Company-wide – on local file storage and in the Microsoft 365 cloud
In today’s digital workplace, countless files accumulate every day – and duplicates often appear unnoticed. These not only take up unnecessary storage space but also create version chaos, confusion, and a loss of productivity.
Even more critically, duplicates can pose a real security risk. Sensitive information subject to company policies or legal regulations can quickly slip out of organizational control. Many employees also create local copies or personal backups.
This issue becomes particularly pronounced in hybrid environments with file servers and Microsoft 365 (OneDrive, SharePoint, Teams, Exchange). Data is rarely checked or cleaned up before or after migration, resulting in cluttered storage and hidden risks.
The Challenges of Cleanup
Identification and Assessment
The first step is to locate duplicates across different storage locations and analyze their relationships – always with data protection in mind. It’s essential to evaluate the cleanup potential, assess the risks, and establish a clean foundation.
Controlled Deletion
Next comes the actual cleanup process, which often raises questions:
- • Which version is the original, and which are the duplicates?
- • Should duplicates be linked to the original?
- • Is access to the original guaranteed after cleanup?
- • How involved should data owners and users be in the process?
Maintaining Long-Term Order
After cleanup, it’s crucial to ensure that this organised state is maintained. Storage managers need a complete overview of storage activity, data owners must know where copies exist, and users should automatically be notified if they violate policies. Ideally, duplicate deletion is rule-based and automated across the organization.
Our Solution – DGS Data Governance Platform
We have addressed all these requirements in our unique DGS Data Governance Platform, incorporating a best-practice approach.
The solution can be licensed or temporarily “rented” for specific projects. Based on the platform, we also offer consulting and data steward services, actively supporting companies in cleaning up and governing their unstructured data.
Achieve transparency, control, and order in your data – we’ll show you how simple it can be.
