Cleanup of T: files

Title: Cleanup of T: files
Applies to: Campus file server users
Section: Network Services
Author: Manager, File & Deployment Services
Last updated: 21 August 2025

Introduction

This technical note describes how you can reduce your T: drive disk space usage using the report that directory owners receive when their directory space is low. This report is automatically generated once per week and emailed to directory owners who have low disk space. While a ticket to increase disk space could be entered there are often files/directories that can be cleaned up to free up disk space. As disk space costs the University money and consumes power any cleanup that can be done frees up resources to be used elsewhere.

General

Each directory on the T: drive has a disk quota to ensure that all available disk space cannot be consumed accidentally. Once a week a program is run to check on directories that are low on space and a spreadsheet is emailed to the directory owner(s) that contains five worksheets:

1. 100 Largest Folders
2. 100 Largest files
3. Duplicate folders: These are identified if they have the exact folder and file names in the directory structure and the mathematical hashes of each file match.
4. Duplicate files. These are identified by calculating a mathematical hash of the file and looking for duplicate hashes. If even one character changes in a file the hashes won’t match.
5. 500 Oldest files: old files are usually a good candidate for deletion

 

Cleaning Up

It is suggested that you look at the tabs in the following order:

• Largest files worksheet: cleaning up large files can provide quick wins if you see files that you know are no longer needed. The file name is provided so you can navigate to the correct location in windows explorer.
• Duplicate folders worksheet: these are folders that were copied but never modified and one of them can usually be deleted.
• Duplicate files worksheet: duplicate files provide another quick win as you wouldn’t usually store two copies of the same file. You can sort the sheet by size to start with the largest duplicate files.
• Oldest files worksheet: Files that are 10 years or older should be seriously considered for deletion or archival. Many files are not needed beyond five years.
• Largest Folders worksheet: reviewing this list can highlight directories that you wouldn’t have expected to be so large and require further investigation. See the Using Windirstat section below for a description of a helpful tool for investigating disk space usage.

Another technique for reducing disk space is to zip up files or directories that aren’t regularly needed and are just for archiving. To do this right click on a folder or group of files and choose Sent to | Compressed (zipped) folder. After the zip archive is created delete the original folder or files.

A reminder that deleted files don’t immediately free up disk space unless you purge them.

Using Windirstat

The free disk space browser windirstat can be useful for exploring large directories. Technote 615 explains how to find and use WinDirStat. Use the Windirstat download page  to  download windirstat.

Records and Information Management (RIM) Note

The University’s Records and Information Management policy (GOV-070-005) indicates that all university records will be classified, retained, archived or destroyed in accordance with this policy and related procedures and guidelines. All university records that are addressed in record schedules may only be disposed of as determined by the relevant schedule.  For additional information go to https://www.uregina.ca/library/rim/procedures-forms/ or contact the university record manager at donald.herperger@uregina.ca.

Conclusion

A description of how to reduce disk space usage, based on the report emailed to you when you are low on disk space, is described.

Revision History

V0 - October 2019 - Initial version
V1 - August 2025 - Updated Content