DATA QUALITY · Workflow idea

Reduce clutter without moving or removing the wrong version of someone’s work.

For authorized work involving authorized shared-drive documents, candidate duplicate matches, and proposed archive or move actions, prepare a list of likely duplicate files with comparison details for a document owner to verify. Files with similar content may have different owners, permissions, or legal retention needs. Confirm access authority, compare exact versions and locations, preserve originals and audit history, protect confidential file names, and require the owner to approve each move, archive, or deletion. Explain information use and retention, obtain required consent, respect source and reuse rights, verify important details, and keep external or consequential actions under human approval.