.
• How far back: Create date shows when each mailbox was set up. In new Outlook or Outlook on the web, select Filters > Sort > Oldest on top.
• No admin access? Needs a Global or Exchange admin, or the Reports Reader role. Ask your IT person: "How much mailbox storage does our Microsoft 365 account use, and how far back does our email go?"

Aircall shows no storage total. Call counts are the useful measure.

1. In the Aircall Dashboard, open Call History and set the Date filter as far back as it goes.
2. Read the total number of calls in the table's top-right corner.
3. For talk time, open Analytics > Overview. The General Performance tab shows Total calls and Average Call Talk Time; multiply them.

• By type: Recordings show no size. Professional keeps them with no storage cap; Essentials storage is limited. Texts are on the Messages tab.
• How far back: Call History covers 6 months on Essentials, 12 on Professional. Aircall Support can retrieve older recordings: 1 year back on Essentials, everything stored on Professional.
• No admin access? Both views need an Admin or Supervisor. Ask one: "How many calls and recordings do we have in Aircall, and how far back do they go?"

CallRail shows no storage total. Call counts and minutes are the useful measure.

1. Select Analytics, then Reports at the top of the page.
2. Under Acquisition in the left menu, choose Calls by Company.
3. Keep Total selected in the drop-down and set the widest date range.
4. The table shows total calls per company. Select Edit Columns and add minutes from the Duration group to see total call minutes.

• By type: Calls, recordings, voicemails, texts, and form submissions have no size shown.
• How far back: At most 25 months. CallRail deletes calls, recordings, voicemails, and texts after that and can't extend it, so older data exists only if you exported it.
• No admin access? Reports show only the companies you can access. Ask your CallRail administrator: "How many calls and call minutes do we have in CallRail over the last 25 months?"

Dialpad shows no storage total. Call counts and talk minutes are the useful measure.

1. In the Admin Portal, select Analytics, choose your office, and set the widest date range.
2. Select Export (.csv) > Call Logs > Send report. Count rows for call volume, and sum the talk_duration column for talk minutes.
3. For texts, export Texts statistics, which counts texts sent per user.

• By type: Recordings, transcripts, voicemails, and texts show no size. The Recordings export lists every recording once Customer Care enables it.
• How far back: Dialpad keeps data until deleted or a retention policy removes it. Recordings and transcripts stay viewable 45 days to one year, by plan.
• No admin access? Users can export their own call logs. Ask a Company Admin: "How many calls, recordings, and texts do we have in Dialpad, and is a retention policy set?"

Gong shows no storage total. Call counts and recording hours are the useful measure.

1. Click Conversations > Search.
2. Click +Add filters, add Date, and pick the widest range.
3. Click More actions > Download call data > Send report via email.
4. Count the rows for calls, and add up the Duration column for recording hours.

• By type: Gong stores recordings, transcripts, and emails with no size split. The Conferencing provider and Direction columns separate video meetings from phone calls.
• How far back: Gong keeps calls three years by default, less for newer customers. Calls in the company library stay until deleted.
• No admin access? The export needs the Export reports to CSV permission. Ask your Gong Tech admin: "How many calls and recording hours do we have in Gong, and what is our retention period?"

1. Zoom: in the web portal, click Account Management > Reports, then Cloud Recording. Storage shows at the top; click a usage number to split it by host.
2. Google Meet: transcripts sit in the organizer's Drive, in the Google Meet folder. Click Storage in Drive's left menu to list files largest first.
3. Microsoft Teams: files go to the organizer's OneDrive (channel meetings: SharePoint), in a Recordings folder. On the OneDrive website, click the storage figure on the left.
4. Otter: plans count minutes, not storage. Count your conversations.

• By type: Video takes nearly all the space; Microsoft puts a one-hour Teams recording at about 400 MB. Transcripts are small text, so count meetings, not gigabytes.
• How far back: In Zoom's recordings list, Advanced Search filters by date range. In Drive or OneDrive, sort the folder by date.
• No admin access? Zoom's report needs an account owner or admin. Ask your IT person: "How many of our meetings have transcripts, and how far back do they go?"

