Here is a short description of Data & More's best practice clean-up flow.
In English:
This is our best practice recommendation for the clean-up flow.
Any file older than 3 months, that contains personally identifiable data, will be notified to end users in a clean-up report that is sent out quarterly. They will have a 3-month period where they can decide to exempt a certain file from the automatic clean-up report and process. If there is no exception on a file, it will be deleted after that 3-month period.
Note: It is possible to exempt data from being part of the clean-up process (before sending a clean-up report or after the clean-up report has been sent out). The options can be folders named e.g. "private", "to be kept" or other names. The more unique, the better. The content of those folders can be exempt. What should be exempt is part of the decision that need to be made as part of the implementation process. It is also possible to exempt AD groups or create a new AD group, where it is possible to for the customer, on short notice, to put in users accounts that should be exempt.
High level overview of the clean-up process:
