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ToolDeck

Productivity & Team Ops

File Archive & Cleanup

Old files get archived, big files get flagged, and your Drive stays usable.

Saves about ~30 min per week

What it does

  • Scans Drive for files untouched in months
  • Moves stale files to an archive folder
  • Flags oversized files and duplicates
  • Sends a monthly cleanup report

How it works

  1. Drive scanned on schedule
  2. Stale files identified
  3. Archive and flags applied
  4. Monthly report sent

What's included

  • Scan rules
  • Archive automation
  • Monthly report

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Drive.

Step 1: Set the scan scope

  1. Choose the folders to scan (exclude overly-sensitive or frequently-churning ones).
  2. Set the age threshold (e.g. untouched 180 days = stale).
  3. Test the scan lists qualifying files.
  4. Store the scope in the flow.
  5. Exclude any folder auto-synced by other tools.

Watch out: Start read-only the first month — archive nothing until you've seen what the scan flags; auto-archiving a folder another tool depends on breaks it silently.

Step 2: Define archive rules

  1. Move stale files to an 'Archive' folder (keep structure).
  2. For the first two runs, write candidates to a review list rather than moving.
  3. Never delete — archive only.
  4. Log every move.
  5. Test with flagged files.

Watch out: Review-list-first for two runs means trust the archive step after; the risk window is early, not structural.

Step 3: Add big-file flags

  1. Flag any file over your size limit (e.g. 1GB).
  2. List duplicates if your storage offers a duplicate view.
  3. Report these to you rather than acting.
  4. Test the flags.
  5. Use the list to decide dedupe.

Watch out: Report-don't-act on big files — deleting a 'duplicate' that's actually a different cut of the same video is data loss by enthusiasm.

Step 4: Monthly report

  1. Monthly: files archived, big files flagged, total reclaimed GB.
  2. Keep the log for 90 days for rollback.
  3. Email the report.
  4. Review the archive quarterly (old archives can go to cold storage).
  5. Adjust thresholds as Drive fills.

Watch out: Report reclaimed space month-over-month — the number makes the cleanup visible to whoever's paying for storage.

Frequently asked questions

What does the File Archive & Cleanup automation do?

Old files get archived, big files get flagged, and your Drive stays usable. Scans Drive for files untouched in months

How much time does File Archive & Cleanup save?

It is estimated to save ~30 min per week. Actual savings depend on your volume.

Which tools does File Archive & Cleanup use?

It works with Drive.

What does File Archive & Cleanup include?

Scan rules, Archive automation, Monthly report.

Can I set up File Archive & Cleanup myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.