This guide explains how you can reduce storage consumption by deleting data and configuring your monitoring settings.

You can prevent a monitoring channel from capturing any data by disabling it completely. Navigate to Configurations > Monitoring Profiles from the main menu and select the desired profile from the list (e.g., Default settings). The profile opens on the Channels tab:

1. Click the ON/OFF toggle under the What to monitor column next to any channel (e.g., Screen Recording or Audio) to turn it off.

2. Click the Save button at the top-right corner of the screen to save your changes.

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 icon at the top-right corner of the screen. The Days and time for monitoring profile window will appear:

2. Under Monitoring Schedule, select the days you want to monitor (e.g., Mon to Fri only).

3. Drag the two ends of the time slider to set the monitoring hours (e.g., from 09:00 to 17:00 to monitor only during business hours).

4. Optionally, click the Reverse icon (⇄) next to the slider to invert the time range, so that monitoring happens outside the selected hours instead (e.g., from 17:00 to 09:00).

5. Click the Apply changes button, then click Save on the monitoring profile screen.

This option allows you to set a unique schedule for an individual channel. Every channel, except Offline Recording, OS State, and OCR, has its own scheduler at the bottom of its settings panel.

1. From a monitoring profile, click the Edit (pencil) icon under the Actions column next to the channel you want to adjust (e.g., Screen Recording). The settings panel for that channel will open on the right side of the screen. Scroll down to the Monitoring Schedule section:

2. Select the days you want to monitor for that channel (e.g., Mon to Fri only).

3. Drag the two ends of the time slider to set the monitoring hours (e.g., from 09:00 to 17:00).

4. Optionally, click the Reverse icon (⇄) to invert the time range.

5. Click the Apply changes button, then click Save on the monitoring profile screen.

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, frame rate, 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 (pencil) icon next to Screen Recording to access these settings:

1. Under Video settings, uncheck 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. Otherwise, keep it turned off.

3. Check the Record only when behavior rule was violated option. This records the screen only when a behavior rule with the Record video action is violated, making it significantly more privacy-friendly while drastically reducing the recording size.

4. Under Retention period, use the Delete history after field to automatically delete old recordings after a set number of days (e.g., 30 days).

5. Under Video quality, select a lower value for Frames per second (e.g., 1 instead of 2). This directly reduces the amount of data captured per second, thus decreasing the recording size.

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

7. Decreasing the Live screen scaling setting (e.g., from 100% to 70%) will reduce the captured screen size and the resulting recording file size.

When you are done, click the Apply changes button, then click Save on the monitoring profile screen.

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 (pencil) icon next to Audio to access its settings:

1. Uncheck Monitor all input devices and/or Monitor all output devices if capturing all system audio isn't necessary for your purposes.

2. Alternatively, use the Monitor when these applications use microphone field to monitor audio only when specific applications are active (e.g., zoom.exe or teams.exe).

3. Under Audio quality, select a lower Bitrate value (e.g., 8000 instead of 16000) to reduce the audio quality and, consequently, the file size of the audio recordings.

When you are done, click the Apply changes button, then click Save on the monitoring profile screen.

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 (pencil) icon next to Emails:

1. Under Capture email attachments, uncheck Incoming or Outgoing to limit capture to only one direction, or uncheck both to exclude attachment capture altogether for maximum storage savings.

2. Use the Ignore attachments matching these file names field to exclude larger file types, such as videos and high-resolution images, from being saved (e.g., .mp4,.avi,.png).

3. Use the Delete stored attachments after field to automatically remove captured attachments after a specified number of days (e.g., 30 days). The default value of 0 means attachments are never deleted.

4. Under Emails retention period, use the Don't monitor emails older than field to skip older emails (e.g., 90 days). The default value of 0 monitors all emails.

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

When you are done, click the Apply changes button, then click Save on the monitoring profile screen.

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 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 (pencil) icon next to Printing:

1. If you have multiple printers, you can exclude those you don't need to monitor by entering regular expression(s) in the Excluded printer name (regexp) field under Exclude printers (e.g., .*HP LaserJet.*). Press Enter after each value.

2. Teramind saves every printed document when the Capture actual document option under Printing capturing settings is checked. To save disk space, uncheck this option so that only the print event and the document's name are recorded, not the document itself.

3. You can limit how much of a large document is captured by setting a page limit in the Maximum capture document size (pages) field (e.g., 20).

4. Under Retention period, use the Delete history after field to automatically remove captured print documents after a specified number of days (e.g., 30 days).

When you are done, click the Apply changes button, then click Save on the monitoring profile screen.

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

You can manually remove time entries and their associated screen recordings from the Employee Details screen. Navigate to Employees from the main menu and click an employee's name (e.g., Aymon Cousteau) to open the Employee Details screen:

1. Click the Actions button at the top-right corner of the screen.

2. Select Add/Remove Time. The Add/Remove Time panel will open on the right side of the screen:

3. Switch to the Remove Time tab.

4. Select the Date (e.g., Aug 24).

5. Drag the two ends of the Time slider to select the time range you want to remove (e.g., 12:00 AM to 03:24 AM). The Summary shows the total time that will be removed.

6. Under What to remove, choose one of the following options:

7. Click the Remove Time button.

You can also remove time from the employee's Snapshots tab:

1. Hover over a 10-minute slot and click the Trash icon. This removes only the time recorded for that slot. The screen records stay available for playback.

2. To delete the screen recordings as well, click the Add/Remove Time button and follow steps 3 to 7 above, selecting Remove time and screen records.