When managing content in SharePoint Online, particularly in environments governed by compliance and data retention policies, it’s crucial to understand how deleted items are handled. Two key components involved in this process are the SharePoint Preservation Hold Library and the Recycling Bin. Though they both relate to deleted content, they serve distinct purposes and operate under different rules.
SharePoint Recycling Bin
The SharePoint Recycling Bin is a user-facing feature designed for recovering accidentally deleted content. It functions similarly to the Recycle Bin in Windows.
Key Features:
- Stage 1 Bin: When a user deletes an item, it first goes to the site Recycle Bin (Stage 1).
- Stage 2 Bin (Site Collection Recycle Bin): If the item is deleted from the Stage 1 Bin, it moves to the Stage 2 Bin, where it is accessible only by site collection administrators.
- Retention Period: Items remain in the Recycling Bin for up to 93 days, after which they are permanently deleted.
Purpose: To provide a way for end users and administrators to recover deleted items within a specific time frame.
SharePoint Preservation Hold Library
The Preservation Hold Library (PHL) is part of SharePoint’s compliance capabilities and is used when a site is under a retention policy or legal hold.
Key Features:
- Hidden Library: The PHL is not visible by default to end users.
- Preservation of Deleted/Modified Items: When a user deletes or edits content that is subject to a retention policy, the original version is copied to the PHL.
- Retention Based on Policies: Items in the PHL are retained based on the duration defined in the retention policy, even if the user deletes them.
- Not a Recovery Tool: Unlike the Recycling Bin, the PHL is not intended for user recovery but for compliance and eDiscovery.
Purpose: To ensure that content required for compliance reasons is preserved, even if it is deleted or altered by users.
Summary of Differences Between SharePoint Preservation Hold Library and Recycling Bin
| Feature | Recycling Bin | Preservation Hold Library |
|---|---|---|
| Visibility | Visible to users | Hidden from users |
| Access | Users and admins | Compliance officers, admins |
| Retention Duration | 93 days | Based on retention policies |
| Purpose | User recovery | Compliance and legal hold |
| Content Type | Deleted items | Deleted and modified items under retention |
Understanding the difference between the SharePoint Preservation Hold Library vs Recycling Bin helps organizations manage content lifecycle more effectively, ensuring both user flexibility and regulatory compliance. Proper use of the Recycling Bin and Preservation Hold Library is essential for maintaining data integrity and meeting legal obligations in Microsoft 365 environments.
Related external Articles
- How to Recover Deleted Files from Preservation Hold Library? How to Recover Deleted Files from Preservation Hold Library? – SharePoint Diary
- Preservation Hold Library and the Site Storage Quota – Preservation Hold Library and the Site Storage Quota – Joanne C Klein
- How to Set Up a Preservation Hold in SharePoint Online – How to Set Up a Preservation Hold in SharePoint Online