1. Sign in to the Admin Portal and click Analytics & Logs > Call Log.
2. Pick Last 60 days or custom dates and click Apply. Click Download, tick Call Log, and count the rows for your call volume.
3. Click the filter icon, set Types of Call to Recorded Calls Only, and click Apply to see how many calls were recorded.

• By type: RingCentral shows no storage meter. It keeps automatic recordings 90 days (up to 100,000 per account), up to 200 received voicemails, and up to 5,000 texts per user folder.
• How far back: Call logs are kept 12 months for most accounts and recordings 90 days, unless you back them up.
• No admin access? Admins see the company call log. Ask an admin, or ask RingCentral support: "How many calls, recordings, voicemails, and texts do we have stored, and how far back do they go?"

1. Sign in at box.com as an Admin or Co-admin, then click Admin Console in the navigation bar.
2. Go to Account and Billing. The Usage section shows total storage used and any limit.
3. Go to Insights. The Storage tile charts all storage by file type; click Show Details for the list.
4. For a file list, go to Reports > Create Report, select Folders & Files, click Next, then Run. The CSV lands in your Box Reports folder. Reports need a Business plan or higher.

• By type: The Storage tile splits by file type. It counts every saved version, so totals run higher than file sizes.
• How far back: Sort the Folders and Files CSV by its Created or Uploaded column.
• No admin access? Admins, and Co-admins allowed to run reports, can see this. Ask your IT person: "How much storage is our Box account using, and how far back do our files go?"

1. Log in to dropbox.com as a team admin.
2. Click Admin console in the left sidebar, then Dashboard. Under Team usage, Storage shows the team's total use and limit.
3. Storage details on the dashboard breaks use down by Team folders, Usage history, and Team member. Click See all members for everyone.
4. For a CSV, under Products click the dropdown next to Dropbox, then Content > Export storage report > Start export. It lands in your Dropbox Business reports folder.

• By type: Split by folder and person, not file type. Each person's storage bar (avatar > Settings > Plan) splits regular files, shared files, Backup, and Replay.
• How far back: Dropbox has no oldest-file view. The team folders report lists last modified dates.
• No admin access? Team admins and reporting admins, among others, can see this. Ask your IT person: "How much storage is our Dropbox team using, and how far back do our files go?"

1. Sign in to Egnyte as an admin, then click the Reports icon on the left.
2. Under Dashboard, the Storage tab breaks down storage use and its 30-day change.
3. For your total against the plan, hover over the storage counter in Settings > Subscriptions > Current Plan.
4. For sizes and file counts per folder, run Storage Reports > Folder Size Report in the Reports Center.

• By type: Files, trash, and backup versions all count; the counter splits them, but not by file type.
• How far back: Egnyte has no oldest-file view. Search All Folders with a Modified Time filter, moving the period back until nothing comes up.
• No admin access? Admins, and Power Users with the can run reports role, can see this. Ask your IT person: "How much storage is our Egnyte account using, and how far back do our files go?"

1. Sign in at admin.google.com as an admin with the Storage administrator privilege.
2. Click Menu > Storage. The top shows your organization's total storage use and limit. Point to each service to see Drive, Gmail, and Photos separately.
3. Click View all shared drives or View all users for lists ranked by size.
4. For a per-person table, go to Menu > Reporting > User Reports > Apps usage and read Drive storage used (MB).

• By type: The Admin console has no file-type split. In Drive, the Type filter narrows to PDFs, videos, and so on, and Storage on the left lists your files largest first.
• How far back: Search Drive for createdbefore:2015-01-01, then move the date back until nothing comes up.
• No admin access? Anyone can see their own use at drive.google.com/drive/quota. Ask your IT person: "How much Google Drive storage do we use, including shared drives, and how old are our oldest files?"

1. Windows: in File Explorer, right-click the main shared folder and select Properties. The General tab shows the total size and how many files and folders it holds. For a whole drive, open it, press Ctrl+A, then right-click and select Properties.
2. Synology: sign in to the NAS in your browser and open Storage Manager. Overview shows volume usage. For a breakdown, go to Storage > Volume, click the more icon at the upper right, and select Usage Details (Btrfs volumes only).

