From scan to savings: a 90-day plan for a mid-size tenant
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From scan to savings: a 90-day plan for a mid-size tenant

The first scan is the easy part. Turning findings into a reclaim programme is where most storage projects stall. Here is the 90-day plan we walk customers through.

Samir DaoudiFounder, LogiSam10 May 20268 min read

We have watched enough tenant clean-ups to know that the shape of a successful one is nearly always the same. Not because everyone is following our playbook — because the constraints of an M365 estate push you into the same order of operations.

Days 0-7: baseline + quick wins

  1. Run the first tenant scan. Bookmark the numbers — total bytes, reclaimable delta, top 20 sites.
  2. Empty the site-collection recycle bins on those top 20. This alone often clears 2-8% of the tenant.
  3. Cull orphaned OneDrives for anyone who left more than 90 days ago.

Days 8-30: talk to data owners

  1. Group the top-100 largest sites by department. Send each owner the top 10 largest and oldest files on their site.
  2. Ask them: "keep, archive, or delete". No third option.
  3. Codify the yes-to-delete list into a scheduled retention.

Days 31-60: duplicates + versions

  1. Run a duplicate sweep. Focus reclaim on groups where every copy shares the same owner (single-user duplication is the easiest to resolve).
  2. Cap version history on document libraries where nobody uses versioning. TSO surfaces the top offenders.
  3. Enable Teams meeting recording retention (30/60/90 days depending on class).

Days 61-90: institutionalise it

  1. Schedule a monthly TSO scan. Send the delta PDF to the M365 budget owner.
  2. Bake the "keep / archive / delete" question into the intake form for every new SharePoint site request.
  3. Set the pooled storage alert threshold below 80% so growth is caught early, not on a Friday afternoon.