Microsoft Experts Reveal Top SharePoint Data Clean Up Techniques

In this episode of SharePoint Focus, experts Mia Tait from First Focus and Alyssa Blackburn from AvePoint sit down to share practical steps every Australian organisation can take to clean up legacy file servers and manage information smarter within M365 and SharePoint.They also discuss what it really takes to:- Clean up and consolidate data scattered across file servers, Dropbox, Slack and other collaboration tools- Avoid the classic “lift-and-shift” mistake that simply moves the clutter into Microsoft 365 without fixing it- Understand the information life cycle—from creation and collaboration through to retention, archival and secure disposal- Use metadata and sensitivity labels to improve search, trigger security processes and stay compliant with the Australian Privacy Act- Cut cloud storage costs while reducing the environmental footprint of your data centre usage- Prepare your data for AI readiness, ensuring tools like Microsoft Copilot deliver accurate insightsKEY CHAPTERS: 0:00 – Intro & Episode OverviewA quick welcome to Episode 5 of SharePoint Focus and what’s ahead: cleaning up legacy file servers and mastering the information life cycle.0:34 – Tackling Data Sprawl Across Multiple PlatformsMia and Alyssa explain how to start with a stocktake of all your data sources—Dropbox, Slack, HR systems and more—before you migrate.3:29 – Why a Lift-and-Shift Migration Creates More ProblemsWhy simply moving everything to SharePoint without sorting is like moving house without cleaning—just moving the clutter.7:57 – Understanding the Information Life CycleAlyssa defines the key stages from creation through retention to secure disposal, and why managing each stage matters.9:50 – Privacy Risks & The Danger of Holding Old DataReal-world examples of how keeping unnecessary data increases risk and why deletion can be safer than hoarding.13:18 – Metadata: The Secret to Search and ComplianceWhat metadata really is, why it’s called a “love note to the future,” and how good tagging makes information easier to find and secure.17:15 – The Three Pillars: Integrity, Efficiency & Cost SavingsHow proper life cycle management protects compliance, saves staff time and cuts cloud storage costs—including environmental benefits.25:09 – Best Practices for SharePoint Life Cycle ManagementPractical tips: assign file owners, automate retention policies, use Microsoft Purview labels and run regular audits.Whether you’re an IT manager, business leader or simply trying to make your Microsoft 365 environment easier to navigate, you’ll discover why a strong information life cycle strategy isn’t just about compliance—it’s about saving time, cutting costs and protecting your business.