ROT data clean-up

Stop paying to store data nobody needs.

Redundant, obsolete and trivial data fills SharePoint Online, OneDrive and Teams, pushes you over your storage quota and widens the data AI can reach. We find it, agree what goes and remove it safely, giving you back terabytes of storage and the cost that comes with it.

Recent Vigil8 result

75TB

of expensive storage saved for one customer

What ROT data is

Most of what you store, nobody uses

ROT data is content with no business, legal or regulatory reason to keep it. It builds up quietly in every Microsoft 365 tenant.

Redundant

Duplicates and copies: the same file saved to several sites, email attachments re-uploaded, and exports kept “just in case”.

Obsolete

Content that has outlived its purpose: abandoned project and Teams sites, files past their retention date, and endless old versions.

Trivial

Content of no business value: personal files, temporary and test files, logs and media that never needed to be kept.

Why it matters

ROT costs you three ways

Storage you pay for

Your tenant includes 1TB plus 10GB per licence. Beyond that, Microsoft lists extra SharePoint storage at about $0.20 per GB per month, roughly $2,450 a year for every terabyte.

Risk you carry

Every unneeded file can be breached, surfaced by Copilot or flagged in an audit. Keeping personal data longer than you need it also breaches GDPR’s storage limitation principle.

Effort you waste

ROT clutters search, slows migrations and inflates backup and eDiscovery work. Clean data makes everything else faster and cheaper.

Prices are Microsoft list prices in US dollars. Your agreement may differ.

How we do it

Safe, evidenced and agreed with you

Discover and size

We scan SharePoint, OneDrive, Teams and file shares to measure your ROT by site, owner, type and age.

Agree the rules

With your records, legal and business owners we agree what is deleted, archived or kept.

Remediate safely

Automated deletion, or archiving to lower-cost tiers such as Microsoft 365 Archive, with a full audit trail.

Keep it clean

Retention policies and version history limits stop ROT growing back, with regular reporting on storage reclaimed.

Estimate your savings

What could ROT be costing you?

Enter a few numbers to see a rough figure. A Vigil8 ROT assessment measures the real one.

Storage you use today (TB)

SharePoint, OneDrive and Teams combined

Licensed users

Each adds 10GB to your included storage

Share that is ROT (%)

Your estimate. An assessment measures the real figure.

Extra storage price ($ per GB per month)

Microsoft list price. Yours may differ.

–

estimated ROT data

–

over your included storage

–

estimated extra-storage cost avoided per year

What you get

Outcomes we commit to

Like everything we do, ROT clean-up is measured against a baseline agreed with you up front.

Terabytes reclaimed

Storage removed or archived, measured against your starting baseline.

Cost avoided

Annual extra-storage spend reduced or avoided.

Audit-ready retention

Files brought under retention and destruction policy, with out-of-compliance content removed.

No regrowth

ROT growth tracked over time, so the savings last.

Available on its own, or as part of Optimise

Start with a standalone ROT clean-up, or combine it with least-privilege and AI readiness in the Optimise package.

Find out how much you could reclaim

A ROT assessment sizes your redundant, obsolete and trivial data and shows the storage and cost you could save.