Digital declutter

Finding and deleting files

Removing files you no longer need helps keep your digital storage organised and manageable. Large files in particular can quickly take up significant space, so reviewing and removing them can have an immediate impact when decluttering. The same approach can also be used to remove other files that are no longer required, not only those identified by size.

How to find and delete files

1. Within Google Drive, select Storage from the left navigation menu. This is shown at the bottom of the menu.
2. Your files will be displayed in size order, with the largest files listed first.
3. Review the files and remove any that are no longer needed by right-clicking the file and selecting Move to bin.

Reviewing file access

Files stored in Google My Drive are owned by an individual rather than a shared drive. Access is controlled at file or folder level, meaning you can choose exactly who can view, comment on, or edit your content.

How to check who has access

1. Select the file or folder you want to review.

2. Select the View details icon ⓘ in the top-right corner to open the Details pane.

3. Review the sharing information displayed to see who has access and what level of permission they have.

Changing file ownership

If you have a file stored in Google My Drive that you no longer need to manage but other people still require access to, you can transfer ownership of that file to another user.

This option is only available for files stored in Google My Drive and does not apply to files stored in Google shared drives. Always remember to check with the new intended owner, before making any changes. 

How to change file ownership

1. Within Google Drive, select My Drive from the left navigation menu

2. Select the file you want to transfer ownership of.

3. Select the View details icon ⓘ in the top-right corner.

4. In the details pane, select Manage access.

5. Confirm that the intended new owner has Editor access. If not, update their access level first.

6. Select the drop-down arrow next to the intended owner’s name and choose Transfer ownership.

Emptying the file bin

When files are removed from Google Drive, they are moved to the bin and will be fully removed automatically after 30 days. Emptying the bin manually allows you to remove these files immediately and recover storage space sooner. However, any files in the bin will contribute towards your storage allocation.

How to empty the file bin

1. Within Google Drive, select Bin from the left navigation menu. Review the files to confirm nothing is needed before proceeding.
2. To fully remove all files, select Empty bin.
3. To fully remove a single file, select the More options (three dots) next to the file and choose Delete forever.

ℹ️ Moving files from Google My Drive to OneDrive

• As part of Phase 1A of the Modern Work Programme (Personal Productivity), any files you placed  in your _MWP_Migration folder will have been migrated to Microsoft OneDrive.
• If you still have unshared files in Google My Drive that you need ongoing access to, these should be moved to OneDrive. Steps for this are available in the Importing files from Google Drive to OneDrive section of the Working with OneDrive page.
• At present the guidance is to keep shared files and folders on Google.

Removing shared files and folders

Files and folders in Shared with me are owned and managed by other individuals and have been shared with you for access. They are not your responsibility to manage, do not count towards your personal storage, and do not need to be deleted on behalf of others.

If you no longer need to see shared items for your own organisation, you can remove them from your view. This does not change access permissions or ownership and does not delete the file for anyone else.

How to remove shared files and folders from your view

1. Within Google Drive, select Shared with me from the left navigation menu.
2. Select the files or folders you want to remove.
3. Right-click and choose Remove.

Review shared drives you have access to

This step helps you identify which shared drives you currently have access to in Google Drive. Reviewing this list allows you to understand which shared locations you are connected to before taking any further action.

How to locate shared drives

Use this step to view all shared drives you are currently a member of.

1. Within Google Drive, select Shared drives from the left-hand menu.
2. You will see a list of all shared drives that you currently have access to.
3. Select a shared drive to view its folders and files.

Understanding shared drive access roles

When tidying up a shared drive, it helps to understand what you can (and cannot) do based on your access role. Shared drives use role-based permissions, so tasks like deleting files, moving folders, or managing membership may only be available to certain people. 

• Manager: full control of the shared drive, including managing members and deleting the drive
• Content manager: can add, edit, move, and delete files
• Contributor: can add and edit files, but has limited management permissions
• Commenter: can comment on files but cannot edit them
• Viewer: read-only access

For a complete list of what each access level allows, please refer to the Google guidance.