• By type: In Synology Storage Analyzer, under Report Profile, click Create, finish the wizard, then click Generate reports now. The report's File Type tab shows size per file type. On Windows, check photo or scan folders with Properties.
• How far back: Find the oldest year or job folder. In File Explorer's Details view, sort by Date modified.
• No admin access? Windows counts only files you can open, and skips hidden files. Ask your IT person: "How much data is on our shared drive, how much is photos and scans, and how far back does it go?"

1. Windows: in File Explorer, right-click the folder that holds the documents and select Properties.
2. Read Size for the total and Contains for the file count.
3. Mac: in Finder, select the folder and choose File > Get Info (Command-I) to see its size.
4. Repeat for each top-level folder.

• By type: On Windows, open the folder, type *.pdf in the search box, press Ctrl+A, then right-click and select Properties for the total. Repeat for *.tif, *.jpg, and *.docx. On a Mac, search kind:pdf or kind:images, then click the Group icon and choose Size.
• How far back: On Windows, select View > Details and sort by Date modified. On a Mac, click the Group icon and choose Date Created.
• No admin access? Anyone who can open the folder can do this. For a file server, ask your IT person: "How big is our documents share, and how old is the oldest file?"

1. Sign in to the Microsoft 365 admin center at admin.microsoft.com.
2. Select Reports > Usage. If Reports is hidden, select Show all first.
3. Under Reports, select SharePoint, then the Storage tab: total used, quota, space left, and the growth trend.
4. The Site usage tab lists files and Storage used (MB) per site.
5. Under Reports, select OneDrive, then the Usage tab, for storage in each person's OneDrive. Export saves a CSV.

• By type: No file-type split, only per site and per person. In the SharePoint admin center, Sites > Active sites has a Largest sites view.
• How far back: The reports do not show file dates. In a library, select the Modified column header and choose the oldest-first sort.
• No admin access? Needs a Global or SharePoint admin, or the Reports Reader role. Ask your IT person: "How much SharePoint and OneDrive storage do we use, and how old are our oldest files?"

1. Windows: in File Explorer, right-click the folder that holds your trackers and select Properties. Read Size and Contains.
2. Mac: in Finder, select the folder and choose File > Get Info (Command-I).
3. Google Sheets: in Google Drive, click Storage in the left menu to list files largest first.
4. Airtable: go to airtable.com/account and select the workspace under Workspace settings. The usage summary shows records and attachments per base.

• By type: On Windows, search the folder for *.xlsx, press Ctrl+A, then right-click and select Properties. Repeat for *.csv. On a Mac, search name:.xlsx. Airtable splits records from attachments.
• How far back: Sort a big tracker's main date column oldest first.
• No admin access? Anyone can check a folder they can open; Airtable usage is for workspace owners. Ask your IT person: "How big is the folder where our trackers live, and how far back do they go?"

These steps are for Confluence Cloud.

1. Sign in as a Confluence admin and go to admin.atlassian.com, or the Administration tab in Confluence. Select your organization if asked.
2. Select your site's name and URL. If you see Apps instead, select Apps, then your site.
3. Under Site settings, select Storage.
4. Note the storage used and remaining for Confluence. It updates every 4 hours.

• By type: In Confluence Administration > Settings, select Space Reports, click Create Reports, then Download. The CSV lists each space's Content Count, Attachments, and Storage used (MB). Needs Standard, Premium, or Enterprise.
• How far back: The same CSV has a Creation Date for each space. Sort by it to find your oldest space.
• No admin access? Only Confluence admins can see this. Ask your Confluence admin: "How much Confluence storage are we using, and how far back does our content go?"

Notion shows no storage total. The closest measure is the size of a full workspace export, which includes uploaded files.

1. Sign in to Notion on desktop or web as a workspace owner.
2. Go to Settings in your sidebar.
3. Under Workspace, select General.
4. Select Export all workspace content. It can take up to 30 hours.
5. Note the size of the download Notion emails you. You don't need to send it.

• By type: Notion shows no split between pages and uploads. On Enterprise, Settings > Analytics > Content lists your pages, which gives a page count.
• How far back: Click Search at the top of your sidebar, search for a common word, and sort by Created: Oldest First.
• No admin access? Only workspace owners can export the whole workspace. Ask your workspace owner: "How big is our Notion workspace with uploads, and when was our oldest page created?"

HubSpot does not show a storage size. Record counts are the useful measure.

