The Hidden Cost of Unused Cloud Storage: A Guide to OneDrive/SharePoint Cleanup

Imagine being in an overstuffed office. Documents are piled on the shelves, files are stacked on desks, papers are stuffed into drawers and boxes are filling every corner. The more clutter there is means the harder it becomes to find what you need or work efficiently. It is also easy to misplace sensitive documents.

The same applies to your digital workspace. Even though cloud storage is unlimited, the truth is that unused files, outdated folders or even forgotten data in OneDrive and SharePoint can increase expenses and slow productivity. That is why you need to schedule routine cleanup. 

Why Old Files Could Be Costing You More Than You Think

According to a global survey by Splunk, over 1,300 businesses admit that 55% of their data is dark. The unused files consume storage space and lead to higher subscription costs. This means they pay for data they no longer need. 

When cloud storage is overloaded with clutter, finding the right file becomes harder. Your team will spend more time searching through outdated content. Over time, this can translate into hours of lost productivity across the business.

Old files also create security risks. Sensitive information that is no longer needed may still be in your system and make your organization more vulnerable to data breaches or compliance issues. This can result in loss of funds, fines or reputational damage. A 2025 report by IBM shows that the global average data breach cost is around 4.4 million. While the figure represents a 9% decline from 2024, it is still huge considering that most of these breaches affect small businesses.

How to Clean up OneDrive/SharePoint

Cleaning up your cloud storage is not just about deleting files. You need to build a system that keeps your cloud environment efficient and sustainable over time. How do you achieve this?

Audit Your Storage

Before removing anything, review what is stored in OneDrive/SharePoint. The good news is that Microsoft provides built-in reporting tools to make it easier to identify duplicates and folders that haven’t been accessed in months or years. 

During this stage, you can also categorize your data into what should be kept, archived or deleted. This simplifies decision-making and prevents mistakes like removing files that are still critical.

Establish Retention Policies

Decide how long files should be stored based on their type and importance. This will help prevent clutter from returning. For instance, financial records may need to be kept for several years while outdated drafts can be removed much sooner. 

You can automate retention policies so that files are archived or deleted automatically once they expire. This reduces the risk of human error and ensures compliance with both internal guidelines and industry regulations.

Remove Redundant and Outdated Files

Once you have identified unnecessary content, start removing it. Delete duplicates and outdated versions and move files that are rarely used but are still important into archives. 

It is important to note that when you delete a file, it moves to the recycle bin. While this protects you against accidental deletion, space isn’t fully freed until the recycle bin is emptied. Make it a habit to check and clear the recycle bin once you run a major cleanup.

Organize Your Files 

After cleaning your cloud storage, the next step is to organize both the remaining and incoming files. Use descriptive file names that include details like project names, client names or dates to make it easier for anyone to locate your files.

You may also organize the folders by project or department so your team can easily store and retrieve documents when needed. This will save hours of searching and reduce the likelihood of misplaced files.

Routine Maintenance

You can schedule routine maintenance quarterly or biannually to keep your cloud storage organized and prevent clutter from overwhelming the system again. As your business grows, update your policies and review your storage usage so the system can support your needs without unnecessary waste.

Train Your Team!

Your strategy won’t be effective if employees don’t follow the right protocols. Training your team on proper file storage habits ensures the process is sustainable over time.

Since employees may leave your organization or change roles, you need to review permissions and remove access for users who no longer need it. This strengthens security and ensures they can quickly find documents relevant to their work without searching through unnecessary content.

Maximize Value From Your OneDrive and SharePoint Storage

OneDrive and SharePoint provide generous storage with options to upgrade to unlimited plans. While smaller organizations may never reach this threshold, larger businesses with thousands of files uploaded daily can quickly approach their limits.

The good news is that you don’t need to wait until your storage becomes unmanageable or expensive. With a proper cleanup strategy, you can free up space and extend the value of your existing plan.

At Sound Computers, we help businesses audit their storage, organize files and set up automated systems to keep cloud environments sustainable. Your business will be able to cut unnecessary costs, improve collaboration and protect sensitive data. Get in touch with us today to book your free consultation.