Data Cleanup Request

Data quality issues reported through email or informal Slack messages give data and IT teams an incomplete picture of what the problem is, where the affected data lives, how urgent it is, and what impact it is having on operations. Without a structured intake process, triage depends on the quality of the description in the email rather than a consistent set of fields that give the team everything they need to assess and prioritize the request from the outset.

The Data Cleanup Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured request form that captures the requester's details, the type of data affected, a description of the issue, its location, the nature of the cleanup required, urgency level, operational impact, and supporting screenshots or examples. Every submission is stored as a complete, actionable record in SharePoint.

How it works

Requester details

The form captures the requester's full name, position, department, phone number, email address, and the name of their manager or supervisor. Capturing the manager's name alongside the requester's contact details allows the data team to escalate or confirm priority with the appropriate authority without additional follow-up, and gives the team the organizational context needed to understand the business criticality of the request.

Data type and issue description

A data type field captures the category of data affected by the issue. A dedicated description field gives the requester the space to explain the issue in detail, providing the data team with a clear, documented account of what the problem is and what correct behavior or data state is expected. Capturing the description in a structured field rather than an email body ensures the information is searchable and consistently formatted across all requests.

Data location and nature of cleanup

A dedicated location field captures where the affected data resides, whether that is a specific SharePoint list, a database table, a file share, or an external system. A nature of cleanup field captures what type of remediation is required, such as deduplication, correction, deletion, or reformatting. Together these two fields give the data team the specific, actionable detail needed to scope and assign the cleanup task without a separate discovery conversation.

Urgency and operational impact

An urgency field captures the priority level the requester assigns to the issue. A free-form operational impact field gives the requester the space to describe how the data issue is affecting day-to-day operations, providing the data team with the business justification needed to prioritize the request appropriately within the broader workload.

Supporting evidence

A file upload field allows the requester to attach screenshots or example records that illustrate the issue. Supporting evidence linked directly to the request record gives the data team a concrete reference point for understanding the problem without requiring a separate meeting or screen-sharing session to reproduce it.

What you get

• A structured data cleanup request form capturing requester name, position, department, phone, email, and manager
• Data type, issue description, data location, and nature of cleanup captured in dedicated fields for efficient triage
• Urgency level and operational impact description enabling informed prioritization
• Screenshots or example record upload linked directly to the request record
• Every request stored as a complete, searchable record in a standard SharePoint list
• Filterable by urgency, data type, or department for workload management and prioritization
• Extendable with automated submission notifications and cleanup status updates using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Data Cleanup Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.