1. Log in to HubSpot, click More, then go to Data Management > Data Model. If More doesn't appear, go there directly.
2. Open the Limits tab.
3. In the left sidebar, click Objects.
4. Note the record count for each object, such as contacts, deals, and tickets.

• By type: HubSpot shows no split between records and files. Files in Content > Files show their own size, but no total.
• How far back: Open CRM > Contacts or CRM > Deals in Table view and sort the Create date column oldest first. If it's missing, add it with Add column from a column's three-dot menu.
• No admin access? The Limits tab needs a Starter, Professional, or Enterprise subscription. Ask your HubSpot Super Admin: "How many contacts, deals, and tickets do we have, and when was our oldest record created?"

Mailchimp shows no storage total. Contacts and campaigns are the useful measure.

1. Click Analytics, then Audience, and pick each audience from the drop-down next to the title. Audience Overview shows total contacts by status. This needs the Standard plan or higher.
2. On any plan, the Account Overview page shows your contact total against your plan's limit.
3. For campaigns, click Campaigns, then View analytics > Download All Reports > Generate Export. Count the rows in the file.

• By type: Contacts in two audiences count twice. Archived, cleaned, and deleted contacts don't count. Automations aren't in the all-reports file.
• How far back: In a contact export, sort by OPTIN_TIME or CONFIRM_TIME to see when your oldest contacts joined.
• No admin access? Ask your Mailchimp Owner or Admin: "How many contacts and campaigns do we have in Mailchimp, and when did our oldest contacts join?"

1. Sign in to the Power Platform admin center.
2. Select Licensing > Capacity add-ons.
3. On the Summary tab, note database, file, and log storage used.
4. On the Dataverse tab, select Details next to your production environment to see its largest tables and their growth.

• By type: Database is records such as accounts, contacts, opportunities, and cases. File is attachments and notes with files. Log is mostly audit history.
• How far back: In the app, open Accounts or Cases, add the Created On column with Edit columns if it's missing, and sort it oldest first from its column header.
• No admin access? The capacity page needs the Tenant, Power Platform, or Dynamics 365 administrator role. Ask your Dynamics 365 admin: "How much Dataverse database, file, and log storage do we use, and how far back do our records go?"

Pipedrive does not show a storage size. Record counts are the useful measure.

1. Go to Settings > Company > Usage to see how many leads and deals count toward your plan. Archived and deleted items don't count. Accounts created before May 29, 2025 count only open deals.
2. For full counts, a global admin goes to Tools and apps > Export data, exports Deals, People, Organizations, and Activities as CSV, and counts the rows in each file.

• By type: Pipedrive shows no storage figure for files or email.
• How far back: Sort the deals export by its Deal created column, oldest first.
• No admin access? Exports by data type need a global admin. Ask your Pipedrive admin: "How many deals, people, and organizations do we have in Pipedrive, and when was our oldest deal created?"

1. Log in to Salesforce and open Setup.
2. In the Quick Find box, enter Storage Usage.
3. Select Storage Usage.
4. Compare data and file storage used against your limits. It also lists usage by record type and the largest files.

• By type: The page shows the two separately. Data storage is records such as accounts, contacts, opportunities, cases, and tasks. File storage is attachments, Files, Chatter files, and Documents.
• How far back: On the Reports tab, click New Report, pick your main object, such as Accounts, and click Start Report. Set the Date filter to created date covering all dates, then Run. Click the created date column heading to sort earliest first.
• No admin access? Viewing storage needs the Manage Users and Manage Internal Users permissions. Ask your Salesforce admin: "How much data and file storage are we using, and how far back do our records go?"

1. Go to Setup > Data Administration > Storage.
2. On the Data Storage tab, note the space used and the space allocated.
3. Usage details show the space each module uses. Click a module for its top 25 users and their record counts.
4. Click the File Storage tab to see the total space your files use.

• By type: Data storage covers records, notes, and the recycle bin. File storage covers attachments and documents, broken down by feature.
• How far back: Open a module's list view, click the Created Time column heading, and select Ascending.
• No admin access? Viewing storage needs the View Storage Details permission, which only the Administrator profile has by default. Ask your Zoho CRM administrator: "How much data and file storage do we use in Zoho CRM, and how far back do our records go?"

