[bromcom] Bromcom DMS space issues

[timbo343]

We have finally hit our storage space limits on Bromcom - something they do not tell you when you sign up to their services.

 

At the moment they give you a max of 3gb storage for "linked documents" that are stored in the Document Management Server area of their system.

 

I've had costings for their upgrades 3gb > 5gb, 3gb > 10gb, 3gb > 20gb and this is based on per year costs.

 

In the fist year of using Bromcom we have hit 3gb. The majority of this is to do with student reports and we have just found a way to bring the webmerge template's down to from 750kb to 5kb per document so all in all for the year it will be just under 1gb for all our reports for the year which includes all students.

 

The question i have is, is there a legal obligation that we have to keep student reports on the DMS? Would it be acceptable to only keep the current year academic year, and if things went well, the previous academic year on the DMS and have electronic copies on our OnPrem system or in cloud storage as "backup" electronic documents?

 

By having to keep student reports on Bromcom until the student is 25 / 30 / 35 (delete depending on student) means we could easily hit the 20gb limit.

[Steve21]

Are you a secondary school? Sure I read that Secondaries were 10GB+ on Bromcom, guessing 3GB is primary limit?

 

In terms of your actual question though, from my understanding it depends on the documents, in terms of whether they're needed for any quick safeguarding decisions etc. No use having a lets say court order in backups if it's needed to be checked (random example)

 

Steve

[timbo343]

Are you a secondary school? Sure I read that Secondaries were 10GB+ on Bromcom, guessing 3GB is primary limit?

 

In terms of your actual question though, from my understanding it depends on the documents, in terms of whether they're needed for any quick safeguarding decisions etc. No use having a lets say court order in backups if it's needed to be checked (random example)

 

Steve

I'd like to know if the 3Gb / 10Gb limit is true. When i spoke to Bromcom no one gave the impression that we were on the lesser package for storage.

[Steve21]

I'd like to know if the 3Gb / 10Gb limit is true. When i spoke to Bromcom no one gave the impression that we were on the lesser package for storage.

 

DMS Storage

The default storage limit for a primary school is 3GB.

 

The default storage limit for a secondary school is 10GB.

 

Additional storage can be purchased by emailing [email protected]. The prices for the 2020-21 academic year are below.

 

Additional DMS pricing: 2020-21

(Pic here)

 

Updated on October 8, 2020

 

Quoted from below

 

https://docs.bromcom.com/knowledge-base/managing-the-dms/

 

Steve

[timbo343]

Quoted from below

 

https://docs.bromcom.com/knowledge-base/managing-the-dms/

 

Steve

 

Thank you!

 

*Gets on the phone to bromcom now!*

[noelmm]

We get 10Gb for our storage and found a couple of years ago we maxed it out, after contacting Bromcom we realised that we hadn't been doing our basic housekeeping of the DMS files. We realised that every little report we ran added to the DMS automatically and even reports like a student timetable is ran enough times would make a big difference.

 

It took me a few hours but I went through and deleted all of the old, basic reports ran by everyone and freed up most of the space.

 

Since finding this out it has become a termly job that I do, it doesn't take long but it can have a big impact on your storage use. Any important reports that you need to keep a copy of can surely be downloaded as a pdf and archived somewhere, this is what we do with our progress reports etc.

[supportman]

How do you check the space?

[Bromcom_Support]

Hi @supportman

 

You can see how much space you have left on your DMS by clicking on your profile picture at the top right of Bromcom and then clicking into either the My Documents or My Reports pages, there will be a bar at the top giving the storage use.

 

Kind regards,

Bromcom Support

[kennysarmy]

We get 10Gb for our storage and found a couple of years ago we maxed it out, after contacting Bromcom we realised that we hadn't been doing our basic housekeeping of the DMS files. We realised that every little report we ran added to the DMS automatically and even reports like a student timetable is ran enough times would make a big difference.

 

It took me a few hours but I went through and deleted all of the old, basic reports ran by everyone and freed up most of the space.

 

Since finding this out it has become a termly job that I do, it doesn't take long but it can have a big impact on your storage use. Any important reports that you need to keep a copy of can surely be downloaded as a pdf and archived somewhere, this is what we do with our progress reports etc.

 

Do you not have to choose for the reports to save to the DMS?

Did n't think they went their automatically?

[Bromcom_Support]

Hi @kennysarmy

 

When exporting reports the option to add to DMS does default to being already ticked, so you would need to untick the add to DMS option if you didn't want your report to be uploaded to the DMS.

 

Regards,

Bromcom Support

[Jaan]

Sorry old thread, can things like this be controlled centrally so the we don't have to rely on individuals to do this?