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Phase 1

Phase 1: File Deletion
The resources below will help you with the initial phase of file deletion.  The video below will help you familiarize yourself with the Digital Asset Manager.  You will learn how to identify files that may be more likely to be deleted, and how to download files as a backup before deleting.  From there, view the Decision Tree for additional help with deleting files.
Some departments may have PDFs currently residing in the Digital Asset Manager they would like to share with their teams in a place other than the K drive.  Microsoft Teams can be used to create teams that only certain people can access, where files can easily be stored and shared.  These links from Microsoft can help you create teams, and share files within them:

Tips for Deleting Files

When considering a file for deletion in the Digital Asset Manager (DAM), ask the following basic questions.  Before deleting a file, remember to save it on your computer, then move it elsewhere!

  • Is the file activated?
    • To avoid using the DAM as a "filing cabinet", files that are in the DAM but not activated should be deleted.  The DAM is used to store files for NKU webpages, and other files should be stored elsewhere (such as the K Drive or OneDrive).
  • Is it linked to on an NKU page?
    • Many times when a link to a PDF is removed from a webpage, it is not removed from the DAM.  Therefore, if the file is not available to view on the website, it should be be deleted.
  • Is it old/outdated?
    • If the file is more than 1 to 2 years old, consider deleting it.
    • If the file is outdated, it should be deleted or updated.


    Still unsure?  Use the decision tree for assistance.