NetSuite shows a size for files only. Records are counted instead.

1. Go to Setup > Company > View Billing Information. The Current Used Quantity for File Cabinet Size (GB) is the space your files use.
2. Administrators can open Setup > Company > Service Tier Dashboard for monthly transaction lines: last month and a six-month average.

• By type: Go to Reports > New Search, choose Transaction, and check Use Advanced Search. On the Results subtab, set the type field to Group and Internal ID to Count, then click Submit.
• How far back: In a transaction search, set Sort By to the date field, leave Descending unchecked, and click Submit. The first row is the oldest.
• No admin access? Billing Information needs the Billing Information permission. Ask your NetSuite administrator: "How much File Cabinet storage do we use, and how far back do our transactions go?"

For QuickBooks, years of data, transactions, and invoices matter more than storage size.

1. In QuickBooks Online, go to Reports, then Standard reports.
2. Open Transaction List by Date.
3. For Report period, select All Dates, then Run report.
4. Select Export/Print > Export to Excel and count the rows.
5. Repeat with Invoice List for your invoice count.
6. In QuickBooks Desktop, press F2 (Mac: Command + 1) to open Product Information. File Information shows the file size and transaction count.

• By type: QuickBooks shows no storage split; transactions and invoices are what matter.
• How far back: The earliest date in that report is where your books start. In Desktop, run Reports > Accountant & Taxes > Transaction List by Date with the widest dates.
• No admin access? Reports need an admin or a role that sees all reports. Ask your bookkeeper: "How many years of data are in our QuickBooks, and about how many transactions and invoices?"

Years and transaction counts matter more than storage size.

Sage Intacct

1. Go to General Ledger > All > Reports > General ledger.
2. Leave Start date and End date blank to cover all your Intacct data.
3. Select Export, choose CSV, and count the rows. Large company? Run one year at a time.

Sage 50 (US desktop)

1. Open the Help menu, select Support Utilities, then File Statistics.
2. It lists records and size per data file, with a grand total.

• By type: Intacct shows no storage total. Sage 50 splits records and size by data file.
• How far back: Intacct: the earliest date in that report. Sage 50: run General Ledger with older Specific Dates; All shows only the two open years.
• No admin access? Ask your bookkeeper: "How many years of data are in our Sage system, and about how many transactions?"

For Xero, years of data, transactions, and invoices matter more than storage size, which Xero doesn't show.

1. In the Accounting menu, select Accounting settings.
2. Click Conversion balances and note the conversion date, where your Xero books start.
3. In the Reporting menu, select All reports, then open Receivable Invoice Summary.
4. Set the Date range from your conversion date to today and click Update.
5. Click Export, choose Excel, and count the rows.
6. Repeat with Account Transactions, all accounts selected, for a transaction count.

• By type: Xero shows no storage split; invoices and transactions are what matter. Invoice reports include deleted and voided invoices unless filtered out.
• How far back: Your conversion date. Only invoices and bills unpaid at that date should be older.
• No admin access? Invoice reports need the administrator, standard + reports, sales and purchases, sales, or viewer role. Ask your Xero administrator: "What is our conversion date, and about how many invoices and transactions do we have?"

1. Click your profile photo, then select Admin Console.
2. Open the Insights tab for your project and task counts. Tasks include completed ones; archived projects are left out.
3. For files, open a project's Files view. It shows every attachment in that project in one gallery.

• By type: Asana shows no storage in gigabytes and has no total storage limit. Count tasks in Insights and attachments per project in Files view, or ask Asana support for a byte figure.
• How far back: In search, select Advanced Search, click +Add Filter, and set the Creation date to Between an early range. Move the dates back until nothing comes up. Needs a paid plan.
• No admin access? Only admins and super admins on a paid plan can open the Admin Console. Ask your Asana admin: "How many projects and tasks do we have in Asana, and how far back do they go?"

ClickUp shows storage only on Free Forever. Paid plans have unlimited storage, so task counts are the closest measure.

1. Free Forever: click your Workspace avatar in the upper-left corner and select Settings. In the sidebar, click Upgrade. Storage used and remaining shows at the top.
2. Task count: in Settings, select Imports / Exports, click Export Items, choose one Space under Select locations, and click Start Export.
3. Click Download Export and count the rows. Repeat for each Space.

