Clean Up Your Company SharePoint and File Share

Needless to say, the data around us has grown exponentially in the past few years, and almost all large enterprises are facing issues in managing data in their SharePoint and file shares. Companies are trying to do their best to deal with this issue, but the inter-departmental disputes often pull them back from the track. For example, IT might want to save as little data as possible, and compliance and legal might want to save as much data as possible. Then, there are the ever-increasing fines for noncompliance and the ever-decreasing storage issues. And, with IDC’s global datasphere forecasts for 2025, these issues seem entirely untamable.

But then, there could be a possible way to tame that ever-growing data in SharePoint and file shares – a file analysis software. It can help reduce risk by identifying personally identifiable information (PII), help manage storage efficiently, and transforming dark data into valuable insights. All  done in-place, without creating data copies..

How does file analysis software work?

  • To start with, file analysis software assesses files in company SharePoint and file shares to provide a high-level view of its content and metadata.
  • Allows users to identify personal data, confidential and intellectual information  and remediate it.
  • It also allows users to identify ROT – redundant, obsolete, and trivial data — and  enforce retention and deletion policies per the laws and regulations applicable to the industry.
  • Per the policies, the software allows the users to defensibly delete high-risk documents or send the important files to the records management software.
  • The software provides analytics without creating a single copy and uncovers the top performers, subject matter experts, and informal networks that drive your business.

To conclude, company SharePoint and file shares are infamous for being a dumping ground for all unused documents. To prevent it, a company must use a mix of approaches such as educating employees, implementing information management policies, and of course, using file analysis software for regular clean-ups and data minimization.

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