Is Your Dynamics 365 Business Central Data Storage Optimized? 

You may think your data storage in Dynamics 365 Business Central is under control. After all, as long as the system works, there’s no problem, right? But what if I told you that every unoptimized piece of data comes with hidden costs? Declining performance, increasing bills, and wasted resources. 

In this blog, we will uncover these hidden impacts and show you how to take back control of your storage, optimize your system, and save money where you least expect it. 

What Is the Default Storage Capacity in Business Central? 

By default, each Business Central tenant has 80 GB of disk space for data storage. This capacity can be expanded depending on the type of license you hold: 

• Premium Licences : +3 GB per user
• Essential Licences : +2 GB per user
• Device Licences : +1 Go GB per user

This means that the more users or devices you add, the more your storage capacity increases proportionally. However, this expansion can quickly become expensive if not managed proactively. 

Good to know: In addition to the default 80 GB, each additional production environment includes 4 GB of extra storage as well as three additional sandbox environments. Microsoft offers flexible options, but it is recommended to monitor usage before considering additional purchases. 

What Are the Consequences of Poor Storage Management? 

Poor storage management can lead to several issues within your D365 Business Central environment: 

1. Performance Issues : The accumulation of obsolete or unnecessary data can slow down system response times. The larger the database, the longer queries take to execute, impacting user productivity.  

2. Environment Management Limitations : Duplicating or restoring environments becomes more complex and time-consuming. For example, creating a test environment from production can be slowed down or even impossible if the data size exceeds the allocated capacity. 

3. Increased Costs : The need to purchase additional storage can quickly increase monthly expenses. Additionally, indirect costs related to reduced performance may arise, such as decreased team efficiency.

4. Compliance Risks : Poor data management can lead to compliance issues with current regulations, particularly regarding personal data protection (GDPR). Excessive retention of sensitive data can expose a company to legal risks. 

Best Practices for Optimizing Data Storage in Business Central 

To ensure optimal performance while controlling costs, here are some essential best practices: 

1. Implement Data Retention Policies

• Archive or delete obsolete data : Regularly identify and delete data that is no longer relevant, such as old transactions, log histories, and unused files. 
• Use automated retention policies : Set up rules to automate the deletion of old data, ensuring regular cleanups without manual intervention. 

Tip: Be sure to include the sent email table in your retention policies (it is not displayed by default and must be added manually). These data can quickly take up a significant amount of space and are often duplicates of your email management system (Office 365). 

2. Optimize Environment Management

• Avoid duplicating companies : Do not duplicate production companies unless absolutely necessary. Each duplication consumes valuable space.  
• Use sandboxes for testing : Instead of creating duplicates in production, restore copies of production into a sandbox environment to maintain a lightweight and efficient system. 
• Store attachments outside the database : To prevent large files such as PDFs, images, or spreadsheets from taking up valuable space in the SQL database, store them externally in a file storage service (e.g., OneDrive).  

3. Regularly Monitor Storage Capacity

• Use the "Dynamics 365 Business Central Admin Center" : This tool allows real-time monitoring of storage usage, providing detailed reports on usage per environment and data type. 
• Analyze usage trends : Identify spikes in storage consumption to anticipate future needs, helping you plan capacity extensions before critical issues arise. 

4. Optimize Database Performance

• Clean up unused indexes : Improve performance by removing obsolete indexes that slow down SQL queries. Poorly managed indexes can increase database size without offering performance benefits. 
• Archive historical transactions : Move old transactions to archives to reduce the load on the production database. This improves data access speed while maintaining a history if needed. 

Where to Start When Optimizing Your Data Storage? 

Optimizing storage in Microsoft Dynamics 365 Business Central is not just about freeing up space. It requires a strategic approach to ensure performance, compliance, and cost reduction. 

1. Conduct an Audit of Current Storage Usage

Before any optimization, it is essential to understand your storage status: 

• Identify space-consuming modules : Analyze which modules (finance, sales, purchases) consume the most resources.  
• Map out your data : Identify large tables and data types that take up unnecessary space. 
• Use analytics tools : Utilize the Dynamics 365 Business Central Admin Center for detailed storage usage reports. 

2. Implement Data Retention Policies

Managing data lifecycle is crucial to avoid unnecessary accumulation : 

• Define retention rules : Set deadlines for the automatic deletion of obsolete data. 
• Automate data cleanup: Schedule automated tasks to eliminate the need for constant manual intervention. 

3. Train Teams on Effective Data Management

Optimal storage management requires well-trained users:  

• Raise awareness among teams : Explain how poor data management affects system performance. 
• Provide training on management tools : Show administrators how to monitor and manage storage capacity efficiently. 
• Encourage best practices : Teach teams to avoid data duplication and delete unnecessary files. 

4. Establish Continuous Monitoring

Optimization is an ongoing process: 

• Conduct regular audits : Schedule periodic reviews to assess the effectiveness of data management policies. 
• Continuous improvement : Adjust strategies based on audit results to maintain optimal storage management. 

Optimized storage management in Dynamics 365 Business Central not only reduces the cost of additional storage, but also improves the overall performance of your system. By adopting best practices today, you can ensure the longevity and efficiency of your Business Central environment. 

How Can We Help You Optimize Your Storage?  

Not sure where to start optimizing your Dynamics 365 Business Central storage capacity? Era Consulting Group is here to assist you! 

Our team of experts, specializing in Microsoft Dynamics 365 Business Central implementation and optimization, helps businesses manage their storage and improve system performance. 

Need expert advice? Contact us today for a personalized audit or tailored solutions. We are here to help you unlock the full potential of Dynamics 365 Business Central!