• By type: ClickUp doesn't show what uses storage. Attachments, uploaded cover images, and Clip recordings count; Trash doesn't.
• How far back: Sort the export's Date created column, oldest first.
• No admin access? Task data exports need an admin or owner. Ask your ClickUp admin: "About how many tasks do we have in ClickUp, and when was the oldest one created?"

These steps are for Jira Cloud.

1. Sign in as a site admin and go to Atlassian Administration at admin.atlassian.com. Select your organization if you have more than one.
2. Select your site's name and URL. If you see Apps instead, select Apps, then your site.
3. Under Site settings, select Storage.
4. Note the storage used and remaining for Jira.

• By type: Jira storage is mainly attachments. The page shows one total per app, not a split between work items and files.
• How far back: Go to Filters > View all work items, select JQL if the basic search shows, and run order by created asc. The first result is your oldest work item.
• No admin access? Only site admins can see storage. Ask your Atlassian site admin: "How much Jira storage are we using, and when was our oldest work item created?"

1. Click your profile picture in the top right corner, then Administration.
2. Choose Usage stats from the left-hand menu.
3. Open the Storage tab. It shows the storage you have left and each file type uploaded, with the space it uses.

• By type: The Storage tab splits files by type, largest first. It covers uploaded files only; the Excel export from Steps shows items and updates.
• How far back: On a board, click + to the right of your columns, select More columns, then Creation Log. It fills in each item's creation date; filter by it to find the oldest.
• No admin access? Only account admins see storage, on the Standard plan and up. Ask your monday.com admin: "How much file storage do we use in monday.com, and which file types take the most space?"

1. Trello has no storage page, so measure an export. As a Workspace admin on Premium or Enterprise, find your Workspace on the left of Trello.com and select Settings, then Export.
2. Create a new export with Include raw attachments selected.
3. Download the ZIP. Its size is your total, files included.
4. No Workspace export? From each board's menu (•••), select Print, Export, and Share and save the JSON. Add up the sizes; these leave out attachments.

• By type: No split in Trello. In the ZIP, attachments are the original files; the rest is board data.
• How far back: In a board's menu, open Activity and select All. Select Load more activity until it stops; the last entry is the oldest.
• No admin access? Any board member can export JSON and read Activity. Ask your Workspace admin: "Can you run a Workspace export with raw attachments and tell me how big the ZIP is?"

Freshdesk shows no storage total. Ticket counts are the closest measure.

1. From the left panel, select Analytics.
2. Choose Curated Reports from the drop-down, then select Helpdesk Ticket Volume.
3. Set the date range filter as wide as your plan allows: any range on Pro and Enterprise, the last two years on other plans.
4. The Overview tab shows tickets created.

• By type: The Created tab splits tickets by source, priority, status, and type.
• How far back: In All tickets, sort by Date created and choose Ascending. Check the Archive view too, where old closed tickets go.
• No admin access? Admins decide who sees Analytics under Admin > Team > Roles. Ask your Freshdesk admin: "About how many tickets have we created in Freshdesk, and when was our oldest one?"

Intercom shows no storage total. Conversation counts are the closest measure.

1. Go to Reports, create a new report, and select the Conversations template.
2. Set the date range. One report covers up to one year, and reporting data goes back two years.
3. Read the New conversations - by time chart, then repeat for the year before.

• By type: The New conversations - by channel chart splits by channel, such as email, chat, or your mobile app. By default it counts only conversations with a customer message.
• How far back: In the Inbox list, sort by Date started and choose Ascending to put the oldest conversation first.
• No admin access? Reports need the Can access Reports permission. Ask your Intercom admin: "About how many conversations do we get each year in Intercom, and how far back do they go?"

1. Sign in to Zendesk as an admin and open Admin Center.
2. Click Account in the sidebar, then select Usage > Storage.
3. Read the summary and the charts for data storage, file storage, and external content, each against your limit.
4. Set the time window to Last 365 days to see growth.

• By type: Data storage covers tickets, users, and custom objects. File storage covers files attached to tickets. Archived tickets count, deleted ones don't. Figures can lag up to 72 hours.
• How far back: Click the Search icon in the top toolbar and search type:ticket order_by:created sort:asc. The first result is your oldest ticket.
• No admin access? Zendesk admins can see this dashboard. Legacy Support and Support Suite self-service accounts don't have it. Ask your Zendesk admin: "How much data and file storage are we using, and when was our oldest ticket created?"

