Archive, restore, and permanently delete files

Keeping your Files library up-to-date is essential for providing users with relevant and current information. When files are no longer needed, you can archive them. 

When you archive a file, consider the following:

• Archived files are moved to the Archived section, where they can be restored or permanently deleted.
• Archiving a file does not remove its historical data from reports. The file will still appear in reports for activity that occurred before removal.
• Recipients who had access to an archived file will no longer be able to view it. They will see a message that the content can't be found.
• If an archived file was part of a Collection or Shared Space, it will appear greyed out, prompting users to remove or replace it.

If a file is outdated and you plan to replace it, consider uploading a new version rather than deleting it. Uploading a new version keeps all tags and properties, automatically associating them with the updated file.

See how it looks

Key features

• Archive a single file
• Archive multiple files simultaneously
• Restore or permanently delete files

You need this to succeed

The quick way

1. Open the Libraries tab
2. Go to Content, Files, select All files
3. Search or select the files you wish to archive
4. Select the Archive option
5. Confirm by clicking Archive

Do this step by step

Archive a single file

1. Click Libraries in the top menu.
2. If your organization uses multiple Divisions, select the relevant one from the list.
3. Browse or use the search function to locate the file you want to archive.
4. Click on the file to open its information in the details panel.
5. Select the Archive button and confirm.
6. Your file is now in the Archived section of the Files library.

Note: Files synced from cloud storage, like SharePoint, cannot be archived via the Admin App. To archive these files, remove them directly from your cloud storage.

Archive multiple files simultaneously

1. Click Libraries in the top menu.
2. If your organization uses multiple Divisions, select the desired Library from the top-left dropdown menu.
3. Click the checkbox in front of the files you wish to archive. You can select multiple files across multiple pages.
4. Once all desired files are selected, click the Archive button in the selection header.
5. Confirm the action when prompted.
6. Your files are now in the Archived section of the Files library.

Restore files

1. Navigate to the Archived section within the Files library.
2. Search for the files you wish to restore.
3. Click the checkbox in front of the files you wish to restore. You can select multiple files across multiple pages.
4. In the selection header, click Restore.
5. Confirm the action when prompted.
6. Your files are now back in the All files section of the Files library.

Delete multiple files simultaneously

1. Navigate to the Archived section within the Files library.
2. Search for the files you wish to delete permanently.
3. Click the checkbox in front of the files you wish to delete permanently. You can select multiple files across multiple pages.
4. In the selection header, click Delete permanently.
5. Confirm the action when prompted.
   

   Note: This action cannot be undone. Ensure that you no longer need these files before permanently deleting them.