Check your access level in shared drives

Different from your Google My Drive, shared drives own the files and folders stored within them, while individual users are granted access through membership.

Checking your access level in a shared drive helps you understand what actions you are able to take and what responsibility you have within that shared location. Your access role determines whether you can manage members, edit content, or view files only.

How to check your access level

1. While inside a shared drive, select the drive name at the top of the screen.
2. Select Manage or view members to view who has access to the drive.
3. Your access level will be shown next to your name.

Checking access to specific files in a shared drive

Files stored in Google shared drives inherit access from the shared drive itself. This means that anyone who is a member of the shared drive will have access to its files, based on the role assigned to them.

It is also possible to share individual files or folders with specific people using the Share option, where appropriate.

How to check who has access

1. Select the file or folder you want to review.

2. Select the View details icon ⓘ in the top-right corner to open the Details pane.

3. Review the sharing information displayed to see who has access and what level of permission they have.

Deleting files and folders

Files and folders stored in shared drives are owned by the shared drive rather than an individual. Deleting content from a shared drive affects everyone who has access, so it should only be done where appropriate. Only users with Manager or Content manager access can delete files and folders in a shared drive.

How to delete files or folders in a shared drive

1. Select the shared drive containing the files or folders you want to remove.
2. Choose the file or folder you want to delete.
3. Right-click and choose Remove.

Remove yourself from a shared drive

You may want to remove yourself from a shared drive if it is no longer relevant to your role or work. Removing yourself only affects your own access and does not delete files or affect other members of the shared drive. If you are a manager, you must ensure another manager is assigned before removing yourself.

Managers can remove their own access; if you do not have this level of access, you will need to ask a manager or content manager to remove you.

Refer to the Check your access level in shared drives section above, to identify who the managers are.

Transfer manager responsibility (Managers only)

1. Choose the shared drive you want to remove yourself from.
2. Select the shared drive name at the top of the screen.
3. Select Manage members and the person who will take over responsibility for the drive in the members list.

4. Use the drop-down menu next to their name and select Manager.

5. Confirm the change before removing your own access.

How to remove yourself from a shared drive (Managers only)

1. Select Manage members and find your name in the members list.
2. Select the drop-down next to your name and choose Remove member.

Delete a shared drive

You can only delete a shared drive if you have Manager access and the shared drive contains no files or folders. This role is typically assigned to the person who created the shared drive, and all content must be moved or deleted before the drive itself can be removed.

How to delete a shared drive

1. Choose the shared drive you want to delete.
2. Move or delete all files or folders within the drive (shared drives cannot be deleted if content exists inside it).
3. Select the shared drive name at the top of the screen and choose Manage members.
4. Remove access for all members listed, except yourself (shared drives cannot be deleted if multiple members exists inside it)
5. Select the shared drive name again and choose Delete shared drive.

ℹ️ Preparing for Phase 1B of the Modern Work Programme

Phase 1B of the Modern Work Programme (Connected Collaboration) focuses on shared files. To prepare for this, staff are encouraged to review which shared drives they can access and to understand what files and folders are stored within them. Having this awareness in advance will support more effective discussions with your team about shared content needs and the use of collaborative spaces in Microsoft.

When reviewing shared drives, it is also useful to be mindful of the following:

• File and folder name length – names should not exceed 255 characters.
• Invalid characters – avoid using the following characters in file or folder names: " * : < > ? / \

Deleting emails in bulk

Over time, large volumes of email can take up unnecessary space and make it harder to find important messages. Deleting emails in bulk allows you to quickly remove multiple messages at once and keep your mailbox organised.

How to delete emails in bulk

1. Select the checkboxes next to the emails you want to remove.

2. Select the Bin icon to move the selected emails to the Bin.

3. Navigate to the Bin folder and select Empty Bin to permanently delete the emails.

Viewing more emails on one page

By default, Gmail displays a limited number of emails per page. Increasing this limit allows you to review and manage more emails at once, which can make bulk actions quicker and more efficient.

1. Select Settings, then choose See all settings.

2. In the General tab, locate Maximum page size.

3. Change the setting to display 100 emails per page.

Selecting and deleting all the emails on one page

Once you are viewing more emails per page, you can select and remove all emails displayed at once, which is useful when clearing large volumes of messages.

1. Select the drop-down arrow next to the Select icon and choose All.

2. Select the Bin icon to move the emails to the Bin.

3. Empty your Bin to permanently remove the emails.

Finding older emails

Searching by date allows you to quickly locate older emails that may no longer be needed. This can be particularly useful when reviewing historic messages and reducing mailbox storage.

How to find older emails

1. Open Google Mail.

2. In the search bar at the top, enter a date range using the following format, adjusting the dates as required: after:2018/3/16 before:2020/3/17.

3. This will display all emails received between the specified dates.

4. Review the results and delete any emails you no longer require.

Identifying and removing emails with large attachments

Emails with large attachments can use a significant amount of storage. Using advanced search options in Google Mail allows you to quickly identify these messages and decide whether they are still required.

How to find emails with large attachments

1. Open Google Mail.

2. Select Show search options at the end of the search bar.

3. Under Size, select greater than, move to the next field and enter a value, then move to the next field and select MB.

4. Select the Has attachment checkbox.

5. Select Search to display emails that match your criteria.

Finding emails using search

You can use search operators in Gmail to filter and locate emails more precisely. This is useful when reviewing large volumes of email and identifying messages that may no longer be required.

How to search using operators

1. In the Gmail search bar, enter the relevant search operator.

The Google Support article provides a full list of available search operators. Some of the most commonly used operators are listed below.

Emptying the email bin

When emails are deleted, they are moved to the Bin and automatically removed after 30 days. Emptying the Bin manually allows you to permanently delete emails immediately and recover storage space sooner.

1. Open Google Mail.

2. Select the Bin folder from the folder pane on the left of the screen. If the Bin is not visible, select More below the Drafts folder to display additional folders.

3. Emails currently in the Bin will be displayed. These emails will be automatically deleted after 30 days if no action is taken.

4. To permanently delete all emails, select Empty Bin now.

5. To permanently delete a single email, hover over the email, right-click, and select Delete forever.

Deleting large emails and attachments

Large emails (especially those with attachments) can take up a significant amount of mailbox storage over time. Sorting a folder by size makes it easier to identify the biggest items first, so you can review and delete anything that is Redundant, Obsolete, or Trivial (ROT).

Before deleting an email, consider whether the attachment is still required and whether it has already been saved somewhere more appropriate (for example, OneDrive). We recommend saving attachments to OneDrive as a way to free up space.

Filter emails by size

1. In Outlook, open the folder you want to declutter (for example, Inbox or Sent Items).
2. At the top of the message list, select the Sort by button and choose Size. You can specify that the largest sized emails appear at the top.
3. Your emails will be organised by size sections (for example, Huge, Very large, Large etc) for your review.

Delete an email

1. Select the email (or multiple emails) you want to remove, then right-click and choose Delete.
2. Deleted emails move to Deleted Items and continue to count towards mailbox storage until the folder is emptied.

Emptying deleted items and junk folders

Emails that have been deleted or marked as junk are not removed permanently straight away. Items in the Deleted Items and Junk Email folders continue to count towards your mailbox storage until those folders are emptied. Regularly clearing them is an important part of a digital declutter.

Empty the folder

1. In Outlook, select Deleted Items or Junk Email from the folder list.
2. From the Home tab on the top ribbon, select Empty folder.
3. When prompted, select Delete all. This will fully remove all emails from the folder.

Using rules to reduce ongoing email clutter

Email rules can help reduce future clutter by automatically moving low-value or informational emails out of your inbox. This makes it easier to focus on important messages while preventing unnecessary build-up over time.

Rules are particularly useful for newsletters, automated notifications, and emails from distribution lists that you need to keep but do not need to read immediately.

Setting the rule

1. In Outlook, select Settings from the top right corner.
2. From the navigation pane, choose Email, then Rules.
3. You can review any existing rules from the list. To create a new rule, select Add new rule.
4. Give the rule a clear name so you can easily understand what it does later.
5. Under Add a condition, choose what type of emails the rule should apply to. Conditions define which emails are affected, such as:
   • Emails from a specific sender
   • Emails sent to a distribution list
   • Emails with certain words in the subject
6. Under Add an action, choose what should happen when an email meets the condition. Actions define what Outlook does with those emails, such as:
   • Moving them to a specific folder
   • Marking them as read
   • Categorising them
7. If necessary, you can add an exception to this rule. Exceptions allow you to exclude specific emails, such as:
   • Emails from a particular sender
   • Emails containing certain words in the subject
   • Emails marked as high importance
8. Select Save to turn the rule on.

Archiving emails for future reference

Archiving allows you to remove emails from your inbox without deleting them. This helps reduce inbox clutter while ensuring important or reference emails are still available if needed in the future.

Archived emails are moved out of your main mailbox view, making it easier to focus on current and active messages.

When to archive instead of deleting

Consider archiving emails that:

• Are no longer active but may be needed for reference.
• Relate to completed projects or past work.
• You are required to keep for record-keeping purposes.

Emails that are no longer needed at all should be deleted rather than archived.

How to archive emails

1. In Outlook, select the email (or multiple emails) you want to archive.
2. Right-click and select Archive.

Archived emails are moved to the Archive folder and can still be searched and accessed at any time.

Archiving best practice

• Archive emails regularly to prevent your inbox from becoming cluttered.
• Review archived emails occasionally and delete anything that is no longer required.
• Avoid using Archive as a long-term storage location for emails that are no longer relevant.

Cleaning up recurring meeting series

Recurring meetings that are no longer needed can clutter your calendar and make it harder to manage current commitments. Cleaning up old or unused meeting series helps keep your calendar accurate and relevant.

For organisers

If you created the meeting series, you can cancel it for everyone.

1. In Outlook, open the recurring meeting series from your calendar.
2. From the top ribbon, select Cancel series. You can choose to cancel a single event, this and all following events, or the entire series (including past events).
3. All attendees will be notified of the cancellation, so add a short message if necessary.
4. Select Send.

For attendees

If you did not organise the meeting, you can remove it from your own calendar only.

1. In Outlook, right click the recurring meeting series.
2. Select Delete. You can choose to delete a single event or the entire series.
   When prompted, select Decline and delete.

This declines the meeting and removes it from your calendar, without affecting other attendees.

Finding and deleting large files

Large files can quickly take up significant space in OneDrive, particularly items such as videos, presentations, and exported reports. Reviewing and removing large files you no longer need can have an immediate impact when decluttering. The same approach can also be used to identify other files that are no longer required, not only those identified by size.

Before deleting a file, be mindful of whether it has been shared with others.

• Files that have been shared will display a shared icon next to the file name.
• If you are the owner, deleting the file will remove access for everyone.

Largest files in your OneDrive

This is the quickest way to identify the largest files across your entire OneDrive.

Using OneDrive in the browser (office.com)

1. Within OneDrive, locate your storage usage in the left navigation pane (shown at the bottom), then select the usage amount displayed.
2. You will be taken to the Largest files view, where files are listed from largest to smallest.
3. Review the files and delete any that are no longer needed by right-clicking and selecting Delete.

Using the OneDrive desktop app (Windows 11)

1. Select the OneDrive cloud icon in the far-right hand side of your taskbar.
2. At the top, select the cog and choose Settings.
3. In the bottom right, select Manage storage, below your storage allocation.
4. The Largest files page will open, showing all files sorted by size.
5. Review the files and delete any that are no longer needed.

Sorting files by size

If you prefer to review files within specific folders, you can sort files by size instead.

Using OneDrive in the browser (office.com)

1. Within OneDrive, select My Files.
2. At the top of the page, select Sort, then choose File size. You can choose whether to sort in ascending or descending order.

Using the OneDrive desktop app (Windows 11)

1. In File Explorer on Windows 11, select OneDrive from the left navigation pane.
2. From the top ribbon, select Sort.
3. Choose Group by, then select Size.

Understanding OneDrive recycling bins

When you delete files from OneDrive, they are not removed permanently straight away. Because OneDrive is the default storage location on managed Windows 11 devices, there are two recycling bins you need to be aware of. Understanding how these work helps prevent accidental data loss and explains why storage is not freed up immediately.

OneDrive recycle bin (office.com)

When a file or folder is deleted from OneDrive in the browser, it is first moved to the OneDrive recycle bin.

• Items remain in the recycle bin for 93 days before being fully removed
• Files in the recycle bin still count towards your OneDrive storage.
• You can restore or permanently delete items at any time during this period.

How to access the OneDrive recycle bin

1. Open OneDrive (office.com).

2. Select Recycle bin from the left navigation menu.

Second-stage recycle bin (OneDrive browser only)

Within OneDrive in the browser, there is also a second-stage recycle bin.

• Files that are removed from the main recycle bin are moved to the second-stage recycle bin.
• This provides an extra layer of protection in case something is deleted by mistake.
• Items in the second-stage recycle bin are also retained for an additional 93. This means that between both OneDrive recycling bins, files are retained for 186 days in total.

Windows 11 recycle bin

On managed Windows 11 devices, OneDrive is synced through File Explorer.

• When you delete a OneDrive file from File Explorer, it moves to the Windows Recycle Bin
• The Windows Recycle Bin has a single stage (unlike OneDrive in the browser).
• Items are retained for up to 93 days, unless the recycle bin is emptied manually.

These files also continue to use storage until permanently deleted.

How to access the Windows Recycle Bin

1. On your Windows 11 desktop, select the Recycle Bin icon or type Recycle bin into the search bar.

Restoring deleted files

If you delete something by mistake:

1. Right-click the file in the recycle bin.
2. Select Restore.

The file or folder will be returned to its original location before deletion.

Permanently deleting files

If you no longer need files and want to free up storage sooner than the 93-day retention period:

1. Right-click the item in the recycle bin.
2. Select Delete.

This fully removes the file and immediately frees up storage.

Managing shared file permissions

Over time, files and folders can remain shared with people who no longer need access. Reviewing and removing unnecessary sharing helps reduce risk, improves clarity around ownership, and supports effective digital decluttering.

Shared items can be managed differently depending on whether you are the owner of the file or whether it has been shared with you.

If you are the owner of the file or folder

If you created the file or folder, you are responsible for managing who has access to it.

1. In OneDrive, locate the file or folder.
2. Select the Share icon or right-click and choose Manage access.
3. Review the list of people and links that currently have access.
4. Remove access for anyone who no longer needs the file or folder.

If a file or folder has been shared with you

If you no longer need access to a shared file or folder, you can remove it from your view.

1. Within OneDrive (office.com), select Shared from the left navigation menu.
2. From the top ribbon, select With you to filter files and folders that have been shared with you.
3. From the same ribbon, you can further refine the list by filtering by file type or by searching for a person’s name in the search bar.

Browsing files by person

You can filter files you have shared, or that have been shared with you, by viewing them by person.

1. In OneDrive (office.com), select People from the left navigation menu (under the Browse files by section).
2. This displays a list of people you interact with in OneDrive. Selecting a person’s name shows all files shared between you. You can see who shared each file by checking the Shared by column.

Archiving emails for future reference

Archiving allows you to remove emails from your inbox without deleting them. This helps reduce inbox clutter while ensuring important or reference emails are still available if needed in the future.

Archived emails are moved out of your main mailbox view, making it easier to focus on current and active messages.

When to archive instead of deleting

Consider archiving emails that:

• Are no longer active but may be needed for reference.
• Relate to completed projects or past work.
• You are required to keep for record-keeping purposes.

Emails that are no longer needed at all should be deleted rather than archived.

How to archive emails

1. In Outlook, select the email (or multiple emails) you want to archive.
2. Right-click and select Archive.

Archived emails are moved to the Archive folder and can still be searched and accessed at any time.

Archiving best practice

• Archive emails regularly to prevent your inbox from becoming cluttered.
• Review archived emails occasionally and delete anything that is no longer required.
• Avoid using Archive as a long-term storage location for emails that are no longer relevant.

Cleaning up recurring meeting series

Recurring meetings that are no longer needed can clutter your calendar and make it harder to manage current commitments. Cleaning up old or unused meeting series helps keep your calendar accurate and relevant.

For organisers

If you created the meeting series, you can cancel it for everyone.

1. In Outlook, open the recurring meeting series from your calendar.
2. From the top ribbon, select Cancel series. You can choose to cancel a single event, this and all following events, or the entire series (including past events).
3. All attendees will be notified of the cancellation, so add a short message if necessary.
4. Select Send.

For attendees

If you did not organise the meeting, you can remove it from your own calendar only.

1. In Outlook, right click the recurring meeting series.
2. Select Delete. You can choose to delete a single event or the entire series.
   When prompted, select Decline and delete.

This declines the meeting and removes it from your calendar, without affecting other attendees.

Deleting files from the N:Drive

The N:Drive is a network storage location created when your staff account is set up. Not all staff will actively use their N:Drive. For more information about available storage options, see the Staff file storage article .

Sorting files by size allows you to quickly identify content that is using the most storage and decide whether it is still required.

1. If you are working off site, ensure the VPN is connected.

2. Open File Explorer from the taskbar.

3. Select your N:Drive from the navigation pane to display its contents.

4. Select the View tab.

5. Use the Sort by option and select Size to display the largest files first.

6. Select the files you no longer need.

7. Right-click the selected files and choose Delete.

Selecting multiple files

Selecting multiple files at once makes it easier to remove large volumes of content efficiently.

1. Select the View toolbar.

2. Turn on Item check boxes.

3. Select all files you want to delete.

4. Right-click the selected files and choose Delete.

Deleting files from the K:Drive

The K:Drive is a University-owned network storage area available to specific departments and sections. You will only be able to see folders that you have permission to access. Not all departments use the K:Drive, as some teams store shared files in Google Drive. For more information about storage options, see the Staff file storage article.

Sorting files by size allows you to quickly identify content that is using the most storage.

1. If you are working off site, ensure the VPN is connected.

2. Open File Explorer from the taskbar.

3. Select your K:Drive from the navigation pane to display its contents.

4. Select the View tab.

5. Use the Sort by option and select Size to display the largest files first.

6. Select the files you no longer need.

7. Right-click the selected files and choose Delete.

Selecting multiple files

Selecting multiple files at once makes it easier to remove large volumes of content efficiently.

1. Select the View toolbar.

2. Turn on Item check boxes.

3. Select all files you want to delete.

4. Right-click the selected files and choose Delete.

Deleting Google Chrome bookmarks

Over time, bookmarks can become cluttered and difficult to manage. Using the Bookmark Manager in Google Chrome allows you to review, organise, and remove bookmarks and folders you no longer need.

1. Open Google Chrome and ensure you are signed in.

2. Select the three dots in the top-right corner to open the menu.

3. Select Bookmarks and lists, then choose Bookmark manager.

4. The left-hand pane displays all bookmark folders. Select a folder to view the bookmarks it contains.

5. To delete a bookmark, right-click the bookmark and select Delete.

6. To delete a folder, right-click the folder and select Delete.

7. To move a bookmark to a different folder, select and drag the bookmark into the required folder.

8. To create a new folder, select the three dots next to the search bar and choose Add new folder.

Deleting Google Forms

Old or unused Google Forms can take up storage and add unnecessary clutter to your Drive. Reviewing and removing forms you no longer need helps keep your files organised.

1. Open Google Drive.

2. From the navigation pane on the left, select Storage.

3. From the Type menu at the top, select Forms (view image).

4. The Google Forms that you own will be displayed.

5. Right-click any forms you no longer require and select Move to Bin.

Downloading photos from Google Photos

Downloading photos from Google Photos allows you to keep personal copies of your images and remove content you no longer need from your University account.

On a personal device

To download photos, you must first access your University Google account from a personal device.

1. Open a new browser tab and sign in to your University Google account.

2. Select your profile avatar (the first letter of your first name) in the top-right corner of any Google page.

3. Select Manage your Google Account.

4. Select Data and privacy.

5. Scroll to Data from apps and services that you use.

6. Select the Google Photos icon.

Downloading photos using an album

Google Photos allows you to download multiple images at once by adding them to an album.

1. Select the number showing how many photos you have stored in Google Photos.

2. Select Albums from the left-hand menu.

3. Create a new album.

4. Name the album and select Add photos.

5. Add the required photos to the album.

6. Select Done.

7. Select the three dots in the top-right corner.

8. Select Download.

9. All images in the album will be downloaded as a ZIP file.

Deleting Google Sites

Old or unused Google Sites can take up storage and create unnecessary clutter in your Drive. Reviewing and removing sites you no longer require helps keep your account organised.

1. Open Google Drive.

2. From the navigation pane on the left, select Storage.

3. From the Type menu at the top, select Sites (view image).

4. The Google Sites that you own will be displayed.

5. Right-click any sites you no longer require and select Move to Bin.

Staff file storage

The University provides staff with access to both Microsoft and Google storage services to support day-to-day work. Understanding your storage limits can help you manage files more effectively and avoid issues when saving or sharing information.

Microsoft standard storage limits for staff are:

• Outlook: 10GB
• OneDrive: 15GB

Note: some staff may have a slightly higher Microsoft storage allowance. This can be based on specific role requirements or arrangements that were honoured during migration.

For Google services, there is a range of Google Mail and Google Drive storage allocations that were originally assigned. As these limits can vary between individuals, staff are advised to check their own Google accounts to confirm their available storage.

For more detailed and up-to-date guidance on file storage at the University, including how to review your individual storage limits, please see the Staff Storage article.

Digital Skills training

Developing strong digital skills helps staff work more efficiently, manage information effectively, and make best use of the University’s digital tools. A range of training and support options are available to help you build confidence and capability in your day-to-day digital work.

• Details of our current training schedule can be found on the Staff IT Training page.
• If you would like tailored support with digital decluttering or Microsoft 365 tools, you can book a 1:1 M365 WoW session. When booking, please ensure you select the How-to guidance option. 

Information governance guidance and records management support

Information governance provides a structured approach to managing information responsibly and consistently across the University. It helps ensure that information is handled in line with legal, regulatory, and operational requirements throughout its lifecycle.

Effective information governance means understanding:

• what information you hold
• where it is stored (paper and digital)
• who is responsible for it
• how long it should be kept and when it should be disposed of

The University’s Retention Schedule sets out how long different types of information should be retained before review or disposal. While this schedule is currently being updated, the existing version remains valid and should continue to be used until a replacement is formally published.

When it comes to reviewing and reducing information holdings, staff are encouraged to use the Weeding Starter Pack available on the intranet. Although this guidance was originally written with paper records in mind, most of the principles apply equally to electronic files. Step 7 includes specific guidance on managing and deleting digital information, including a Google weeding guide.

Additional support is available through the Records Management factsheets, which cover topics such as naming conventions and scanning. These factsheets currently refer to Google systems and are due to be updated as part of the move to the new intranet. Until then, they remain the most up-to-date source of advice in these areas.

For broader context, policies, training, and further guidance are available on the University’s Information Governance page. The Information Governance team also run regular webinars, with details published on the Information Matters page.

Together, these resources provide the most current guidance available to support staff in reviewing, managing, and reducing information holdings in a safe, compliant, and sustainable way.