Hi @MRipley
This certainly sounds like poor management of the account. It’s easy to let that happen if there aren’t procedures or a dedicated person responsible for managing users, contacts, lists, content, etc.
- I would definitely delete old users - you may need to reassign contacts if they owned them, but all of the files and workflows will remain in place
- Use the Workflow analytics/history to determine if workflows are still being used or if they should be deleted or updated
- This will be timely, but worthwhile
- Outdated files in the file repository is definitely a concern as people may be given the wrong information on an outdated document
- This is also a challenge for users to understand which file is up-to-date and accurate
- I would create an archive/to-delete folder and start moving those assets there as soon as you identify the most up-to-date/current one in the system
I would highly recommend putting in place an SOP for all of these assets that live within HubSpot and identifying who will be responsible for managing this on an ongoing basis. Ultimately if someone isn’t owning it, it won’t get done consistently. You can break various clean-ups into what needs to happen weekly, monthly, quarterly, and annually. There should also be something in-place so that the responsible party can report that it was complete and any other data that is important.
This isn’t HubSpot specific…this is all CRMs or even other platforms you may be using. It’s not always a fun task, but it is important!
Josh
Thanks for the ping @kvlschaefer!