--- title: "WHAT CONTENT SHOULD TEAMS CLEAN UP BEFORE LEAVING HIGHSPOT?" description: "Leaving Highspot? Audit duplicates, stale assets, tags, permissions and engagement data first, so you only migrate content reps actually use. Checklist inside." canonical: "/blogs/highspot-migration-content-cleanup" published: 2026-10-21 --- # WHAT CONTENT SHOULD TEAMS CLEAN UP BEFORE LEAVING HIGHSPOT? ## Frame [https://www.paperflite.com/](https://www.paperflite.com/) [PRODUCT](#) [PAPERFLITE](https://www.paperflite.com/product) [CLEVERSTORY](https://www.paperflite.com/cleverstory) [HEYSALES](https://www.heysales.ai/) [PRICING](https://www.paperflite.com/pricing) [RESOURCES](#) [Blogs](https://www.paperflite.com/blogs) [Case studies](#) [THE BALDWIN GROUP](https://experiences.cleverstory.io/the-baldwin-group-casestudy) [AFFIRMATIVE](https://experiences.cleverstory.io/affirmative-technologies-conviction-moves-with-you) [UBIQUITY](https://experiences.cleverstory.io/ubiquity-content-that-built-trust) [SERVICE NOW](https://experiences.cleverstory.io/servicenow) [E2OPEN](https://experiences.cleverstory.io/e2open-selling-in-a-tempest) [ACROLINX](https://experiences.cleverstory.io/acrolinx-case-study) [ARMADA](https://experiences.cleverstory.io/armada-case-study) [KENDO](https://experiences.cleverstory.io/kendo-case-study) [PERFECTION LEARNING](https://experiences.cleverstory.io/perfection-learning-case-study) [ASPIRE SYSTEMS](https://www.paperflite.com/blogs/how-aspire-systems-solved-its-deep-rooted-content-issue-using-paperflite) [BISON JACKS](https://showcase.cleverstory.io/BisonJacks) [MINT](https://showcase.cleverstory.io/mint-case-study) [TIS](https://showcase.cleverstory.io/paperflite-for-tis) [Integrations](https://experiences.cleverstory.io/paperflite-integration) [Academy](https://experiences.cleverstory.io/cleverstory-academy) [LOGIN](https://app.paperflite.com/public/login) [SIGN UP](https://www.paperflite.com/signup) [BOOK A DEMO](https://www.paperflite.com/book-a-demo) [PRODUCT](#) [PAPERFLITE](https://www.paperflite.com/product) [CLEVERSTORY](https://www.paperflite.com/cleverstory) [HEYSALES](https://www.heysales.ai/) [PRICING](https://www.paperflite.com/pricing) [RESOURCES](#) [Blogs](https://www.paperflite.com/blogs) [Case studies](#) [THE BALDWIN GROUP](https://experiences.cleverstory.io/the-baldwin-group-casestudy) [AFFIRMATIVE](https://experiences.cleverstory.io/affirmative-technologies-conviction-moves-with-you) [UBIQUITY](https://experiences.cleverstory.io/ubiquity-content-that-built-trust) [SERVICE NOW](https://experiences.cleverstory.io/servicenow) [E2OPEN](https://experiences.cleverstory.io/e2open-selling-in-a-tempest) [ACROLINX](https://experiences.cleverstory.io/acrolinx-case-study) [ARMADA](https://experiences.cleverstory.io/armada-case-study) [KENDO](https://experiences.cleverstory.io/kendo-case-study) [PERFECTION LEARNING](https://experiences.cleverstory.io/perfection-learning-case-study) [ASPIRE SYSTEMS](https://www.paperflite.com/blogs/how-aspire-systems-solved-its-deep-rooted-content-issue-using-paperflite) [BISON JACKS](https://showcase.cleverstory.io/BisonJacks) [MINT](https://showcase.cleverstory.io/mint-case-study) [TIS](https://showcase.cleverstory.io/paperflite-for-tis) [Integrations](https://experiences.cleverstory.io/paperflite-integration) [Academy](https://experiences.cleverstory.io/cleverstory-academy) [LOGIN](https://app.paperflite.com/public/login) [SIGN UP](https://www.paperflite.com/signup) [BOOK A DEMO](https://www.paperflite.com/book-a-demo) ### WHAT CONTENT SHOULD TEAMS CLEAN UP BEFORE LEAVING HIGHSPOT? OCT 14, 2026 ## Frame Before leaving Highspot, clean up duplicate and outdated assets, content nobody opens, files with missing owners or tags, broken permission groups, and expired customer-facing material. Keep only assets that reps still use, tag them consistently, export the engagement history, and archive the rest before migration day. Your renewal is 90 days out, the new platform is signed, and a content owner asks the channel: "So do we just move everything?" Nobody answers. Somewhere in the old library sit three versions of the same battle card, a pricing deck from two reorgs ago, and a folder called "FINAL\_use\_this\_one" that no one has opened in a year. Deciding what content to clean before leaving Highspot comes down to four kinds of asset (duplicated, expired, ownerless and unopened) plus the plumbing around them: tags, permissions, shared links and analytics history. This guide covers what to retire, what to fix, what to export and who should decide, so your new platform starts with a library reps trust instead of one they have already learned to ignore. #### Why Migration Is the Best Excuse to Clean House Clean content before migrating because every asset you move has to be tagged, permissioned, tested and maintained in the new platform. Moving only what reps use cuts that workload, and it keeps old clutter from following you to a new login. A migration is the one moment when cleanup stops being a nice-to-have and becomes a line item. You have a deadline, a budget and a reason for content owners to answer your messages, which ordinary quarters rarely supply (ask anyone who has sent a "please review your assets" email in March). Lift-and-shift copies the problem. A bloated library becomes a bloated project, and it carries over the habit that got you here: reps who cannot tell which of