--- title: "Tips for Managing your Xray Storage" canonical: "https://docs.getxray.app/space/XRAYCLOUD/44565968/Tips%20for%20Managing%20your%20Xray%20Storage" format: markdown --- Overview Effective storage management in Xray Cloud is essential for maintaining optimal performance and ensuring quick access to relevant Test data. This guide provides an overview of best practices for long-term Storage management within Xray Cloud . Before diving into the details, let’s clarify what is considered Xray Cloud storage and what is not. Item Xray Storage Atlassian Storage Issue Level Attachments at the Issue level (independent of the Issue type) Attachments at Test Step level on Test Issues (for Step-based Tests ) Attachments embed within the description field on Issues Test Run Level Attachments at the Global level on the Test Runs (i.e., within "Findings"), as Evidence Attachments as Evidence at the Test Step level, on the Test Run (for Step-based Tests) Screenshots or other evidence on Cucumber/ Gherkin and Generic (unstructured) related Test Runs, reported by the corresponding Test automation frameworks Logs on the Test results, Comments, Actual Results ** Other Xray Backups ** (**) Stored in Xray but do not contribute to your storage usage. Archiving Test Runs Please note that archiving Test Runs, Issues, or Projects does not free up storage space in Xray Cloud . However, it can improve system performance by removing archived items from indexing, reducing the load on calculations and computations related to indexing. For more information: Test Run Archiving Global Settings: Test Run Archiving Optimizing Attachments Usage Optimizing attachments involves more than selecting the right format or applying compression - it can also be part of your automation workflow. For example, when importing results, you might choose to leave larger, less essential data within your CI/CD tool and bring only key information into Xray. While we provide general guidelines, it’s up to your organization to implement them based on your specific needs. Attachment Optimization Guidelines To streamline attachment management and improve system performance, follow these guidelines: Preferred Attachment Types Images: JPEG: ideal for screenshots or detailed images requiring a good balance of quality and file size. PNG: best for images with transparency or those with text, line art, or simple graphics. GIF: suitable for simple animations or images with limited color ranges (256 colors or fewer). Documents: PDF: best for finalized documents to ensure consistent formatting across devices. DOCX: use for editable documents requiring collaboration and revisions. XLSX: ideal for spreadsheets involving calculations, data manipulation, or graphs. Videos: MP4: the preferred format for its balance of quality and compression. MOV: suitable for high-quality videos where file size is less of a concern. Audio: MP3: Standard audio format known for effective compression and wide compatibility. WAV: Best for high-quality audio where compression isn’t a priority. File Size Limits Images: maximum 5 MB per image. Documents: maximum 10 MB per document. Videos: maximum 100 MB per video. Audio: maximum 10 MB per audio file. Tutorial To easily monitor attachment compliance with guidelines (e.g., ensuring all images are JPEG), check out our demo on identifying out-of-process attachments . File Retention and Deletion Guidelines A file retention policy defines how long files are kept before being archived or deleted, ensuring compliance with regulatory requirements. Retention Periods: Regulatory Projects: retain for X years to comply with legal and auditing requirements. Test Runs: retain for X years to comply with legal and auditing requirements. Non-Regulatory Projects: retain for the duration of the project plus two years. Test Runs: retain for the duration of the project plus six months. Archiving: Archive projects that are no longer active but still within the retention period. Archived files should be backed up in a separate, secure location. Archived files should be securely backed up and restricted to authorized users only (e.g., project team members, admins, auditors). Deletion: Files or projects that have exceeded their retention period should be deleted from the instance. Regular reviews should identify and remove files eligible for deletion. Use custom fields, labels, or tags to efficiently manage tests based on specific attributes or criteria. Exceptions: Files subject to legal holds or audits must be retained until the hold is lifted or the issue is resolved, regardless of the retention period. Retention period exceptions can be granted on a case-by-case basis with proper management approval. Deleting Attachments To recover storage space in Xray Cloud, you must delete Test or Test Executions Issues. Ensure this aligns with your retention and deletion guidelines. For detailed instructions on deleting attachments, refer to:  Global Settings: Storage - DeleteAttachment(s) . Optimizing Test Automation Data Here are general recommendations for reducing storage usage and improving performance when integrating with your pipeline: Capture screenshots only for failed Tests in UI-based testing. Avoid recording and uploading videos for every automated Test . Use logs or screenshots for most Tests, and reserve video evidence for critical Tests. If generating file-based assets (e.g., ZIP files), assess whether you need to upload them to the Test management tool or keep them on the pipeline side. Using Atlassian Storage instead of Xray Storage There are ways to use Atlassian Cloud storage instead of Xray storage, though these are temporary workarounds and may impact optimal Xray usage. We don’t recommend this as a long-term solution. Use these workarounds at your own risk Test Issues: Store attachments at the Test Issue level instead of the Test Step level. Test Runs: Store global and step-level evidence on the corresponding Test Execution issue, and add links to it in the Comment field. Troubleshooting Storage Issues If you're encountering storage issues, we recommend reaching out to our Support team for assistance:  Support Portal . However, below are some common questions and answers that may help you troubleshoot on your own: Why do I see two question marks ("??") in my Storage table? Why am I seeing an incorrect entry date for my attachments? When can I use the "Refresh Storage Usage" button again? Why is the "Refresh Storage Usage" button greyed out ?