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Best Practices for an Intranet Cleanup

An intranet cleanup helps maintain governance, improve adoption, and ensure your content stays relevant. Below are some best practices and steps to follow, based on findings in your intranet cleanup workbook.

Identify areas for improvement

  • Low adoption
    • Do you have many inactive users? Check that your Active Directory (AD) sync is configured correctly.
    • Encourage adoption by setting your intranet as the browser landing page.
    • Consider running engagement initiatives, like a scavenger hunt, to pique interest.
  • Too may Super Admins or Admins
    • Review user rights and reassign as needed. In many cases, it’s more appropriate to grant site, app, or folder ownership instead of full admin rights.
  • Lack of governance in place

    • Low percentage of evergreen content updated in the past year.

    • Few or no review dates assigned.

    • Little to no archiving of aging content.

    • Disabled users still own large amounts of content.

Start your cleanup

  • Assign team ownership to content areas

    • Use the "Content" tab and filter by "ParentSite" to show only content from a specific site. Share this filtered sheet with the relevant team manager so they can work with their team to decide what to keep, archive, or delete. Record decisions in the "Action" column for tracking.

  • Identify unused apps

    • Review the "Content Aging" table in the "Dashboard" tab. This shows how much content was updated per app in a given year. If an app was heavily used in the past but hasn’t been updated recently, evaluate whether it’s still relevant. This process may reveal gaps in governance or highlight apps that can be deleted or refreshed.

  • Reassign ownership of evergreen content

    • Before disabling a user, use the bulk ownership transfer function to reassign their content.

  • Delete forms in Trash
    • When you delete a form, it moves to Trash. To remove it permanently, you must also delete it from Trash.
  • Review content owned by stock users (eg. Kelly Bristow)

    • In the "Assets" tab, filter by "CreatedBy" and then check the "ModifiedBy" column. If the stock user appears in both columns, review the content in your intranet. If it’s unchanged stock content, it can likely be deleted. If it has been repurposed, consider reassigning ownership.

Use intranet features to enforce governance

  • Set Review dates for evergreen content.

  • Enable Archiving for aging content.

  • Assign ownership at the site, app, or folder level to keep content current.

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While conducting your intranet cleanup, did you discover a large amount of outdated or unused content? IC 3.0 gives you the opportunity to start your intranet fresh. Rather than migrating years of old data, you'll get a clean slate, a brand-new site ready for you to build the way you want.

If this sounds like the fresh start you’ve been waiting for, secure your spot now by letting us know here.