Remove your duplicate files or replace them with a link to the original document
Save space and get control back of your information with enterprise strength de-duplication.
Duplicate files are very common regardless of where you store your documents. They take up more than their fair share of storage but the real problem is that duplicate files mean you have lost a single version of the truth.
De-duplication demonstration
The three problems with having duplicate files
Storage - Duplicate files use up storage, slow down migration projects and consume back-up and anti-virus resources
Loss of control - One file can turn into hundreds of copies all of which can be changed individually
Adds noise - Hundreds of different copies of the same document makes it hard to find the correct document and causes compliancy issues
Duplicate files use up storage
Clearly, storing multiple copies of a document uses up storage unnecessarily. Most organizations could save significant costs by reducing duplicate files. Most migration projects would be significantly shorter (and therefore cheaper) if duplicate files were removed as part of the project.
The true cost of storage - Although storage has become much cheaper over the years it is often forgotten that the true cost of storage includes back-ups, anti-virus, replication, and many other factors. The estimated true cost of storage is $450 per user per year. (Sourch: Storage Craft - File storage costs).
Loss of control
As a document is duplicated and stored in multiple locations across an organisation it becomes hard to control the information. For example if the orginal document is updated the duplicates will become out of date.
How Ocrato solves the problem of duplicates documents in File Shares and SharePoint sites
Firstly, if you wish to understand if your organization has a problem with duplicate files and would like to know how many duplicate files you have and how much storage they are using you can run an audit of your file shares and SharePoint sites. You will instantly be able to see how many duplicate files there are and also how much storage could be saved by running de-duplication.
Once you have identified your duplicate files, Ocrato can resolve the problem for you. Ocrato uses multiple techniques to rapidly discover duplicate files including a full comparison on the content to ensure there are no mistakes made when identifying duplicate content (we don’t for example simply look at file names or file sizes).
You can identify original document by checking the file attributes.
You can use the Created Date to identify the file that was created first
Or use the Modified Date to identify the file that was changed the most recently (and so is the most up to date)
Once the original document is identified you then have three options in terms of the action to be taken on the duplicate files
Report on the duplicate files on your File Shares or SharePoint sites
Delete all duplicate copies of the document
Link - replace the duplicate document with a logical link to the original document (in both File Shares and SharePoint document libraries
Once you have identified your duplicate files, Ocrato can resolve the problem for you. Ocrato uses multiple techniques to rapidly discover duplicate files including a full comparison on the content to ensure there are no mistakes made when identifying duplicate content (we don’t for example simply look at file names or file sizes).
You can identify original document by checking the file attributes.
You can use the Created Date to identify the file that was created first
Or use the Modified Date to identify the file that was changed the most recently (and so is the most up to date)
Once the original document is identified you then have three options in terms of the action to be taken on the duplicate files
Report on the duplicate files on your File Shares or SharePoint sites
Delete all duplicate copies of the document
Link - replace the duplicate document with a logical link to the original document (in both File Shares and SharePoint document libraries
You can identify original document by checking the file attributes.
You can use the Created Date to identify the file that was created first
Or use the Modified Date to identify the file that was changed the most recently (and so is the most up to date)
Once the original document is identified you then have three options in terms of the action to be taken on the duplicate files
Report on the duplicate files on your File Shares or SharePoint sites
Delete all duplicate copies of the document
Link - replace the duplicate document with a logical link to the original document (in both File Shares and SharePoint document libraries
You can use the Created Date to identify the file that was created first
Or use the Modified Date to identify the file that was changed the most recently (and so is the most up to date)
Once the original document is identified you then have three options in terms of the action to be taken on the duplicate files
Report on the duplicate files on your File Shares or SharePoint sites
Delete all duplicate copies of the document
Link - replace the duplicate document with a logical link to the original document (in both File Shares and SharePoint document libraries
Report on the duplicate files on your File Shares or SharePoint sites
Delete all duplicate copies of the document
Link - replace the duplicate document with a logical link to the original document (in both File Shares and SharePoint document libraries
Run your free report to understand the storage and bandwidth savings you could gain from de-duplication