How Mercury helps you reduce Microsoft Dataverse storage costs

As more recruitment businesses move towards becoming tech-led and data-rich, many are turning their attention to the cost of data storage.What was once a background cost can now quickly snowball, especially if your team logs thousands of emails, calls, and updates every week. Data storage platforms have increased the cost of additional database storage, and for some, this can lead to spiralling monthly bills.But it doesn’t have to.

Understanding Microsoft Dataverse storage costs

By default, Microsoft gives each tenant a limited amount of storage capacity for Dataverse (the data platform that Mercury sits on). This includes:

• 10GB base storage
• 50MB per Power Apps user
• 256MB per Dynamics 365 Sales Enterprise licence

If your business uses Mercury across a large team, you’ll likely exceed this default entitlement. And once you do, extra storage isn’t cheap. Microsoft currently charges around £30.20 per GB per month (on an annual term). Worse still, once you’ve bought that extra capacity, you can’t scale it down for 12 months.If your Mercury database grows to 50GB, but your entitlement is just under 13GB, you’re on the hook for 37GB of extra capacity, that’s over £1,100 a month in storage fees alone.

Introducing the Mercury Storage Solution

To help our customers reduce costs without compromising access to data, Mercury has developed a dedicated Storage Solution module. It’s a smart archiving tool that moves older activity records out of Dataverse and into an Azure Cosmos database, Microsoft’s high-performance document database.Crucially, users can still view and access archived records through the standard Mercury interface, meaning no disruption to workflows or visibility.You keep full access. You just pay a lot less.

What Data Gets Archived?

Our Storage Solution is designed to move the most storage-heavy records: activities. This includes:

• Appointments
• Emails
• Phone calls
• Shortlist updates
• General updates

Additional tables such as Skill Levels, Work History, and Education will also be supported in an upcoming release.You can customise how long data stays in the main database. For instance, you might keep emails for 3 months and phone calls for 6 months before they’re automatically archived. Non-activity records like Contacts, Clients, Vacancies, and Placements always remain in Dataverse.Your archived data is stored in Azure, meaning it remains within Microsoft’s compliance framework, and a full audit history is retained.This means your recruiters still have quick access to older records, and your main database remains clean and performant, reducing both cost and clutter.

What It Costs

The Mercury Storage Solution is priced per user per month and starts at just £5 per month based on 3 years’ retention. There’s no setup charge, and our team can work with you to set the right retention policies and even help with data cleansing, if needed.Let’s say you have 50 users, and your database is 50GB in size.

[table id=5 /]

With longer retention or more users, savings can be even higher.

Is it right for you?

This solution is ideal if you:

• Are approaching or exceeding your Dataverse storage limits
• Want to control costs without sacrificing access to historical data
• Need to demonstrate good data retention practices for compliance
• Prefer a predictable monthly cost over fluctuating Microsoft charges

Ready to learn more?

Speak to your Customer Success Manager to calculate your current usage and estimate the savings the Mercury Storage Solution could deliver for your business. We’ll help you optimise your data, reduce unnecessary costs, and stay compliant.Written by Daniel Fox