An inventory is a decision aid, not a backup
A file inventory records what the browser could see at a specific time. It can answer questions such as how many files were selected, where large files were concentrated, and which proposed names would change. It cannot recreate file contents. Treat the export as a map that complements a backup, not as the backup itself.
Keep three records for a reversible cleanup
| Record | Contains | Use |
|---|---|---|
| Starting inventory | Original paths, sizes, dates, optional hashes | Establishes the pre-cleanup state |
| Decision record | Which candidate groups were reviewed and which copy was retained | Explains why a file moved or disappeared |
| Rename map | Original path → proposed path, collision status | Supports execution and reversal |
The File Audit Lab creates the first and third records. The second is a human record because the application cannot know project ownership, legal retention requirements, or which location is canonical.
Use stable identifiers where practical
Paths can change, so a path alone is a weak long-term identifier. Byte size and SHA-256 make a record easier to match after a move. Hashing every file may be unnecessary and expensive; hashing only files that will be deleted, moved across systems, or used as a retained canonical copy is a reasonable compromise.
Separate quarantine from backup
A quarantine folder is a temporary holding area on the same working system. It supports fast reversal when an application expects a path you removed. A backup is an independent copy protected from the same mistake or device failure. Moving a file into quarantine is not a backup if both live on the same failing drive.
Define a review period before cleanup. For example, move redundant copies to a dated quarantine, continue normal work for two weeks, then review the folder against the decision record. The duration should match the workflow; a rarely opened annual project needs a longer observation period than a daily working folder.
Validate after each batch
Large one-shot cleanups make it difficult to identify which change caused a problem. Divide the plan into batches with a clear boundary: one duplicate group, one project, or one naming rule. After each batch, compare actual paths with the exported map and open representative files.
Store inventories carefully
An inventory can disclose client names, project names, medical terms, financial topics, or personal events through paths alone. Keep exports out of public repositories and shared folders unless that exposure is intentional. Delete obsolete inventory exports under the same retention policy as the underlying work.