3. How to reduce the storage used by your cloud instance?
Once the size of a memoQ cloud server gets close to or over the alert limits, the server owner gets warning emails. Also, the Storage tab in Server Administrator window will show the occupied disk space in yellow (over 80% of total capacity) or red (over 90% of total capacity).
Depending on the data distribution, you can choose different strategies to drop weight.
Project-heavy instances (the majority of data is in the Projects folder)
There could be several reasons behind this symptom, so you should start the diet with analyzing your projects.
Are there a lot of old/completed/unused projects?
Archive completed server projects manually (from memoQ’s dashboard) and exportarchived files to a local folder. Projects are archived together with project resources, documents, and exported files. The archived projects will be deleted from the server, together with the project documents.
Are there only a few huge ongoing projects?
Export the unused/finished files to MQXLZ format and remove them from the project.
Manual solution only
Although memoQ server allows to set up automated archiving of the projects, this feature will not solve the issue: The automated backup creates archive files in the ProjectFileSystem folder. The size of the archived files would be smaller than of the projects, but overall, you should download them from the server. For assistance, contact memoQ Support.
TM-heavy instances (the majority of data is in the Translation Memories folder)
You should start the cleanup process with investigating the translation memories on the server.
Are there any abandoned TMs?
Undeleted project working TMs, TMs created in a hurry to confirm random interim content - such resources might appear and spread on the server very quickly. Also, there might be huge but very rarely used TMs. There are two ways to get rid of them:
If you don’t want to use them anymore, delete the TMs from the Resource console. If you prefer to play safe, export a TMX before deletion.
It’s possible to remove a TM from the server and keep its local copy (which could be published on the server again if needed). Use the Resource console’s Remove from server command, and clear the Keep the remote copy check box:
Do you have large TMs started long time ago?
In case of large, old TMs, consider checking for duplicates within the TM or remove entries older than a chosen date. memoQ’s TM editor provides tools for this: First, choose a date, and export entries created or modified earlier into a separate TM. Then remove that TM from the server and store it locally.
It is also possible to run a QA check on translation memories and detect cross-TM repetitions, or segments that contain only tags or numbers. Depending on the translated documents, there could be quite a lot of such segments – you can shrink your TM by deleting them. Remember to apply filters and preparation steps that could prevent storing such entries again.
Oversize Term Bases
This is not a usual situation, but TBs can gain weight as well. Usually, those term bases either contain many images or repetitive entries (e.g., from repeated imports). Consider resizing the images, and check for duplicates in the Term base editor.
It often happens that a corpus created for processing legacy translations remains on the server after being used in a project. Check your corpora regularly. Remove the unused ones from the server using Resource console ( it’s possible to keep local copies and share them on the server if needed).
A lot of content in the ProjectFileSystem folder
In the Files pane, you can:
download and delete the files exported to the Files store by templates.
Archives created by the automated archiving function are also here.
If you need help with downloading these files, contact memoQ Support.