How do I figure out which files on a shared network drive are actually records and which are junk?

Shared network drives are notorious for mixing genuine records with clutter: drafts, duplicates, personal files, and one-off working copies. Sorting them out starts not with the files, but with a clear definition of what a record is in your organization.

Start with the definition of a record

A record is information created or received in the course of business that documents a decision, transaction, or obligation, and that you need to keep as evidence of activity. The format does not matter; the content and purpose do. Ask of any file:

• Does it document a business decision, action, or transaction?
• Are we required to keep it by law, regulation, contract, or policy?
• Would we need it to prove what happened, support an audit, or answer a request?

If the answer is yes, treat it as a record. If it is a convenience copy, rough draft superseded by a final version, personal file, or transient material with no ongoing value, it is likely a non-record.

Use your retention schedule as the ruler

The retention schedule is your authoritative guide. It lists record categories, how long each must be kept, and when it can be disposed of. Map the folders and file types on the drive to schedule categories. Anything that maps to a category is a record; anything that maps to nothing and has no legal, fiscal, or historical value is a strong candidate for disposal.

Work the drive systematically

1. Inventory the top-level folders and note who owns each and what business activity it supports.
2. Identify and consolidate duplicates and obsolete drafts; keep the official final version.
3. Separate non-records (personal files, ephemeral notes, system junk) for routine deletion.
4. Apply retention rules to the genuine records, and flag anything under legal hold so it is not touched.
5. Document your decisions so the cleanup is defensible and repeatable.

Watch for the gray areas

When unsure, keep the item and consult your records officer or counsel. Be especially careful with material that may be subject to litigation, an open request, or a hold. For more on managing digital files over their lifecycle, see the electronic records hub.

Doing this once is good; building it into onboarding, naming conventions, and periodic reviews keeps the drive from filling back up.