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Overview

The Stale Data page offers valuable insights into outdated data within your system. To determine stale data, DryvIQ utilizes a combination of factors, including the last touched date, the status of the owner (if supported by the platform), and the status of the creator. Additionally, you have the option to consider the status of any users with whom the content has been shared. The last touched date corresponds to the last accessed or modified date, depending on the platform's capabilities.

By default, DryvIQ identifies content as stale if it has a "last touched" date exceeding seven years and if both the owner and creator are inactive. However, you have the flexibility to adjust these filters when reviewing the Stale Data Insights to suit your specific needs. Most charts are interactive, so if you click on a section in a chart, you will be taken to the Results page, and the results will be filtered based on the selected information.

Statistics

The first section shows the statistics for the stale data identified. It identifies the percentage of content that is stale and the size of this content. The statistics always display the information for all locations; the statistics are not affected by the location selections.

Scans

By default, the charts display information for all locations. If you want the charts to show information for specific locations, select Files across selected scans and select the locations you want to use to filter the information. Refer to Selecting Scans for information on how to use select scans. To view information for all locations again, select Files across all scans. The statistics at the top of the page always display the information for all locations and are not affected by the location selections made here.

Stale Data Parameters

By default, DryvIQ considers content with a “last touched” date greater than seven years and an inactive owner to be stale. Use the parameters to edit the values to meet your criteria for stale data. Note that the parameters work as an AND condition, so a file must meet all selected parameters to be considered stale.

File Interaction: Last touched date is the default value. The Last Touched date corresponds to the last accessed or modified date, depending on the platform's capabilities. If preferred, you can choose to use Last modified or Created date instead. Yo can hover on the question mark icon next to the File interaction filed to view a definition of the selected date range. The help text will change based on the date currently selected.

How many years ago?: This is the number of years the selected date must be for the data to be considered stale. The default value is 7. Edit the value to be the number of years you prefer.

Owner inactive: This option is selected by default, so the owner of the content must be inactive for the data to be considered stale. If you prefer not to use the owner’s status to determine stale data, clear this box. Note that some platforms (such as Box and Google) differentiate between the creator and owner of a file.

Creator inactive: This option is selected by default, so the creator of the content must be inactive for the data to be considered stale. If you prefer not to use the creator’s status to determine stale data, clear this box. Note that some platforms (such as Box and Google) differentiate between the creator and owner of a file.

Shared with inactive: This parameter determines if the status of any users with whom the file has been shared should be included in determining stale data. When selected, the file will be considered stale if a user with whom it has been shared is inactive. If the box is cleared (the default setting), the status of anyone with whom the file has been shared is not used to determine stale data.

Stale Data

The Stale Data chart provides an overview of your data grouped into three categories. This helps you identify your stale data as well as data that may be on the cusp of becoming stale. The data reflects the Stale Data Parameters selected. Hover on a category in the chart to view the total size of the data or number of files in the category depending on the filter selected.

Active: These files were touched, modified, or created in the last year.

Cold: The timeframe for this category depends on the value entered for the How many years ago? parameter. It uses the logic “>1 year but less than X years” (where X is the How many years ago? value). For example, if you leave the default value of 7, the cold category includes files that were touched, modified, or created 1-6 years ago (>1 year but less than 7 years).

Stale: These are files that match the stale data value set in the How many years ago? parameter. These files were touched, modified, or created on a date equal to or greater than the specified number of years. For example, if you leave the default value of 7, the stale category includes files that were touched, modified, or created 7 or more years ago.

Top 5 Stale Data Locations

If there are more than five locations, this chart will show you the five locations where the most stale data was found. If you filtered the page to show data for a selected location, the chart will only reflect that location. The location listed on the left of the line chart identifies the platform and the relative path for the location. By default, the chart shows content by file size, but you can choose to view the information based on file count instead.

Top 5 Stale Data Users

The chart presents the top five users with the highest amount of stale content. By default, the information is organized based on the content creator, but you have the flexibility to switch and view the data by modifier or owner. The chart also uses file size as the default value, but you can choose to view file count if preferred.

Top 5 Stale Data File Types

This chart offers valuable insights into the composition of your stale data. By default, the chart shows content by file size, but you can choose to view the information based on file count instead.

Stale Data Storage Use By Location

This chart provides a concise summary of the amount of stale data stored at each location. It identifies the total data and the size of the stale data identified in the location. The last column identifies the percentage of the total data that is stale.

Copying Charts

All charts have a Copy option that allows you to copy the chart to your computer’s clipboard. This allows you to paste the chart as an image into email messages, documents, etc. as needed.

Saving Charts

The Save button allows you to save the chart as a PNG image file. The file will download to the folder specified as the default download location for your browser. Once downloaded, you can insert the image into documents or email messages as needed.