Digital organization
Prepare a shared-folder permission review
Record what each shared folder is for, who can reach it now and who should. Copy the current sharing details from your storage provider's own screens. Compare the two lists and leave every change for the folder owner to decide.
A text to start with
I am reviewing sharing for these folders: [folder names]. Their purposes are [purposes]. Here is the current access I copied from the sharing settings, with names shortened: [list of people, groups and link settings]. Compare it with who needs access: [intended audience]. Produce a review table with gaps and open questions. Do not tell me to remove anyone, and do not change any setting.
Example request. Change the details to fit your situation.Shared-folder permission review
Folder: [ ] Purpose: [ ] Folder owner: [ ] Date access list was copied: [ ] Current audience (named people and groups): [ ] Link sharing setting (restricted, anyone with link, other): [ ] Intended audience: [ ] People with access who may not need it: [ ] People who need access and lack it: [ ] Active work or deadlines that depend on current access: [ ] Owner decision for each person (keep, remove, confirm): [ ] Decision date and who made it: [ ] Change made by (owner or administrator): [ ] Access rechecked on: [ ]
Public links and active work
Anyone-with-the-link settings need a separate look, since the audience may be larger than the list of named people. Removing someone can break a shared document a colleague opens daily, or cut off a vendor mid-project, so ask the owner which files are in active use before any change. Check whether access comes through a group, because removing one person may not remove their access. Confirm in your provider's help pages how link settings, group membership and inheritance work, since they differ between services.
Ask another agent to check the result
Review this permission table and flag any public or anyone-with-the-link sharing. Identify proposed access removals that could interrupt active work, and note where access might come from a group rather than a named person. List the questions the folder owner must answer first.
Hand decisions to the owners
Send each folder owner their section of the table and ask them to mark each person as keep, remove or confirm with someone else. Give a reasonable window to reply, and ask about active deadlines before any removal. The owner or an administrator then makes approved changes in the provider's settings. Afterward, recheck the access list and record the date.