An archive can grow through repeated copies and documents that are no longer consulted. The review should distinguish the content still useful from what needs to be retained for specific reasons. The retention and deletion rules require verification appropriate to the nature of the information.
I propose to reconstruct why the document is maintained and who uses it. The presence of copies may have a security function or result from a messy process. Not every duplication is unnecessary, and a cleanup must preserve the necessary data and the protection system.
In a hypothetical example, multiple folders contain exports from the same period with different names. A reconnaissance can recognize which version is needed for the job. Deletion requires an authorized path, avoiding decisions based only on age or file size.
The next verification checks accessibility and continuity of work. Reducing occupied space alone does not prove a quantifiable environmental benefit. An ordered archive gains value when it facilitates research and keeps the reason why information is kept understandable.