Automating User Data Cleanup Before Migration using PnP PowerShell

Before migrating SharePoint or OneDrive data, it is essential to clean up unused files, outdated user data, orphaned sites, and unnecessary permissions. This ensures a smooth migration, optimized storage, and minimal post-migration issues.

In this guide, we will cover:

1. Identifying inactive users and their data.
2. Cleaning up unused files and folders.
3. Removing orphaned OneDrive sites.
4. Archiving important documents.
5. Automating cleanup tasks with PnP PowerShell.

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Step 1: Connect to SharePoint Online

First, establish a secure connection to SharePoint Online using PnP PowerShell.

$adminSiteUrl = "https://yourtenant-admin.sharepoint.com"
Connect-PnPOnline -Url $adminSiteUrl -Interactive

✔ Ensures authentication to manage user data across sites.

---

Step 2: Identify Inactive Users and Their Data

Find inactive users who haven’t accessed SharePoint/OneDrive in the last 6 months.

$inactiveUsers = Get-PnPUserProfileProperty -All | Where-Object { $_.LastLogonTime -lt (Get-Date).AddMonths(-6) }
$inactiveUsers | Select DisplayName, Email, LastLogonTime

✔ Lists inactive users with last login details.

---

Step 3: List and Remove Unused Files

Find large files (over 500MB) and old files (not modified in 1 year).

$oldFiles = Get-PnPListItem -List "Documents" | Where-Object { $_["File_x0020_Size"] -gt 500000 -or $_["Modified"] -lt (Get-Date).AddYears(-1) }
$oldFiles | Select FileRef, File_x0020_Size, Modified

✔ Identifies large/old files for cleanup.

To delete them:

foreach ($file in $oldFiles) {
    Remove-PnPListItem -List "Documents" -Identity $file.Id -Recycle
    Write-Host "Deleted: $($file.FileRef)"
}

✔ Moves files to Recycle Bin for safety.

---

Step 4: Remove Orphaned OneDrive Sites

Find and remove orphaned OneDrive sites (owners who left the organization).

$orphanedSites = Get-PnPTenantSite -IncludeOneDriveSites | Where-Object { $_.Status -eq "Orphaned" }
$orphanedSites | Select Url, Owner, StorageUsage

✔ Identifies orphaned OneDrive sites.

To delete them:

foreach ($site in $orphanedSites) {
    Remove-PnPTenantSite -Url $site.Url -Force
    Write-Host "Deleted orphaned OneDrive: $($site.Url)"
}

✔ Frees up unused storage.

---

Step 5: Archive Important Documents Before Deletion

Move important documents to an archive library.

$archiveLibrary = "Archived Documents"
foreach ($file in $oldFiles) {
    Move-PnPFile -ServerRelativeUrl $file.FileRef -TargetLibrary $archiveLibrary
    Write-Host "Archived: $($file.FileRef)"
}

✔ Ensures critical files are preserved.

---

Step 6: Remove Unused SharePoint Groups and Permissions

List inactive SharePoint groups (unused for 6+ months).

$groups = Get-PnPGroup | Where-Object { $_.Owner -eq $null -or $_.LastUpdated -lt (Get-Date).AddMonths(-6) }
$groups | Select Title, Owner, LastUpdated

✔ Identifies inactive SharePoint groups.

To delete them:

foreach ($group in $groups) {
    Remove-PnPGroup -Identity $group.Title
    Write-Host "Removed group: $($group.Title)"
}

✔ Cleans up unused permissions.

---

Step 7: Automate the Cleanup Process for Multiple Sites

Run cleanup across all site collections before migration.

$allSites = Get-PnPTenantSite | Where-Object { $_.Template -ne "RedirectSite" }

foreach ($site in $allSites) {
    Connect-PnPOnline -Url $site.Url -Interactive
    Write-Host "Cleaning up: $($site.Url)"

    # Remove old files
    $oldFiles = Get-PnPListItem -List "Documents" | Where-Object { $_["Modified"] -lt (Get-Date).AddYears(-1) }
    foreach ($file in $oldFiles) {
        Remove-PnPListItem -List "Documents" -Identity $file.Id -Recycle
    }

    # Remove orphaned groups
    $groups = Get-PnPGroup | Where-Object { $_.Owner -eq $null -or $_.LastUpdated -lt (Get-Date).AddMonths(-6) }
    foreach ($group in $groups) {
        Remove-PnPGroup -Identity $group.Title
    }

    Write-Host "Cleanup completed for: $($site.Url)"
}

✔ Automates cleanup across all SharePoint sites.