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Reduce Zendesk storage costs: Optimize, archive, save

Effectively managing Zendesk storage isn’t just about keeping things organized – it’s about controlling costs and maintaining optimal performance. With Zendesk’s tiered storage limits, understanding how to efficiently manage your data can lead to significant cost savings.

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Understanding Zendesk storage limits

Zendesk’s storage system consists of two main components:

  • Data storage: This includes all ticket content, user profiles, and metadata. Over time, thousands of tickets and interactions can contribute significantly to your storage usage.
  • File storage: Attachments such as PDFs, images, and other media can quickly eat up storage space, especially for support teams dealing with documentation-heavy requests.

 

Each Zendesk plan has strict storage limits. For detailed information on these limits and how Zendesk calculates your storage usage, please check the official Zendesk documentation.

The real cost of exceeding storage limits

For large organizations handling thousands of support tickets per month, these limits can be reached quickly. When you do, Zendesk charges additional fees. More importantly, excessive data can impact your help desk’s performance, leading to:

💸 Slower ticket searches

💸 Delayed reporting

💸 Reduced agent productivity

💸 Higher operational costs

Export tickets

1. Export and manage Zendesk data

Our Ticket Export app provides the perfect solution for managing Zendesk storage by exporting tickets, attachments, comments, etc. to PDF – keeping your storage costs down as well as all your data human readable and compliant. We provide several options to help you lower your Zendesk storage usage:

  1. Bulk export historical data: Use Zendesk’s search to extract older tickets and store them in a safe, cost-effective location of your choice. Optionally, bulk delete the archived data afterwards.

  2. Automate exports: To prevent storage overflow, use the app to set up event-based triggers to continuously export active tickets and prevent excessive storage use.

  3. Access archived tickets: Whenever needed, maintain easy retrieval of historical tickets and other data like comments for audits, compliance, and reference purposes.

  4. Keep your Zendesk instance lean: By reducing stored data, Zendesk search performance and reporting speeds improve.

2. Remove unnecessary attachments

Large attachments often consume the most storage space. Our Redact Attachments app helps you:

  • Identify and remove specific attachments: Detect oversized or redundant files attached to tickets.

  • Bulk delete outdated files: Remove multiple attachments at once while keeping relevant ticket data.

  • Maintain ticket context while reducing storage usage: Delete attachments without affecting ticket visibility.

  • Ensure compliance with data retention policies: Automatically remove sensitive data or expired attachments based on defined retention rules.

remove attachments

3. Implement smart storage management

Combine both solutions for maximum effectiveness:

  1. Regular Exports: Schedule periodic exports of older tickets to external storage to keep Zendesk efficient.

  2. Attachment Cleanup: Use automation to systematically remove unnecessary files, preventing data buildup.

  3. Storage Monitoring: Leverage Zendesk reporting tools to track data trends, set usage alerts, and take proactive steps before reaching limits.

reduced time-on-task
50 %
automated tickets
5 M+
saved in labor costs
$ 20 M+
ai workflow automation

Best practices for long-term storage management

  • Set clear retention policies for tickets and attachments

  • Regularly review and export historical data

  • Train agents on attachment best practices

  • Monitor storage usage trends monthly

Let us help you optimize your Zendesk storage!

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Why use Ticket Export?

✔ Cost Savings: Avoid expensive Zendesk storage fees by offloading unused data.
Performance: A streamlined Zendesk account runs faster, improving agent efficiency.
Compliance: Retain access to your data while ensuring it is stored securely outside Zendesk.
Efficiency: Easily manage data storage as your business grows.

Export data to reduce zendesk storage costs

Get started today

Don’t wait until you hit storage limits. Take control of your Zendesk storage costs now:

  1. Try Ticket Export for comprehensive data management.

  2. Use Redact Attachments for targeted file cleanup.

  3. Contact us for personalized guidance!

Remember: Every gigabyte you save is money back in your budget. Start optimizing your Zendesk storage today.