Audit intermediate Works with: Any AI

SharePoint Site Sprawl and Lifecycle Audit

Table output Has example

• 🏢 SharePoint

Find unused sites and set a lifecycle.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Audit site sprawl. List of sites with owners, creation date, last activity, storage used, members and type: [SITE_LIST]. Our lifecycle rules: [RULES].

Calculate the number of sites, the share inactive for 12 months, sites with no owner or a single owner, storage used by inactive sites, and sites with the same names or purposes, with arithmetic. Example (invented list of 180 sites): inactive 12 months 54 (30 percent), using 96 GB of 410 GB (23.4 percent). Present the lifecycle as a table with the stage, the trigger (months without activity), the action, the person who approves and the way to reverse it: owner confirmation each year, read-only after inactivity, then archive and delete with approval. Calculate storage by stage and expected savings in gigabytes, and the administrator's time for the first clean-up in hours. Identify sites to exempt from automatic archiving, such as those with legal holds or seasonal use, and ask me to confirm them.

Return a table by site group, a draft message to owners explaining the plan, dates and how to keep a site, and the extra data you would want. Do not delete anything without owner approval and retention checks [VERIFY].

Fill in before use

Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented list of 180 sites. Inactive 12 months: 54 (30 percent), using 96 GB of 410 GB (23.4 percent). Without owner: 22. One owner only: 61. Plan: ask owners, set read-only after 12 months, archive after 24 months with approval. Lifecycle table: 12 months inactive: owner receives a message and the site becomes read-only after 30 days without a reply. 24 months inactive: archive with approval, kept for the period required by the retention policy. Storage: archiving the 54 inactive sites could free up to 96 GB of the 410 GB, which is 23.4 percent. Sites with one owner (61) are asked to name a second owner.

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