IT and security leaders aim to maintain a streamlined and secure file-sharing system, yet the task of determining which files should remain shared and which can be unshared safely often falls solely on administrators. This poses a challenge as admins may not always have the complete context of file usage.


Three main issues can arise from this scenario:

  • Admins’ lack of context
    Administrators may not always know which files are still in active use or needed for collaboration with external sources. This lack of context can lead to unnecessary interruptions in workflow if important files are unshared prematurely.
  • Unnecessary administrative burden
    Without end-user involvement, admins could spend hours trying to figure out which files can be safely unshared, resulting in wasted time and resources.
  • Disruption in collaboration
    If an essential file is unshared without the knowledge of end-users, it can disrupt smooth collaboration with external parties.


All the admin needs to do is set up a cleanup process that fits their company's needs and activate it. Tricent then automatically involves end-users in the cleanup, allowing them to decide which files they still need for collaboration. This way, admins can run the cleanup process continuously and much more efficiently, knowing that they won't disrupt any ongoing collaboration.

This approach not only reduces the administrative burden but also empowers end-users to maintain control over their files, ensuring smooth collaboration with external parties. It's a win-win solution for both admins and end-users, making data unsharing a much more streamlined and effective process.

See how you do that with Tricent for Google Workspace