How Long Does Sharepoint Keep Deleted Files?

Have you ever wondered how long a deleted file in SharePoint remains accessible? Well, the answer might surprise you. SharePoint provides a range of options for how long deleted files are kept, and understanding these options can be essential for ensuring that you have access to the files you need. In this article, we’ll look at how long SharePoint keeps deleted files and what you can do to ensure that the files you need are kept safe.

How Long Does Sharepoint Keep Deleted Files?

SharePoint is a powerful collaboration tool used by organizations to store, organize, and share files. It provides users with an easy way to collaborate on documents, manage and share information, and track changes. However, it is important to understand how long SharePoint keeps deleted files, as this can impact the way you use the tool and the data you store in it.

What Happens When Files Are Deleted?

When you delete a file from SharePoint, it is removed from the library, folder, or list where it was stored. The file will no longer be visible in the library, folder, or list, and it will no longer be accessible to users who had access to it previously.

However, SharePoint does not delete the file from the server or from the document library. Instead, the file is moved to the Recycle Bin. The Recycle Bin is a temporary location where deleted files are stored. By default, files remain in the Recycle Bin for a period of 30 days. After 30 days, the files are permanently deleted.

How Can I View Deleted Files?

You can view deleted files in the Recycle Bin by going to the Site Contents page and clicking on the Recycle Bin link. This will open the Recycle Bin page, which lists all the files that have been deleted from the site. You can view the file name, the date it was deleted, and the user who deleted it.

You can also use the search box on the Recycle Bin page to search for specific files. This can be useful if you need to find a file that was deleted a while ago.

How Can I Restore Deleted Files?

If a file has been deleted in error, you can restore it from the Recycle Bin. To do this, go to the Recycle Bin page and find the file you want to restore. Then click the “Restore” button to the right of the file name. The file will be restored to its original location in the library, folder, or list.

How Can I Prevent Files From Being Deleted?

If you want to ensure that files are not accidentally deleted, you can use the versioning feature in SharePoint. Versioning allows you to keep multiple versions of a file in the library. When a file is deleted, the previous version will still be available.

How Can I Permanently Delete Files?

If you want to permanently delete files from SharePoint, you can do so by going to the Recycle Bin and clicking the “Delete” button to the right of the file name. This will permanently delete the file from the library, folder, or list.

How Can I Automate File Deletion?

You can use the Retention feature in SharePoint to automate the deletion of files. Retention allows you to set up rules that will automatically delete files after a certain period of time. For example, you can set up a rule to delete files after 30 days, 60 days, or any other period of time.

How Can I Secure My Files?

SharePoint provides users with the ability to secure their files using permissions. You can use permissions to control who can view, edit, or delete files. You can also use permissions to restrict access to certain files or folders. This ensures that only authorized users can access the files.

What Are the Limitations of SharePoint?

SharePoint is a powerful collaboration tool, but it does have some limitations. For example, it cannot be used to store large files (>2GB) or extremely sensitive data. In addition, it is not designed to be used as a backup solution, as deleted files are only stored in the Recycle Bin for a limited period of time.

Can I Export Data From SharePoint?

You can export data from SharePoint to other file formats such as Excel, PDF, or HTML. You can also use the export feature to create a backup of your data. This can be useful if you want to move your data to another platform or if you need to restore your data in the event of an emergency.

What Are the Benefits of SharePoint?

SharePoint provides users with a secure and reliable platform for collaboration and document management. It is easy to use and provides users with access to their data from any device. It also provides users with a range of features such as versioning, permissions, and export capabilities.

Frequently Asked Questions

How long does SharePoint keep deleted files?

Answer: SharePoint keeps deleted files indefinitely unless they are permanently removed by an administrator. This means that files or folders which have been deleted will remain in the Recycle Bin until an administrator permanently removes them. This allows users to restore deleted items if they are needed again.

When deleted items are permanently removed, they cannot be recovered. This is why it is important for users to save their work in a separate location, such as a personal computer or a cloud storage service, in order to preserve their data in case it is accidentally deleted from SharePoint.

How to restore deleted items on SharePoint | Microsoft

In conclusion, the answer to the question “How long does SharePoint keep deleted files?” depends on the version of SharePoint, the type of retention policy, and the type of recycle bin. Generally, files are kept in the first-stage recycle bin for 93 days and the second-stage recycle bin for another 93 days. However, some versions of SharePoint may keep deleted files for up to 14 days in the first-stage recycle bin, and another 14 days in the second-stage recycle bin. Ultimately, it is important to understand the version of SharePoint and corresponding retention policy to gain an accurate understanding of the length of time deleted files are kept on SharePoint.