The £4,200 Digital Cleanup
How we untangled a consulting agency's chaotic Google Drive, secured client file permissions, and audited their software stack to slash wasted overheads.
£350/mo
SaaS Spend Saved
200GB+
Drive Space Cleaned
100%
Permission Lock-Down
The Challenge: "Digital Drift & Overhead Creep"
A growing consultancy with 10 team members was losing hours every week searching for client files, while paying for redundant subscriptions and leaking data through loose sharing permissions.
SaaS Redundancy
Different team members had signed up for duplicate tools: paying for Slack and MS Teams, Monday.com and Asana, plus 4 individual Zoom Pro accounts.
The "Drive Mess"
Files were saved haphazardly under personal MyDrives, folder paths were nested 12 layers deep, and duplicate files made finding current contracts impossible.
Security Leaks
Dozens of sensitive client folders were shared via public "anyone with link" permissions, meaning former contractors and outsiders still had access to active financial files.
The Reset: Audit, Cleanse, and Restructure
We step in to act as the digital housekeeper. We audited the active systems, mapped software utilization, deleted clutter, and locked down security policies.
Subscription Rationalisation
SaaS Spend Audit
We reviewed 12 months of bank statements to catch hidden software renewals. We consolidated team tools onto a single Google Workspace plan, cancelling duplicate task management tools.
Immediate Saving
Cancelled duplicate Asana and Slack licensing, saving £350 monthly.
Directory Architecture
Google Shared Drive Build
We migrated all files out of individual folders and built a clean Shared Drive structure: divided logically by client, finance, operations, and templates, with strict file naming rules.
File Hygiene
Deleted 12,000 duplicate versions, and reclaimed 200GB+ of storage.
Access & Permission Logic
Security Enforcement
We audited external file sharing, revoked permissions for expired accounts, locked down "anyone with link" files, and established tiered user access levels based on project roles.
GDPR Shield
Revoked sharing links to 324 private client folders.
The Outcome Summary
The business moved from an unorganized, high-risk silo to a secure, lean operating setup.
Overlapping billing for redundant team communication tools.
Consolidating tools on Google Workspace, saving £350/mo.
Files scattered in personal storage; average 12 minutes to locate documents.
Structured Shared Drive directory; files retrieved in under 30 seconds.
Unmonitored guest sharing links leaking financial reports.
Secure, role-based access limits guest sharing to approved links.
Why An Audit Pays For Itself
Stop Subscription Creep
Small monthly subscriptions are easy to forget, but they add up to thousands of pounds in waste. Consolidating your tools cleans up your books.
Speed Up Team Retrieval
If your team spends 15 minutes a day hunting for contract templates or logos, that is hours of lost productivity. Organization buys back active output.
Bulletproof Security
Data links left open to former contractors are a major liability. Auditing guest links ensures your IP stays within your boundaries.
Peace of Mind
Knowing exactly where your assets live, who has permission to view them, and how your systems talk to each other gives you control to scale.
Is Your Digital Perimeter Cluttered?
Let us run a digital sweep, find your leaking software spend, and organize your files into a clean operating manual.