Is Your Data a Mess? Here’s Why You Need a Cleanup Plan

Key Takeaways

• Outdated data is risky – Old files and backups can lead to breaches and compliance issues.
• Start with a quick win – Archive or delete files untouched for 3+ years.
• Assign ownership – Each team should manage and clean its data.
• Automate cleanup – Use tools and frameworks to enforce policies.
• Make it a team effort – Data hygiene works best with company-wide buy-in.

What Happens When You Don’t Clean Up Your Data

A mid-sized company grew fast—new clients, more staff, and bigger projects. But behind the scenes, the digital clutter was piling up. Outdated project files sat untouched on shared drives. No one knew which backups were still needed. Databases connected to long-departed apps were still live. It all seemed harmless—until it wasn't. One day, a data breach exposed sensitive information stored in an old file share no one had touched in years. Recovery was expensive, slow, and embarrassing.

That company isn’t alone. Many organizations unknowingly carry digital baggage that increases costs and risks while dragging down performance. The good news? You can prevent this with a regular plan to archive, purge, and protect your data.

Why Data Cleanup Should Be a Regular Habit

Like spring cleaning your home, your organization's data environment needs routine maintenance. Every project, meeting, and system generates digital content—files your teams use daily to collaborate, report, and deliver results. Without a clear process to manage it, that information becomes harder to organize, easier to overlook, and far more challenging to protect.

Without visibility and structure, teams are left guessing—putting productivity, compliance, and decision-making at risk.

72% of data quality issues found post-impact.

Data maintenance isn’t about deleting everything. It’s about being intentional—keeping what’s useful, archiving what’s inactive, and removing what no longer serves a purpose. It’s also about protecting your important data from unauthorized access or loss.

By reading on, you'll learn how to develop a clear strategy that helps your organization stay organized, save money, reduce risks, and keep data secure.

How Extra Data Drives Up Costs and Risks

Let’s start with what happens when digital clutter grows unchecked. Most organizations hold onto far more data than they need. Over time, your digital environment fills with abandoned meeting recordings, unfinished draft documents, outdated reports, and untracked data exports—most of which no longer serve a purpose. This clutter doesn’t just slow down systems; it can have a direct financial impact. In fact, 30% of data quality issues lead to revenue loss, and poor data quality costs organizations an average of $12.9 million every year. Holding onto unnecessary or outdated data isn’t harmless—it’s expensive.

There are three significant problems this causes:

• Increased Costs: Storage—whether cloud or on-premises—isn't free. Keeping every file, backup, and log increases storage bills and infrastructure needs.
• Slower Systems: The more data systems must sort through, the slower things run. Backups take longer. Searches crawl. System performance drops.
• Higher Risk: The more data you store, the more there is to protect. Outdated files can contain sensitive information you've forgotten, creating risk during audits or breaches.

Digital bloat doesn't happen overnight. It builds slowly—but fixing it requires action. That means knowing what you have, where it lives, and whether it still matters.

Recognizing these costs is the first step. So, where do you begin? Let's examine which types of data typically cause the most problems.

Cleaning Up Data: The First Steps That Matter

A full-scale data detox might feel overwhelming, but it doesn’t have to be. The key is to start with the data types that typically create the most clutter and risk. Here are the top targets:

• Old project files: Completed projects often leave folders full of drafts, outdated reports, and unused assets.
• Redundant backups and snapshots: Many IT teams back up too much. You may be storing multiple copies of the same data—or backups of systems that no longer exist.
• Disconnected databases and orphaned file shares: These databases and files are no longer tied to active apps or users but are still accessible—and a risk.

Focusing on these areas first will help you make noticeable progress quickly. You'll also likely uncover unknown storage usage or access risks. However, to make any data cleanup effort successful, someone has to own it.

That brings us to the importance of assigning clear responsibility.

No Owner, No Order: Why Data Needs Accountability

Data doesn't clean itself. One of an organization's biggest mistakes is treating it like a shared problem with no owner. That's why assigning responsibility is critical.

Each department should have someone accountable for reviewing and managing its data, whether a team lead, a designated data steward, or an IT member coordinating with business units. The point is to have someone say, "This folder? That's mine to clean up."

Pairing data ownership with a regular cleanup schedule creates a culture of accountability. It ensures important decisions—whether to archive, delete, or secure information—don't fall through the cracks.

But to make smart decisions, you also need visibility. That starts with cataloging what you have.

