Siemens Simplified: Increasing PhoneMail Storage Space

Monday March 19th, 2012

Q:  I have taken over administration of my company’s Siemens PhoneMail system and occasionally receive alarm messages when I log into my Administrator’s screen that my message storage (hard drive storage) is exceeding 90%.

When I received these messages I have been sending a general distribution email to the users on my site asking them to delete all un-needed old messages and un-needed new messages from their PhoneMail box.  I usually recover at least 15% percent storage space.

We use PhoneMail a lot on our site, but we keep creeping back up to 90% within 2 to 3 weeks.  Also, over the last few years we have had a couple reductions in staff; but we are now rehiring staff to meet our increased business volume.

The Siemens PhoneMail is easy to use and has been a dependable part of our business structure. However, I’m anxious about what I’ll do for PhoneMail storage as we keep expanding our business.  Is there anything I can do to see why I cannot recover more storage?

A:  From the symptoms you have described I believe you may be dealing with a PhoneMail system that may benefit from some basic `housekeeping’ procedures.  You can run some PhoneMail reports that will help you determine what type of storage problem you are having.

From the site situation you described above I think you may be dealing with PhoneMail profiles for people who have left your firm and their PhoneMail box has never been removed from the PhoneMail system.  There is the potential for lots of old, un-needed messages taking up storage on your hard drive.

The PhoneMail report you can run from your Administrator’s prompt is:

-   Message Age Report

From the report above you will be able to determine potential user profiles to delete, and identify current users who have a high number of stored, old messages that should probably be deleted.  Below is a sample of how to access the Message Age Report from your System administrator log-on, the bolded items are your inputs at the prompt:

PhoneMail release  6.4.3.2

CPU Type of local node is 80386 33MHz.

PhoneMail is active with 16 Channels

Function:  reports

Wed May 23, 2012  9:44 AM

Action:  l

Report Type:  msgage

Message Age (days):  60  (I chose 60 day old messages as a starting point)

Scope:  all

Message Age Report

Subscriber / Last Access Time                     Extension            # Old Msgs          # Minutes

__________   ________________        ________           ___________    _________

Doe John                                                              292                         4                              2

Mon Nov 23, 2009  1:16 PM

Smith Jane                                                           201                         9                              6

Wed Jul  9, 2008  9:34 AM

Smith Jeff                                                            387                         13                           12

Fri Jun  5, 2009  9:26 AM

Smith John                                                          364                         7                              6

Thu May 10, 2012 8:06 AM

Thomas Chris                                                      6116                       6                              3

Fri Feb 13, 2009  2:03 PM

Williams Bruce                                                   6164                        5                              2

Wed May 16, 2012 7:04 AM

Williams Gayle                                                   6230                        5                              1

Mon Sep 28, 2009  5:00 PM

Young Brent                                                       6109                       11                            6

Wed May 7, 2008 5:54 AM

From the information above you can see there are several users who have not accessed their PhoneMail box for a substantial period of time, some for years; with messages.  These are probably people who left your company and were never removed from PhoneMail. After you review the report and make a list of profiles to remove;  you would first `PURGE’ the profile using the Profile, `PURGE’ command sequence at the Administrator prompt (see below):

Function:  profile

Wed May 23, 2012 10:14 AM

Action:  purge

Subscriber Name or Extension: (enter extension to remove here)

This step removes all messages for the user profile entered from the hard drive, creating space on the hard drive.

Your next step is to `Delete’ the profile using the Profile, `Delete’ command sequence at the Administrator prompt (see below):

 Function:  profile

Wed May 23, 2012 10:14 AM

Action:  Delete

Subscriber Name or Extension: (enter extension to remove here)

After you complete the above steps you should see an increase in hard drive storage percentage.  You can check the status of hard drive storage by running the `STATUS’ command at the Administrator prompt before and after you perform your hard drive cleanup. Make note of your beginning and finishing ` Percent of Disk Used’ entries.

Function:  status

Wed May 23, 2012 11:06 AM

Action:  list

Percent of Disk Used               42 (There should be a difference between your before and after)       

Number Busy Channels          1 (incoming)    0 (outcalling)    0 (network)

Number Down Channels              0

Number Disks Mounted                2

Number of Users                   311

PhoneMail Active?          TRUE

Prompt Language            US-Engl

If you do not see the increase in hard drive storage you would like to see, it may be possible to add an additional hard drive to your system for increased storage.  Contact Telizent for an evaluation of your system.

Please feel free to give us a call with any questions at (866) 536-7305.

Siemens Simplified Tech Tips are provided for educational purposes only. Telizent Communications will not be liable for any errors or inaccuracies, or any actions taken in reliance thereon. Telizent Communications expressly disclaims all warranties – expressed or implied – as to the accuracy of any of the content provided, or as to the fitness of this information for any purpose.  If you are not trained on the systems you are administering or are not comfortable performing the steps described in the Siemens Simplified Tech Tips you should contact Telizent for trained technical support.

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