Unused SharePoint files

Last updated Oct 17, 2026 Policies

AI summary

Identify SharePoint files that are older than 5 years and may be outdated, yet still appear in search results and Copilot answers. Review these files with your site owners and archive or delete them per your retention policies to free up storage.

Severity: Information Operation Generally available

What it detects

Shows SharePoint files that are older than 5 years.

Why it matters

Files nobody has changed in five years are often outdated, yet search and Microsoft 365 Copilot still find them and can use them in answers as if they were current. They also take up storage. Review them with the site owners and archive or delete what you do not need to keep, in line with your retention policies.

The rule

Every File where Modified is more than 5 years ago

In Rencore Governance

Details

Applies to	File
Connector	SharePoint
Severity	Information
Category	Operation
Recommended	No
Recommended automation	None
License type	Standard

Other policies that check File objects:

SharePoint file is older than 5 years (Information)

Frequently asked questions

What does the unused SharePoint files policy detect?

The Unused SharePoint files policy shows SharePoint files that are older than 5 years.

Which objects does the unused SharePoint files policy check?

The Unused SharePoint files policy checks File objects from the SharePoint inventory and reports each one that matches its rule as a violation.

How severe is a violation of the unused SharePoint files policy?

Violations of the Unused SharePoint files policy have Information severity. The policy is in the Operation category.

Which module includes the unused SharePoint files policy?

The Unused SharePoint files policy comes with the SharePoint connector in the Digital Workplace module of Rencore Governance, which every Plan includes.

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