Published on April 15, 2025

If you’ve ever moved to a new home or residence, you’ve seen just how much you can accumulate without even realizing it. We often store digital data in the same way, keeping old emails and files just in case we may need them again. During Records and Information Management Month in April, set aside time to clear out old and unnecessary digital files in Outlook, OneDrive, Teams and SharePoint. 

Digital cleanup can be as simple as removing the ROT — Redundant, Obsolete and Transitory files. These types of files are low-hanging fruit that can be deleted to reduce risk. Make a plan — even if it’s just an hour a day a few times this month — to give yourself protected time to clean up your files.

Check out these resources on how you and your colleagues can kickstart your journey to a safer, more organized digital filing system. As a reminder, follow all university retention authorizations. If you have questions or need assistance cleaning up your files, contact recordsmanagement@umsystem.edu.