three decks is current stop looking, which is the pattern behind [why sales reps overlook marketing content](https://www.paperflite.com/blogs/why-sales-reps-overlook-marketing-content-how-fix-it). A fresh login does not fix that. A smaller, trusted library does. One caveat: cleanup has its own cost, and reviewing thousands of assets by hand is slow. Triage with usage and ownership data first, then spend human attention on the borderline cases. #### Take Stock of What You Actually Have Inventory every asset and the structure around it: files and links, collections or pages, folders, tags and metadata, permission groups, integrations and analytics history. Include content stored outside the platform, such as shared drives and email templates, because reps often use those copies instead. Start with a spreadsheet, not a decision. Give each asset a row, with columns for title, type, owner, last updated, last opened, audience, and where it is referenced outside the platform (CRM templates, sequences, proposals, the intranet). Add rows for the structure too. The goal is a map of everything you might have to move, fix or switch off. Reps copy decks to desktops, shared drives hold the editable source files, and email templates link back to old assets, so the inventory has to reach beyond the platform itself. If an asset has no editable source anywhere, flag it now, because you cannot refresh a file you cannot open. For a longer view of how asset libraries are usually structured, see [Sales Asset Management: What, Why and How](https://www.paperflite.com/blogs/sales-asset-management-what-why-and-how). An example of a centralized library overview in Paperflite's Content Hub, the kind of single view an inventory is trying to approximate. Verify before publish: confirm in Highspot's current documentation which inventory and usage reports admins can export, since availability can differ by plan and role.x #### What to Retire Before You Move No. Migrate only assets that reps still use, that have a named owner, and that are accurate today. Retire duplicates and expired material, and archive anything you must keep for compliance or reference. Retiring is the fastest way to shrink the project, so it comes before any fixing. Three groups cover most of it. ##### Duplicates and near-duplicates Teams create duplicates the way offices accumulate mugs: one at a time, each for a perfectly good reason. Keep the copy with a named owner and the most recent edit, merge any useful changes from the others, and retire the rest. Watch for near duplicates (a regional deck that differs by one slide, a PDF of a deck that also exists as slides), because exact-match checks will miss them. ##### Expired, off-brand or superseded material Retire pricing and packaging from previous plans, decks for products you no longer sell, and anything wearing an old logo. Customer stories need a separate look, since the customer's permission to use their name may have lapsed. That one is a legal risk rather than a tidiness issue, so route it through whoever owns customer approvals. ##### Content nobody opens Usage data turns opinions into a rule. Pull last-opened and engagement counts for every asset and flag anything untouched for a set window. Tie the window to your sales cycle: a six-month rule works for a team closing deals in six weeks, and it will wrongly flag security reviews and legal documents for a team whose deals run nine months. Keep an exception list for seasonal campaigns, regulatory content, late-stage deal assets and partner-specific material. Pulling this data before you cancel is easier than it sounds if you treat [content tracking](https://www.paperflite.com/blogs/content-tracking-whole-scoop-some-insights) as a baseline you capture once and keep, rather than a report you hope to find later. A most-engaged assets view shows which content reps and buyers actually open. A per-asset engagement view helps you decide whether a quiet asset is safe to retire. #### What to Fix Before It Moves Fix assets that are worth keeping but hard to find or trust: assign a named owner, standardize titles and tags, fill in missing metadata, and flatten folder structures that only made sense to the person who built them. Fixing these before import is cheaper than fixing them after. Every asset you keep needs one person who answers for it. A team alias or "Marketing" does not count, because an alias cannot be asked whether the deck is still accurate. If nobody claims an asset by a fixed deadline, treat the silence as an answer and move it to the archive pile. Agree on a naming convention and a tag set before import. A simple pattern such as asset type, product, audience and year gives search something to work with and makes the new library easy to audit. Keep tags to the questions reps actually ask: which product, which persona, which stage of the deal. A tag nobody searches for is just decoration. Flatten deep folder trees too. Structures built around an org chart from two years ago slow reps down, while structures built around the buyer journey or the sales stage survive reorgs. The guide to [Organize B2B Marketing Content in 8 Simple Steps](https://www.paperflite.com/blogs/content-organizing-tips) covers the folder and taxonomy side in more depth. Asset metadata and tagging in one place makes inconsistencies easy to spot before they migrate. A clean folder structure with clear categories