We have noticed our clients GP database growing significantly. After approximately 1.5 years of scanning AP, PO, and MFG docs the coscannedattatchmentitems table is 13GB.
What is the best way to reduce this growth without discontinuing the scanning. Should we change the scanned doc format to JPG and not TIFF.
Any other suggestions
Thanks
-Len
As mentioned by sarafoster and Joseph attachments can be saved to some external hard drive or shared folder other than database with some custom coding.
Hey Joseph
Replace the VBA code with GP Power Tools, then it will be supported and never need to be upgraded or deployed again.
Regards
David
Hi Len-
This was the danger of the Doc Attach functionality in GP when it was released. Over time, the database is just going to explode in growth.
I have always wondered why they didn't use SharePoint for the document management. This is one of the best uses for SharePoint and is designed for this.
Have had a client set up using it using SharePoint on-premises, but will be moving it all to SharePoint Online soon. It's just a couple of edits to the main transaction screens (a button called "Attachments") and some VBA (I know, unsupported now but still supported in both Windows 10 and 11). You click the button, it makes a folder for the transaction using the unique record number and scans it to that location.
Joe
One option to reduce the growth of the database without discontinuing scanning is to implement a document retention policy. This policy would dictate how long scanned documents are kept in the database before being deleted or moved to an archive location.
Another option is to compress the scanned documents into a more efficient format such as PDF, which can significantly reduce file size without sacrificing image quality. Changing the format from TIFF to JPG could also reduce file size, but it may result in a loss of image quality depending on the compression level used. Home Bargains Portal
It may also be worth exploring options for cloud-based storage or offloading older documents to an external hard drive to free up space in the database. Additionally, regularly cleaning up and removing any duplicate or unnecessary files can help reduce the overall size of the database.
TIFF does not compress the image. if you don't mind some compression artifacts use jpg for smaller files.
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