Metadata CleanUp

CleanUp is a backend process that can be run on specific SharePoint sites, or on all sites. It is recommended that it is initially run on all sites. The process follows these steps:

1. Compare File Metadata to Its Location. CleanUp identifies the document library where a file now resides and compares the files metadata with the default metadata defined for that library.
2. Correct Mismatched Metadata. When a file’s metadata doesn’t match the expected standard of the file’s current SharePoint library settings, CleanUp corrects the incorrect metadata automatically.
3. Find Recently Changed Files. After the initial scan has been done, CleanUp focuses on recently changed files only, so that resources are not being used to scan unchanged files.

CleanUp provides Administrators with the controls they need.

1. Choose when CleanUp Runs. Administrators control the CleanUp schedule, determining how frequently the process reviews recently changed SharePoint files.
2. Monitor Processing. Use the administrative interface to see processing activity and review how CleanUp is working across your SharePoint environment.
3. Track Libraries and Results. Clean Up keeps track of document library processing and identifies libraries without default metadata values, which helps Administrators understand where metadata correction applies.

Accurate Metadata effects numerous downstream processes that directly impact how users work.

1. Improve SharePoint Search. Accurate metadata gives SharePoint Search better information for metadata-based search and helps users find the content associated with the correct Client, Matter, Project, Department or other business context.
2. Make Filters & Reports More Reliable. Keep the metadata behind SharePoint filters/views and reporting aligned with the documents it describes, reducing poor results, excluded files based on metadata conflicts.
3. Strengthen AI Readiness. Give Copilot and other AI Solutions more reliable metadata to use when identifying and retrieving SharePoint content. Accurate tags help ensure the content being selected actually belongs to the business context being requested.
4. Support Better Data Governance. Maintain more consistent metadata across SharePoint so the information used for organizational standards and compliance remains aligned with where content is actually stored.

Metadata CleanUp is built on the Microsoft Power Platform and designed to operate with SharePoint Online, giving Administrators control over configuration, scheduling, monitoring and notifications.