This guide explains how you can reduce storage consumption by managing data and monitoring activity.

You can prevent a monitoring channel from capturing any data by disabling it completely:

1. Navigate to Configurations > Monitoring Profiles from the main menu.

2. Select the desired profile from the list. This will take you to the Edit monitoring profile screen:

3. Click the Toggle button next to any monitoring channel (e.g., Screen Recording or Audio) to disable it.

For more information, see the Configurations > Monitoring Profiles section in the User Guide.

You can significantly reduce storage requirements (and enhance privacy) by setting a Monitoring Schedule to collect data only on specific days and times.

You can configure scheduled monitoring in two ways:

This schedule applies to all monitoring channels (e.g., Applications, Websites, Emails, etc.) within the profile.

1. From any monitoring profile, click the Clock button at the top of the screen.

2. Adjust the options under Monitoring Schedule to define the specific days and times for all monitoring to occur.

This option allows you to set a unique schedule for an individual channel, overriding the Global Monitoring Schedule for that specific channel.

1. From a monitoring profile, click the Edit button next to the channel you want to adjust (e.g., "Screen Recording"). The monitoring settings panel for that channel will open.

2. Adjust the options under Monitoring Schedule to set the desired days and times for that channel.

3. Optionally, you can click the Apply to all button to apply this schedule to every channel, making it function just like the Global Monitoring Schedule.

Screen recordings consume the most storage. For typical office work with low screen activity, the estimated storage requirement is about 1 GB per 8-hour workday, per user but can be much higher depending on the number of screens, resolution, framerate, color mode, etc.

If you don't need screen recording, we suggest turning it off from the monitoring profile. But if you need screen recording, you can still adjust some settings to reduce the storage requirements.

From a monitoring profile, click the Edit button next to Screen Recording to access these settings:

1. Turn off the Record locked sessions option to prevent screen capture when a computer is locked, saving storage space.

2. If the user has a high-resolution display (e.g., 2K/QHD) and a dedicated graphics card, enabling the Use modern screen grabbing option can help reduce disk space usage.

3. Enable the Record only when behavior rule was violated option. This records the screen only when an actual policy breach occurs, making it significantly more privacy-friendly while drastically reducing the recording size.

4. To automatically manage disk space, use the Delete history after field (available only for On-Premises/Private Cloud deployments) to automatically delete old recordings after a set period.

5. Selecting a lower value under the Maximum frames per second (FPS) section directly reduces the amount of data captured per second, thus decreasing the recording size.

6. The selected color depth—Gray scale, Color, or High color—significantly impacts recording size. For instance, High color may require 2× or more storage compared to the Color mode, while Gray scale requires the least space.

7. Decreasing the Live screen scaling setting will reduce the captured screen size and the resulting recording file size. ⚠️If you are using the OCR feature, we highly recommend keeping this setting at 100%, as changing it may compromise OCR accuracy or functionality.

For more information about Screen Recording monitoring settings, see the Monitoring Profiles > Screen Recording section in the User Guide.

Since audio monitoring contributes to the overall storage consumption, adjusting these settings is a simple way to minimize data capture without sacrificing essential context.

From a monitoring profile, click the Edit button next to Audio to access its settings:

1. Disable Monitor all input and/or Monitor all output if capturing all system audio isn't necessary for your purposes. Alternatively, use the Monitor when these applications use the microphone option to monitor audio only when specific applications (like Zoom or Teams) are active.

2. Select a lower Bitrate value to reduce the audio quality and, consequently, the resulting file size of the audio recordings.

For more information about Audio monitoring settings, see the Monitoring Profiles > Audio section in the User Guide.

Email monitoring can increase data storage over time, primarily due to attachments. By adjusting the settings below, you can control which files are saved, helping to conserve storage space.

From a monitoring profile, click the Edit button next to Emails:

The Email attachments section provides several ways to reduce storage:

Note that other settings also affect data storage. For example:

For more information about Emails monitoring settings, see the Monitoring Profiles > Emails section in the User Guide.

Monitoring printed documents can take up considerable storage space, especially if you enable the option to capture the documents being printed and your users frequently print large files. Adjusting these settings allows you to capture only relevant print jobs, helping to conserve disk space.

From a monitoring profile, click the Edit button next to Printing:

1. If you have multiple printers, you can exclude those you don't need to monitor by using regular expression(s) in the Don't monitor these printers field.

2. Teramind saves every printed document as a PDF when the Actual document option under the Content capturing section is enabled. To save disk space, use the Document's name only option instead, which records only the file name, not the document itself.

3. You can ignore documents that exceed a certain size by setting a page limit in the Maximum document size field.

4. Use the Delete history after option to automatically remove any captured print documents after a specified number of days.

For more information about Printing monitoring settings, see the Monitoring Profiles > Printing section in the User Guide.

You can manually remove time entries and associated screen recordings from several locations:

You can manually delete screen recordings from the Live View dashboard's Snapshots tab:

1. Hover your mouse over a screen thumbnail.

2. Click the X icon that appears beneath the thumbnail.

3. The Add/Remove Time panel will open on the right side of the screen.

4. Switch to the Remove Time tab (if not already selected).

5. Adjust the time range in the panel as needed, and then select the Remove time and screen records option to permanently delete both the time entry and the corresponding screen recording.

You can remove time and screen records similarly from the Employee Details screen by clicking the Add/Remove Time button: