SharePoint Document Issues

How to Fix Files Randomly Disappearing from SharePoint Folders

Maira Mehtab Sep 21, 2026 868 views

Question details

Users are experiencing an issue where files inexplicably vanish from infrequently used SharePoint folders, even though they are not in the recycle bin.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Accessing or managing files stored in infrequently used SharePoint folders.
Observed behavior: Files disappear automatically without direct user action and cannot be found in the SharePoint recycle bin.

Before you start

Ensure you have checked both the first-stage and second-stage recycle bins in SharePoint, and verify whether other team members have accidentally moved or deleted the files.

Solution 1Recommended

Check Microsoft Purview Retention and Deletion Policies

Identify if automated organizational policies are set to delete older or infrequently accessed files in SharePoint.

SharePoint normally does not delete content automatically without user action unless a retention or deletion policy is actively enforced across the organization.

Contact Administrator

Reach out to your Microsoft 365 administrator, as they hold the necessary permissions to check organization-wide policies.

Access Microsoft Purview

Have the administrator log into the Microsoft Purview compliance portal.

Use Policy Lookup

Navigate to the Data lifecycle management section and use the policy lookup feature to search for retention or deletion policies associated with the affected SharePoint site.

Adjust Policies

If a policy is found causing the deletions, request to modify the retention rules for that specific site to prevent future files from disappearing.

Policy Delays: Changes to Microsoft Purview retention policies can take up to 24 hours to fully sync and apply across your SharePoint sites.

Solution 2

Investigate Audit Logs via Microsoft Support

If no automated policies are responsible, deeper service and audit logs must be investigated by Microsoft.

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Frequently Asked Questions

Can I recover files deleted by a SharePoint retention policy?

Once files are permanently deleted by a Microsoft Purview deletion policy, they often bypass the standard recycle bin. You may need to rely on third-party backups or eDiscovery holds if they were configured prior to deletion.

How long do deleted files stay in the SharePoint recycle bin?

By default, items deleted in SharePoint are kept in the recycle bin for 93 days. If a user deletes a file from the first-stage recycle bin, it moves to the second-stage (site collection) recycle bin for the remainder of the 93 days.

Why would files only disappear from infrequently used folders?

Retention and deletion policies are often configured to target inactive data. If a folder hasn't been modified or accessed for a specific period (e.g., several years), an automated policy might purge its contents to free up space or meet compliance requirements.

Document & File Issues