1. In the repo.git folder from Steps, run git count-objects -vH.
2. Read the size-pack line: the repository with full history. It works on any host; GitHub documents no size page.
3. GitLab: in the project or group, select Settings > Usage quotas, then the Storage tab.
4. Bitbucket Cloud: next to the repository name, select More actions (…), then Settings. Repository details shows a Size line.

• By type: size-pack is code and history. Git LFS files live outside it. On GitHub, LFS storage shows under the organization's Settings > Billing & Licensing > Usage. GitLab's figure counts repository plus LFS.
• How far back: In the same folder, run git log --all --max-parents=0 for the first commit and its date.
• No admin access? Anyone who can clone can do steps 1 and 2. GitLab usage needs Maintainer or Owner; GitHub billing, an organization owner or billing manager. Ask your engineering lead: "How big are our main repositories, including Git LFS?"

1. Open Jobs > Jobs List, click Filter, include every status (Presale, Open, Warranty, and Closed), and click Apply filter.
2. Show the start and completion date columns, click Export, and count the jobs per year in the Excel file.
3. For files, open Files > Photos, Documents, or Videos and pick a job from the job list on the left.

• By type: Buildertrend shows no storage total, and its help pages describe file storage as unlimited. Photos, documents, and videos sit in per-job folders, with no account-wide count.
• How far back: Sort the exported Jobs List by start date.
• No admin access? Other roles see fewer job statuses. Ask your Buildertrend account manager: "How much data and how many photos and files do we have stored, and how many jobs per year since we started?"

1. Windows: in File Explorer, right-click your projects folder and select Properties.
2. Read Size for the total and Contains for the file count.
3. Mac: in Finder, select the folder and choose File > Get Info (Command-I) to see its size.
4. Repeat for one typical project folder to see what a project weighs.

• By type: On Windows, open the folder, type *.dwg in the search box, press Ctrl+A, then right-click and select Properties for the total. Repeat for *.rvt, *.sldprt, *.sldasm, *.slddrw, and *.pdf. On a Mac, search name:.dwg.
• How far back: On Windows, select View > Details and sort by Date modified. On a Mac, click the Group icon and choose Date Created.
• No admin access? Anyone who can open the folder can do this. For a server or vault you cannot browse, ask your CAD manager or IT person: "How big is our drawings folder, and how old is the oldest project?"

1. On the web, click your User Icon in the sidebar, then Company Settings, then the Exports tab.
2. Click the Menu Icon, choose Project data and a date range of one full year, and click Export .CSV.
3. In the emailed CSV, each row is one project. Add up the photo, document, and video counts. Repeat for each year.

• By type: CompanyCam's help pages show no storage total. The photo, document, and video counts in the Project export are the closest measure.
• How far back: Run the Project export over a wide date range and sort by date created.
• No admin access? Only Admins and Managers can export. Ask CompanyCam support: "How much data and how many photos and videos do we have stored, and how many projects per year since we started?"

1. Select Work Orders from the left-side menu.
2. Set the Scheduled date filter to one full year, choose Export All As CSV, and count the rows. Repeat for each year.
3. For customers, select Customers, export the same way, and count the rows.

• By type: FieldEdge's help pages show no storage total and no count of photos or attachments.
• How far back: On the Work Orders list, hover over the date column, click its three dots, and sort it ascending.
• No admin access? Ask FieldEdge support: "How much data and how many photos and attachments do we have stored, and how many work orders per year since we started?"

1. Open Reporting in the left navigation bar, click Reports, and choose Jobs.
2. Set a custom date range of one full year and the action date to Created. Job count is the total number of jobs. Repeat for each year.
3. For customers, select Customers, then Actions > Export, and count the rows in the emailed CSV.

• By type: Housecall Pro shows no storage total. Photos and files sit on each customer's Attachments tab, gathered from the profile, jobs, and estimates, with no account-wide count.
• How far back: On the Jobs list, filter by job created date over a wide range, export, and sort by created date.
• No admin access? Reporting needs the Access Reporting permission, and exports need an Admin. Ask Housecall Pro support: "How much data and how many photos and attachments do we have stored, and how many jobs per year since we started?"

