Network Drive Cleanup

Client: Community Bank
Type: Data Governance & Storage Optimization Automation

Overview

The shared network drive (“X:” drive) at a community bank served as the backbone of internal documentation and operational files. Over time, the drive had grown significantly in size, accumulating years of outdated and unused documents.

While historical records are important, inactive files increase storage costs, slow system performance, and create unnecessary clutter.

I designed and implemented a structured, repeatable cleanup workflow to improve organization, reduce storage burden, and increase overall efficiency.

The Challenge

• Years of accumulated files with no lifecycle management
• No clear visibility into file access history
• Increasing storage costs
• Slower network drive performance
• Difficulty locating relevant documents

Deleting files outright was risky — but doing nothing allowed the problem to compound.

The Solution

I built a quarterly automation process that:

• Scans the entire network drive
• Identifies files not accessed for 3+ years
• Categorizes files based on inactivity duration
• Preserves original folder structure for traceability

The workflow moves files into structured review tiers:

• Quarantine Folder – Files not accessed for more than 3 years
• Ready for Delete Folder – Files not accessed for more than 5 years

Importantly, files retain their original subfolder hierarchy within these review folders, making restoration straightforward if needed.

Key Contributions

• Designed repeatable quarterly governance process
• Automated file scanning and categorization
• Preserved auditability and traceability
• Established a controlled, review-based deletion pathway

Impact

• Identified approximately 38% of the network drive as inactive (3+ years)
• Reduced storage burden and associated costs
• Improved network drive responsiveness
• Simplified document discovery for active users
• Increased employee satisfaction with shared file organization

This project demonstrates how structured data governance and lifecycle management can dramatically improve operational efficiency — without risking critical business information.