Cleaning Up Digital Clutter and Unneeded Data

Summary

This article provides users with resources for managing data and digital clutter.

Body

Description

Digital Clutter is unused and unneeded digital files, emails, web pages, and applications.  

It is important to address digital clutter for many reasons: 

  • Improve productivity and efficiency 

  • Reduce stress and cognitive overload 

  • Reduce the risk to data loss and security breaches 

  • Reduce the cost to store unneeded data 

  • Exceeding storage limits incurs additional costs 

  • Environment impact (storing unneeded data uses energy) 

General Best Practices 

Disclaimer: Users should follow established records retention schedules for one’s unit or office.  The following are established retention policies and guidelines that should be consulted before taking actions to remedy digital clutter:

Overall Best Practices:

  • Identify areas where the individual or department would like to reduce or limit digital clutter. 

    • Areas may include email (Microsoft Exchange), SharePoint, or OneDrive.

    • Sort content by last updated, file size, or last viewed to determine area of focus. 

  • Develop a strategy for organization. 

    • Better use of folders, use of email rules/archiving, and/or periodic review of item usage. 

    • Create a naming system for folders that are clear and distinct. 

  • Set goals and deadlines for cleanup. 

    • Include reminders, set aside dedicated time in schedules, and have conversations with peers/department to make decisions on items to retain. 

  • Use resource lists for Exchange, OneDrive, and SharePoint (below) to learn more.

Note: These best practices can also be generally applied to Network File Storage (Personal and Shared)

Exchange (Email): 

  • Archiving Emails – Archived items remain easy to find from the search box or by navigating to the Archive folder.   
  • Inbox Rules – Use inbox rules to automatically perform specific actions (such as marking as important, moving to folders or deleting) based on criteria set by the user.   
  • Conversation Clean Up – Users can reduce the number of messages in mail folders by eliminating messages that are completely contained within a reply.   

OneDrive:

SharePoint:

Outcome:Users will have actionable steps and plans for better storing of needed items and will reduce digital clutter in their work spaces.

Have a success story to share? Please considering submitting the Digital Clutter Success Stories form to share your story, insights, and feedback.  

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Details

Article ID: 845
Created
Wed 4/3/24 10:26 AM
Modified
Mon 7/8/24 4:23 PM
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