is the target state for the cleanup. Metadata imports exactly as messy as you hand it over, which makes this the cheapest moment to fix it. #### What Teams Forget to Clean Teams forget permissions and user groups, links already shared with buyers, integrations with CRM, Slack and email, and analytics history. These sit outside the content itself, so they rarely appear on an asset audit, yet they decide who can see what and whether old links keep working. Permissions deserve their own pass. Remove leavers, expired contractors and agencies you no longer work with, and check that role definitions still match how your teams are organized. Carrying old access rules into a new platform is a quick way to give the wrong people the wrong files. Buyer-facing links are the quiet risk. Every proposal, email template, sequence step and CRM note that points to a hosted asset is a link a buyer might click months from now. Inventory them, decide which to replace, and plan the swap before cancellation. Links to content hosted inside Highspot may stop working or change once your account ends, depending on your contract and how the links were created. Inventory every buyer-facing link in your CRM, email templates and sequences, and confirm the exact behavior with your Highspot account team. Verify before publish: confirm link behavior after contract end against Highspot's current terms and documentation. Last, list the integrations: CRM fields, Slack and Outlook shortcuts, browser extensions and any widgets embedded in your intranet or help center. Each one is a place where reps expect to find content. Turn them off deliberately, or repoint them, so nobody hits a dead end on their first Monday after go-live. Role and permission settings are worth reviewing line by line before you recreate them elsewhere. #### What to Export and Archive Before Access Ends Export engagement and analytics history, asset metadata and tags, folder and collection structure, the permission group list, and an inventory of links shared with buyers. Confirm which of these Highspot's reports and exports cover on your plan, and request anything missing in writing before your contract ends. Analytics history is the item people regret leaving behind. QBR decks, enablement reports and content-influence analyses all lean on engagement history, and once access ends so does the easy way to pull it. Export the raw engagement data, not just the dashboards, and store it somewhere you control (a spreadsheet, a warehouse table or both) with a note on how each metric was defined. A "view" in one tool is not guaranteed to match a "view" in another. Alongside analytics, export metadata, tags and structure so you can map old locations to new ones. Keep a simple disposition sheet with old location, new location, the keep, fix, retire or archive decision, owner and date decided. It doubles as the audit trail when someone asks in six months why a deck disappeared. If your contract allows it, schedule a read-only period for the old platform. A few weeks of read-only access catches the assets reps swear they never use until the day they need them. Verify before publish: confirm which analytics exports and APIs are available on Highspot plans, and in which formats, before naming specific export routes. #### The Cleanup Checklist Here is the whole cleanup on one page. Use it as the working sheet for the owners doing the reviewing. Retire exact duplicates (keep the copy with an owner and the latest edit), expired or superseded material (archive it only if compliance or reference requires it), and anything unopened beyond your window (set the window from your sales cycle length). Fix or merge near duplicates by combining them into one version with a change note. Fix ownerless assets that are still used by assigning a named owner before import, standardize the tags on anything untagged or mis-tagged, confirm customer permission is current on every customer story, and remove leavers, contractors and old partners from users and groups. Keep or archive seasonal and regulatory content, applying your exception list. Inventory every link shared with buyers, and plan replacements before cancellation. The same steps, in order: 1. Inventory every asset, collection, tag, permission group and integration, including content stored outside the platform. 2. Pull usage data and set a no-open window based on your sales cycle. 3. Retire exact duplicates, expired material and unopened assets, honoring your exception list. 4. Assign a named owner to every asset you keep. 5. Standardize titles, tags and folders before import. 6. Clean permissions and inventory buyer-facing links. 7. Export engagement history and structure to storage you control. 