How to reduce the size of the File System

Question

We're in the On-Demand environment and the Sugar Insights shows our File system Size is 90% of the allocation and the Database size is 61% of the allocation. 
 The Database size has been reduced in recent months because of our clean-up project (deleting very old and no longer useful records). The File System size continues to grow. 
 What can be done to reduce the size of the File System?

Bud Hartley · Accepted Answer

Bud Hartley file system allocation increases as email attachments are imported into the CRM as well as Documents/Notes attachments. 
 Some of our customers faced issues regarding filesystem getting inflated pretty fast. 
 In order to reduce the storage allocation we designed a strategy to identify and prune emails and their attachments not relevant to the Customer relationship and follow-up. 
 I mean, several companies do not care about being imported into the CRM emails not relevant to the Customer relationship and follow-up, like: 
 
 automatic emails from google, apple etc 
 COVID test results (these use to be pretty big ones) 
 personal emails/attachments 
 etc 
 etc 
 etc 
 
 By identifying those target emails we look for emails messages whose neither sender or recipient are not User, Lead, Contact, Account, Prospect, custom modules from person/company templates. 
 For our customers those emails and attachments accomplish around 80% of the total allocation!!! 
 We compile a sample of emails and attachments and share with the customers so they can validate and decide whether those data are relevant or not. 
 Based on customer decision we compile a huge sql file which prunes all records (emails, emails_text, emails_beans, emails_email_addr_rel, notes, notes_audi) and a bash script which deletes all associated attachments, then we file a ticket to SugarCRM Support to proceed the clean up. 
 
 Perhaps it helps you

Bud Hartley · Answer

Many Thanks to Andre for pointing me to possible redundant files in the Notes Module! Success! There were hundreds of copies on PDF files that were emailed to many contacts - things like catalogs, and marketing flyers AND there were near countless copies of email signature files (from contacts and some outbound from users). 
 Deleting the "older" duplicates (from a year or more ago) reduced the File System size dramatically!