Understanding storage discrepancy between SysCloud and other clouds at user-level

Storage usage shown in SysCloud may differ from the storage values shown in Google Drive, Box, or other native cloud admin consoles. This difference can occur because SysCloud calculates backup storage based on the data protected in the backup archive, while native cloud applications usually calculate storage based on ownership, quota, and current active data.

Key factors that can lead to storage discrepancy

Step 1: Shared files calculation

SysCloud behavior

SysCloud includes every file a user can access in the backup storage calculation, even if the user does not own the file.

Google Drive or Box behavior

Google Drive and Box typically count only the files owned by the user. Files shared with the user do not usually increase that user’s individual storage quota.

Impact

SysCloud may show higher storage usage because it includes shared files in the user’s protected data footprint. This ensures that the user’s accessible data is included in the backup archive.

Example of how SysCloud calculates storage for a user

Consider two Box users:

• User A owns 1 GB of data.
• User B owns 2 GB of data.
• User B also shares 0.5 GB of data with User A.

In SysCloud, the archive storage is calculated as follows:

The 0.5 GB shared by User B is included under User A because it is part of User A’s accessible and protected data.

Archives and storage reports

On the SysCloud Archives page, each user’s total storage reflects owned files and any shared files backed up for that user. As a result, SysCloud storage values may not match the per user storage numbers shown in the Google Drive or Box Admin Console.

Note: Assuming there are no backup errors or exclusions, SysCloud captures both owned and shared files so that there are no gaps in the user’s protected data.

Step 2: Deleted files retention

SysCloud behavior

Deleted files are retained in SysCloud backups until they are manually purged or expire based on the configured retention policy.

Google Drive or Box behavior

After a file is deleted from the user’s account and permanently removed from Trash or Recycle Bin, it no longer counts toward the user’s storage quota in the native cloud application.

Impact

Because SysCloud retains deleted items in the backup archive, the storage usage reported by SysCloud may be higher than the storage usage shown in Google Drive or Box.

Step 3: Skipped file types in backup settings

SysCloud behavior

Admins can configure SysCloud backup jobs to skip specific file types, such as:

• Video files, such as .mp4 and .mov
• Audio files, such as .mp3 and .wav
• Image files, such as .jpg, .png, and .gif

Impact

If large media files are skipped, SysCloud may report a smaller storage value compared to Box or Google Drive. These excluded files are not backed up and therefore do not appear in the SysCloud archive.

Step 4: File renaming behavior

SysCloud behavior

When a file is renamed in Box or Google Drive, 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 and uses additional backup storage.

Box or Google Drive behavior

In Box or Google Drive, renaming a file updates only the file name. The underlying object and its storage footprint remain the same.

This means:

• No additional storage is counted when a file is renamed.
• Only one version of the file exists with the updated name.

Impact

SysCloud’s approach may result in higher reported storage usage in the backup archive. However, it also ensures that historical filename states are preserved for recovery.

Step 5: File version history

SysCloud behavior

SysCloud retains every backed-up version of a file according to the configured retention policy and counts each version toward the user’s storage footprint.

When a file is edited, a new version snapshot is stored. This can happen due to:

• Content changes
• Metadata changes
• File renaming

Older versions remain available for point in time recovery.

Google Drive or Box behavior

Google Drive and Box maintain version history, but the latest version’s storage size typically counts against the user’s quota. Previous versions are stored by the service and do not usually increase the user’s reported storage usage unless they are explicitly downloaded or restored.

Impact

Higher reported usage in SysCloud

If a 100 MB file is edited ten times, SysCloud may store the original file plus ten additional backed-up versions. This can increase the backup storage footprint significantly. Google Drive or Box may still show only about 100 MB of storage used by that file.

Complete recovery options

By preserving file versions, SysCloud allows admins to recover earlier versions of a file, including versions that were later overwritten.

Retention policy considerations

The storage impact depends on the configured retention policy. A longer or unlimited retention period can result in more file versions being retained and therefore higher storage usage. A shorter retention period or a cap on version retention can reduce the additional storage consumed by file versions.