How Long Does SharePoint Keep Deleted Files? Essential Recovery Tips

Preface

Were you ever alarmed by the accidental removal of a crucial file from your SharePoint site before crying out for help when you witnessed that it was gone?   When it comes to managing data and recovering lost files, it is crucial to know how long SharePoint preserves removed contents. This guide offers deep insight into deleted item policies in SharePoint that determine file retention period in storage. It further examines different storage duration conditions and proposes solutions for recovering vanished records in this system. 

Understanding SharePoint’s Deleted File Retention

It’s important to have information about how long SharePoint keeps deleted files for the following reasons:

Factors Determining SharePoint’s Retained Deleted File

Numerous things influence how long SharePoint chooses to keep deleted files:

1. The Recycle Bin’s Settings: Depending on these settings, a particular period is provided by SharePoint in which any other file is considered as trash.

2. Site Collection’s Retention Policy: Site owners may determine deletion rules inside their collections concerning specific items that have deleted from here.

3. Content Type Retention Policy: Content types can have their own retention policies, which override the site collection policy for items of that content type.

4. Record Management Features: In case the record preservation attributes are active, all the removed files should have another chance to be in your accounts for a longer time considering that they are identified as records.

5. eDiscovery Holds: When it comes to eDiscovery Holds, as a rule, files’ preservation can last forever or until this condition is removed.

How to Restore Deleted Documents in SharePoint

1. Through Recycle Bin:

• The initial method might be to verify with Recycle Bin when you accidentally delete files.
• When you remove any items they end up in the recycle bin within SharePoint which is merely a temporary location.
• To restore a file that was moved to the recycle bin and then back again from there, just go back to this place.

2. Site Collection Recycle Bin Usage:

• In case a file has been deleted from the site collection recycle bin, it is possible that the file is still recoverable from the site collection recycle bin.
• Re-enable files or documents in the site collection recycle bin by accessing it through the site collection settings page.

3. SharePoint Online PowerShell Usage:

• For more complex cases, SharePoint Online PowerShell cmdlets allow the restoration of deleted files.
• This technique is applicable to scripting experts who understand PowerShell well.

Some Additional Points on File Retrieving After Deletion

 Be Fast: The faster you try to retrieve a deleted document, the more likely it will be successful.

Check the Version History: If the file has multiple versions, you may be able to restore an earlier version.

Use Other Parties' Tools: In the event that they have been permanently deleted, deleted files can sometimes be recovered with the help of recovery tools from other parties.

Prevent Future Deletions: Consider using versions or taking care when you delete files accidentally.

Bonus Tip: Transfer or Sync Files between SharePoint and Other Cloud Services

This article addresses the question "How long does SharePoint keep deleted files". If you’re considering migrating files from your current cloud service to SharePoint, or vice versa, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services.

For instance, it allows for seamless file transfers from cloud drives like Google Drive to SharePoint without the need to download and then re-upload files. MultCloud also enables you to access and manage all your cloud accounts via a single application. Currently, it supports more than 30 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDAV, and more.

Conclusion

You must clearly understand SharePoint’s deleted file retention policies to effectively manage and recover data stored on it. This is because once you know how retention is influenced by various factors and identify the diverse methods for recovering lost information, you stand a chance of protecting your invaluable data proactively and reducing the magnitude of unintended deletions. Ensure that you frequently check and modify the retention policies regularly, so that they can conform to the specific requirements of your organization and compliance.