Compliance Problems

How to Access and Safely Remove Content from SharePoint Preservation Hold Library

Camila Milosovich Sep 27, 2026 869 views

Question details

The user needs to locate the Preservation Hold Library and understand how to safely delete protected files to resolve excessive SharePoint storage consumption.

How to Access and Safely Remove Content from the SharePoint Preservation Hold Library

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Managing site storage limits when compliance holds and retention policies prevent the deletion of protected document data.
Observed behavior: SharePoint storage usage greatly exceeds Windows File Explorer usage due to retained version history, recycle-bin data, and protected content locked inside the Preservation Hold Library.

Before you start

Consult your organization's compliance officer or IT administrator before modifying retention policies, as these holds are often legally required to preserve corporate data.

Solution 1Recommended

Identify and Modify Active Retention Policies

Because SharePoint prevents manual deletion of protected files, you must first remove or exclude the site from the active retention policy.

Do not attempt to manually delete protected content while a hold is in place. You must identify the responsible policy in the compliance center and apply changes to release the files for deletion.

Log in to the Compliance Portal

Navigate to Retention Policies

Go to 'Data lifecycle management' or 'Information governance' in the left menu, then select 'Retention policies'.

Identify the Applied Policy

Locate the specific policy or eDiscovery hold that is currently applied to your affected SharePoint site.

Exclude the SharePoint Site

Edit the policy to either exclude the specific SharePoint site URL or adjust the overall retention duration to allow older files to expire.

Identify and Modify Active Retention Policies

Approval Required: Always obtain the required compliance approval from your organization before removing a site from a data retention policy.

Solution 2

Access the Preservation Hold Library and Delete Eligible Content

Once the retention hold is removed or expires, you can navigate to the library to delete the now-eligible files.

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Frequently Asked Questions

Why does my SharePoint storage significantly exceed my Windows File Explorer usage?

SharePoint calculates storage differently than a local hard drive. It retains additional data such as comprehensive file version history, items residing in both the first and second-stage recycle bins, and protected files held safely in the Preservation Hold Library.

Where can I find the Preservation Hold Library in SharePoint?

The Preservation Hold Library can be found by navigating to the Settings gear icon and selecting 'Site contents'. It operates in the background and will only become visible if a retention policy or eDiscovery hold has been actively applied to your SharePoint site.

Can I manually delete files directly from the Preservation Hold Library?

No, manual deletion is blocked for protected content while an active retention policy or hold applies. You must first coordinate with your IT administrator to update or remove the policy. Once the retention period ends or the policy is removed, the files become eligible for deletion.

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