1. Sign in at jobber.com, select Insights > Reports, and open the One-off jobs report.
2. Set the date type to Scheduled start within and a Custom range of one full year. The large number under Jobs scheduled is the total for that period. Repeat for each year.
3. Recurring work: open the Recurring jobs report, set Started date to All time, export, and count the rows.
4. For clients, select Clients > More Actions > Export Clients, choose CSV, and count the rows.

• By type: Jobber shows no storage total. Photos and files sit on each client's Files and media tab, with a count next to All files for that client only.
• How far back: Set the date type to Job created and the range to All time, export, and sort by created date.
• No admin access? You need admin rights or the Reports permission. Ask Jobber support: "How much data and how many photos and attachments do we have stored, and how many jobs per year since we started?"

1. Open your company's Portfolio or Home tool and use the filters to include inactive projects.
2. In the Projects List card, click the ellipsis icon, then Export and CSV. Each row is one project.
3. In a project's Photos tool, click the Timeline tab and set Group By to month to see photos over time.

• By type: Procore's help pages show no storage total and no account-wide count of photos or documents. In the Documents tool, each file's Size shows in its info panel.
• How far back: In Photos > Timeline, open the Jump to dropdown and choose First photo.
• No admin access? You only see projects you've been added to. Ask your Procore admin or account manager: "How much data and how many photos and documents do we have stored, and how many projects per year since we started?"

1. Run the rent roll for all properties as of today and count the units. Buildium: Reports > Rent roll, then Run report.
2. Run the work order report for all properties over the widest Date range and count the rows. Buildium: Reports > Work Orders.
3. Buildium: open the Files menu to list every stored file with its type. Storage is unlimited, so there is no storage meter.
4. AppFolio, Yardi, RealPage, Entrata: no public help page shows storage. Ask the vendor's support team for your document storage total.

• By type: Reports count records (units, leases, work orders). Documents are separate; in Buildium, filter Files by category.
• How far back: Start the work order report years back. The earliest row is your oldest data.
• No admin access? Report and file access depend on your user role. Ask your admin: "How many units and work orders do we have, and how far back do they go?"

1. Click Reports in the navigation bar and open a jobs report, or click Create Report and build one from the Jobs template.
2. Set Filter by to Job Creation Date and the dates to one full year. Click Run Report, export to XLSX, and count the job numbers. Repeat for each year.
3. Build a report from the Customers template and run it. Each line is one customer, whatever the dates.

• By type: The help pages show no storage total and no count of photos, videos, or files. Those sit on job, customer, and location records.
• How far back: Run the jobs report by Job Creation Date over a wide range and sort the export by date.
• No admin access? Reports need reporting permissions, and new reports need the Works package. Ask your ServiceTitan Customer Success Manager: "How much data and how many photos and attachments do we have stored, and how many jobs per year since we started?"

1. Go to Orders. In the analytics bar at the top, select a date range of one full year. Orders shows the total for that period. Repeat for each year.
2. For customers, go to Customers > Export, choose All customers, and count the rows in the emailed CSV.
3. For images and videos, go to Content > Files and sort by Size, largest first.

• By type: Shopify's help pages show no storage total. Content > Files lists uploads, with filters for File size and File type.
• How far back: Export Orders by date over a wide range and sort by Created at.
• No admin access? Exports need the Export permission. Ask the store owner: "How many orders have we had per year since we started, how many customers do we have, and how many files are in Content > Files?"

1. Look under Settings, Admin, Billing, or Usage for a storage or data usage page. Note the total and any split.
2. Open the main list or table view, clear all filters, and note the record count if shown.
3. For files on a drive or server, right-click the folder and select Properties on Windows, or choose File > Get Info on a Mac.
4. No usage page? Export one recent month as CSV and multiply its size by the months you hold.

• By type: Keep records (table rows) apart from files (documents, images, attachments). If the system does not split them, ask the vendor's support team for both.
• How far back: Sort the main list by created date, oldest first.
• No admin access? Usage pages usually need an admin or account owner. Ask your admin or the vendor: "How much data do we store here, in records and in files, and how far back does it go?"