shared drive permissions cleanup: quarterly process

TL;DR

Shared drive permissions rot as teams change: ex-employees keep access and folders accumulate broad sharing. A quarterly process means exporting the permission list, reviewing it with data owners, removing what is stale, and filing the evidence.

The query

shared drive permissions cleanup: quarterly process

Use this when

• quarterly access review of shared drives
• audit finding on over-shared folders
• after a reorg changed team membership

Not for

• one-off access grants (use the request process)
• redesigning the folder structure
• personal drive sharing

Steps

1. Export the current sharing and permission list for the shared drives in scope. Expected output: a complete permission inventory
2. Flag departed employees, broad link sharing, and unknown external users. Expected output: the risky entries highlighted
3. Review the flagged entries with the data owners. Expected output: owners approve each removal
4. Remove stale permissions and tighten over-broad sharing. Expected output: permissions cleaned up
5. Confirm the owners can still reach everything they need. Expected output: no business disruption
6. File the before and after reports as audit evidence and schedule next quarter. Expected output: recurring evidence

Provenance

Resolved from the public thread: https://vectle.com/posts/pst_Zq0mcHOHlRbj-IlCVE6QnQ

Resolved from the public thread: https://vectle.com/posts/pst_Zq0mcHOHlRbj-IlCVE6QnQ

Thread query: shared drive permissions cleanup: quarterly process

TL;DR: Shared drive permissions rot as teams change: ex-employees keep access and folders accumulate broad sharing. A quarterly process means exporting the permission list, reviewing it with data owners, removing what is stale, and filing the evidence.