Create a Data Catalog to Avoid Guesswork

Before you can clean, you need to know what you’re dealing with. That’s where a data catalog comes in. A good catalog doesn’t just list files—it gives you context.

You should aim to track key metadata, such as:

• File or system owner
• Last accessed or modified date
• Data type and format
• Sensitivity level (e.g., internal, confidential)
• Compliance category (e.g., GDPR, HIPAA)

This information helps you classify which data is “hot” (used frequently) and which is “cold” (inactive and likely ready for archiving or deletion). It also helps you make smarter decisions based on risk, not guesswork.

With a clear view of your data, you can move on to building a consistent cleanup process.

Turn Data Cleanup into a Routine (Not a Chore)

A data cleanup plan works best when it's automated, consistent, and based on clear policies. You don't want to reinvent the wheel every time.

Here’s what your plan should include:

• Retention policies: Define how long to keep each data type using frameworks like NIST or ISO 27001 for compliance and consistency.
• Deletion exceptions Flag data under legal hold or regulatory rules. Review with legal, HR, and compliance on a set schedule.
• Automated workflows: Use tools to tag, classify, and auto-remove inactive or outdated data.
• Audit logs: Track all cleanup actions to ensure audit readiness. The logs should be available to internal reviewers or external regulators.

For larger organizations, assign a Chief Data Officer or data governance council to oversee enterprise-wide cleanup policies.

By turning cleanup into a routine rather than a one-time event, you keep your systems efficient, your costs lower, and your risks under control.

But keeping data clean isn’t just about what you delete. It’s also about how you protect what you keep.

Tighten Data Access to Avoid Unwanted Surprises

Once you've removed the clutter, you should focus on safeguarding the remaining valuable data. Many breaches happen not because of missing security tools but because too many people can access too much information.

Here’s how to tighten control:

• Use least-privilege access: Only give users access to the data they need.
• Implement role-based permissions: Tie access to job function, not individual requests.
• Review access regularly: Make quarterly audits part of your standard routine to ensure permissions align with roles and minimize risk. Remove access for former employees or inactive users.
• Monitor usage: Use logs to spot unusual patterns or access attempts.

Good access governance protects you, simplifies audits, and shows clients and regulators that your data practices are sound.

And while you're securing your systems, don’t forget your devices.

Don’t Let Old Devices Become New Threats

Data doesn’t just live in the cloud. It’s also sitting on hard drives, laptops, and old servers. If those devices aren’t wiped or tracked when retired, they become easy targets for data leaks.

Every organization should have a clear policy for:

• Securely wiping laptops, desktops, and drives
• Logging device disposal or recycling
• Tracking physical assets through a chain-of-custody log

Neglecting this step is like locking your front door but leaving your garage wide open. Now that we've covered cleaning, controlling, and protecting data, what's a simple action you can take?

Start Small: One Easy Cleanup Step That Works

Here’s one quick win: identify all files that haven’t been opened in the last three years. Then:

• Delete them if there’s no compliance or operational need.
• Archive them if they may still have long-term value.

This quick win frees up storage, lightens your backup load, and shows your team that small changes can lead to real progress.

Once you've tackled one success, it's easier to build momentum. But even the best plan needs buy-in.

Data Cleanup Isn’t Just IT’s Job

Data maintenance isn't an IT-only job. It affects every team. Finance, HR, marketing, and operations contribute to data sprawl and must be part of the solution.

To get everyone on board:

• Explain the benefits: lower costs, faster systems, and fewer risks
• Share wins from pilot cleanups
• Provide training or resources on how to manage team data

When your team understands the why, the how becomes much easier, and when data hygiene becomes a shared priority, your organization becomes more efficient and secure.

Data Maintenance Isn’t Optional Anymore

A regular data maintenance plan—one that archives what's outdated, purges what’s unnecessary, and protects what truly matters—is no longer optional. It's essential.

When data is well-managed, your organization can move faster, make better decisions, and stay ahead of compliance and security risks. Clean data supports efficient teams, smarter strategies, and stronger business outcomes.

If your team needs the skills to manage data effectively and reduce unnecessary risk, New Horizons can help. Our expert-led training covers data management—equipping your team to handle data purposefully and precisely.

Contact us today to get started. Don’t let outdated systems and cluttered files slow your business down. Clean data is more than good housekeeping—it’s a competitive edge.