ambacti
Explore workflows

FILE RETENTION REVIEW · Workflow idea

Clear out old files without deleting something your team still needs.

Review files in a designated storage location and identify items older than 14 days for possible cleanup. Prepare a list with file names and dates so an owner can check retention requirements, business need, and recovery options. Do not delete anything until the authorized owner approves the exact file list; approve the completion notice and its recipients before sending it.

Make it yours See how it works ↓
A Roman aqueduct taking shape from architectural sketch to marble.
A little structure. A clearer outcome.
Starts with
A scheduled retention review is due
Produces
A dated list of files eligible for review, approved cleanup status, and a completion notice awaiting review.
Category
Reviews & approvals

01 / The starting point

A clear request.
A useful direction.

Files in a designated storage folder that may be past their 14-day retention window

“Identify older files and prepare a review list, with explicit approval before deletion or notification.”
An example request · Make it specific to your team.

02 / The work

5 tasks.
One useful outcome.

Helps teams manage temporary files and storage while keeping a person responsible for retention and deletion decisions.

  1. Review the designated storage area

    Confirm the folder and scope of the retention review before considering any files for cleanup.

  2. Identify files older than 14 days

    Prepare a list with each file’s name and last-modified date, leaving unclear dates or ownership for review.

  3. Check retention and recovery needs

    Ask the file owner to check business need, legal or contractual holds, backup availability, and recovery options.

  4. Approve the exact deletion list

    Require an authorized owner to approve each file by name before any file is permanently removed.

  5. Review the cleanup result and notice

    Confirm which approved files were removed and have a person approve the completion summary and recipients before sending.

03 / The result

Something useful.
Something to build on.

A dated list of files eligible for review, approved cleanup status, and a completion notice awaiting review.

AmbactiWorkflow folio · 5 steps

Review older cloud files before cleanup

Reviews & approvals · Example outcome

The handoff

A dated list of files eligible for review, approved cleanup status, and a completion notice awaiting review.

Keep in mind

A file’s age alone does not establish that it is safe to remove; it may be subject to a hold, needed for work, or difficult to recover. Check ownership, retention duties, backups, and recovery options, require approval of each exact file before deletion, and approve the completion message before it is sent.

04 / Make it yours

Set the brief.
Set the standard.

A few choices shape the work around your team.

Define the folder and age threshold

Choose a dedicated storage area and confirm whether a 14-day limit fits the files kept there.

Set retention and exception rules

Document holds, ownership checks, files that must be kept, and how unclear cases are handled.

Confirm backup and recovery practices

Make sure a responsible owner understands whether deleted files can be restored and for how long.

Assign cleanup and message approvers

Name who approves the exact deletion list and who reviews the completion notice and recipients.

Put your next idea to work.

Start with your brief. Make the process your own.

Explore more workflows ↗