Understanding storage discrepancy at account-level

 

Here are some of the reasons for storage discrepancy at the account-level for Google Workspace/Box/Microsoft 365 applications.

1.File Version History 

• SysCloud Behavior: SysCloud store file versions in each snapshot as part of the backup size. Each version is a separate file with all the content. 
• GDrive/Box Behavior: 
 GDrive/Box might handle versioning differently or apply quotas based on current file states only. 
• Impact: 
 This can further increase the reported storage in SysCloud, depending on retention policies. 

2. Storage Metric Perspective `

• SysCloud Behavior: 
 SysCloud measures storage based on the total backup footprint, which includes all protected data based on the retention policy. The purpose is to provide an accurate picture of all the data that SysCloud is actively protecting, not just what exists in the live GDrive/Box account. 
• GDrive/Box Behavior: 
 GDrive/Box calculates storage based on active user data only.  
• Impact: 
SysCloud prioritizes data protection visibility, focusing on what is being safeguarded regardless of its current state in the cloud. GDrive/Box prioritizes real-time storage usage, showing only what is currently consuming space in the account. 

3. File Renaming Behavior 

• SysCloud Behavior: 
 When a file is renamed in Box/GDrive, SysCloud treats it as a new file during backup. This means: 
  
  • The original file (with the old name) is retained as part of the historical backup. 
  • The renamed file is backed up as a new entry, occupying additional storage. 
  • This is intentional to preserve file integrity and version history in scenarios where file renames may represent critical workflow or content shifts. 
• Box/GDrive Behavior: 
Box and Google Drive do not treat renaming as a new file. Only the file name changes, but the underlying object and its storage footprint remain the same. As such: 
  
  • No additional storage is counted when a file is renamed.
  • Only one version of the file exists with the updated name. 
•   Impact: 
 This design decision in SysCloud may lead to a higher reported storage usage in the backup system. It ensures historical file versions are preserved under both old and new names, which may be important for audit trails or compliance scenarios. 

4. Deleted Files Retention 

• SysCloud Behavior: 
 Deleted files are retained within SysCloud backups unless manually purged. This is part of our data retention policy to allow recovery of accidentally deleted content. 
• GDrive/Box Behavior: 
 GDrive/Box reduces the used storage once files are deleted from the user’s account and eventually removed from trash. 
• Impact: 
 SysCloud may report a larger storage size due to the inclusion of deleted files in its backup set. 

5. Skipped File Types in Backup Settings 

• SysCloud Feature: 
 Admins can configure SysCloud backup job settings to skip specific file types such as: Video files (e.g., .mp4, .mov) 
  Audio files (e.g., .mp3, .wav) 
  Image files (e.g., .jpg, .png, .gif) 

• Impact: 
 If large media files are skipped, SysCloud will display a smaller total storage value compared to Box. These files are simply excluded from backup and hence not reflected in the SysCloud storage report.