8. Migrate in waves, test, and keep the old platform read-only for a set period. #### Who Owns the Cleanup, and in What Order An enablement or RevOps lead should coordinate, content owners should decide keep, fix, retire or archive for each asset, and sales leaders should approve anything reps use daily. One named coordinator matters most, because cleanup stalls when everyone owns it. The coordinator tracks the sheet and chases decisions. Content owners rule on their own areas, and sales leaders sign off on what reps see every day, since they know which decks are quietly carrying deals. Legal or compliance reviews anything regulated or customer-attributed. Then move in waves rather than all at once. Start with the content reps cannot work without (battle cards, current pricing, active campaign assets), then the active library, then the long tail. After each wave, have a few reps search for real things they would look up on a live call. That test catches broken tags and missing assets faster than any checklist. For more on running a library after the move, see [Content Hub Operations: Strategies for Managing Effectively](https://www.paperflite.com/blogs/content-hub-operations). #### Making the Other Side Easier with Paperflite The cleanup above works for any destination, but a new platform can help it stick. Paperflite's Content Hub organizes assets into categories and folders that reps browse, with search and filters on top, so the structure you just cleaned up stays navigable. Tagging and metadata feed that search, and a search and tag report shows which terms reps actually use, which helps you tune your taxonomy after launch. Engagement views show which assets get opened and which sit idle, so next year's cleanup starts from data instead of a hunt. Collections, such as a sales kit for a particular deal stage, bundle the cleaned-up assets for reps in one place. A content program summary gives RevOps one view of how the library is performing. Search and tag intelligence shows which terms reps use, so the taxonomy can be tuned after launch. A sales kit collection bundles cleaned-up assets for a particular selling moment. Not every team needs this much. If your library is small and your tags are simple, a spreadsheet and a careful week may be all the migration planning you need. For larger libraries with many owners, it helps to see how the new structure will look before you commit, and you can [book a demo](https://www.paperflite.com/book-a-demo) to walk through how an existing library would map into Content Hub. The [Sales Content Management Guide](https://www.paperflite.com/blogs/sales-content-management-guide) covers the wider picture if you are still shaping the program. Verify before publish: confirm Content Hub, tagging, reporting and collection capabilities against current Paperflite release notes. #### Conclusion Back to the question from the channel: do you just move everything? No. Test every asset against three questions: does it have an owner, an audience, and a reason a rep opened it recently? What content to clean before leaving Highspot comes down to the assets that fail that test, plus the tags, permissions, links and data wrapped around them. Retire or archive the ones that fail, fix the ones worth saving, export what you will want later, and migrate the rest in waves. The first thing a rep sees in the new platform should be a library they believe, and that is decided now, before the old one closes. ## Frame Your library should be easier to trust after the move than before it. [Book a demo](https://www.paperflite.com/book-a-demo) to see how your cleaned-up content would look in Content Hub. ## Frame #### Frequently Asked Questions ##### Should you delete content before migrating from Highspot or archive it? Delete true duplicates and material with no value, and archive anything with compliance, legal or reference value. Archived means stored somewhere you control, not migrated into the new platform. When an asset sits in a gray area, archive it, because an archived file can be restored and a deleted one cannot. ##### How early should content cleanup start? Start as soon as you decide to switch. Content owners need time to review, and your contract end date is the real deadline, so work backwards from it. Run cleanup in parallel with vendor setup rather than after it. ##### What happens to links already shared with buyers? Links to content hosted in Highspot may stop working or change once your account ends, depending on your contract and how the links were created. Inventory the links in your CRM, email templates and sequences, and plan replacements. Confirm the exact behavior with your Highspot account team. ##### Can you export analytics from Highspot? Export options can vary by plan and admin role, so check what your account can download, including whether engagement history is available as raw data. Request anything missing from your account team in writing before your contract ends. Store the export somewhere you control, with notes on how each metric was defined. ##### Who should own the content cleanup? An enablement or RevOps lead should coordinate the work. Content owners decide the disposition of each asset, and sales leaders approve what reps use daily. Legal or compliance should review regulated and customer-attributed content. ##### How do you decide which sales content to retire? Combine a usage rule with an owner check. Content with no opens inside a window that matches your sales cycle, and no owner willing to claim it, should be retired or archived. Seasonal, regulatory and late-stage deal content gets an exception list so it is not flagged by mistake. ##### How do you get started with Paperflite? Book a demo and bring a sample of your cleaned-up library. The session can walk through how categories, folders, tags and engagement views would map to your content, so you can judge the fit before committing to a migration plan. ## Frame #### PAPERFLITE'S CONTENT TECHNOLOGY IN ACTION ##### IT'S EASIER THAN FALLING OFF A LOG (DON'T ASK US HOW WE KNOW THAT) **REQUEST A DEMO** ## Page