The Archive Removed Files feature protects against accidental or permanent data loss by preserving every file and folder that is deleted or overwritten. Instead of disappearing, removed items are moved into a designated archive path, ensuring a reliable record of past versions remains available for recovery, compliance, or audits.

This safeguard works seamlessly in the background, so users continue managing folders as usual while organizations benefit from a complete, auditable file history. The feature is available as a folder-level setting and applies to files, subfolders, nested subfolders, or the folder itself.

When content is deleted, it is moved into the archive path set by the Site Administrator. When content is overwritten, the prior version is archived before the new version replaces it. From the user’s perspective, the item appears deleted or replaced, but the original copy is preserved. Archived items remain part of storage usage since they continue to exist in the archive location.

By automatically preserving prior versions, organizations reduce risk and maintain reliable access to file history without adding complexity. Archived content can be critical for compliance, audits, or recovery in the event of mistakes, automation errors, or malicious activity.

By default, the feature applies only to the selected folder, but it can also include all subfolders. If an entire folder is deleted, that folder and its contents are archived, with the folder itself renamed using the configured archive naming format.

Creating an Archive Removed Files Rule

When creating an Archive Removed Files rule, Site Administrators choose the folder where deletions or overwrites may occur, select an archive path where removed content will be stored, and define a filename pattern to control how archived items are named. An optional time zone can be set so timestamp tokens match local time, and the rule can be applied either to the selected folder only or to all of its subfolders.

Once saved, the rule runs automatically for all users: deleted content is moved to the archive path, and when overwrites are allowed, the existing version is archived before the new file is saved. If a file with the same name already exists in the archive path, a new copy is created by automatically appending numbers to the conflicting filename.

Archived items stored through this feature count toward the site’s total storage usage, since they are preserved in the archive path.

Filename Pattern Examples

You might want to include both a timestamp and the original filename in the archive name. For example, using Archived-%Y-%m-%d-%H:%M:%S-%Fn.%e produces names like Archived-2025-10-02-15:30:22-report.pdf. This clearly marks the file as archived and shows when it was removed or overwritten.

Sometimes you may want to organize archived files into a dated folder structure. With %Y/%m/%d/%Fn.%e, a file would be archived under directories like 2025/10/02/report.pdf. This makes it easy to browse archives chronologically.

The same rules apply when folders are deleted. For example, if the naming rule is Archived-%Y-%m-%d-%H:%M:%S-%Fn, a deleted folder might appear in the archive path as Archived-2025-10-02-19:22:1759432930-subfolder, containing all of its original files.

Use Cases

This feature is especially valuable in environments where critical files are frequently shared, updated, or removed, as it preserves a complete record of deletions and overwrites without disrupting normal user workflows.

Compliance and Regulatory Requirements

Organizations in regulated industries often need to retain every version of a file, even if it was deleted or replaced by users. This feature creates an automatic record of all changes, making it easier to meet audit trails, retention mandates, and industry-specific recordkeeping requirements without altering user workflows.

Audit and Legal Investigations

When questions arise about whether a file existed at a certain time or what version was available, archived copies provide a reliable record. This reduces disputes by retaining original copies for legal reviews where complete file histories are needed.

Collaborative Environments

Teams frequently share working folders where files are edited or replaced many times. With this feature, every overwritten version is safely archived, so earlier drafts can be retrieved even if team members didn’t manually save them. This prevents accidental loss of work while keeping the shared folder clean and current.

External User Access

Folders shared with external partners, clients, or customers often see files deleted once they are downloaded or processed. From the outside user’s perspective, the folder remains uncluttered, while the original files are retained in the archive path for internal visibility and long-term access.

Automated Processes and Workflows

In automated environments where scripts or integrations add, update, or delete files, mistakes or conflicts can lead to critical data loss. Archiving provides a safeguard by capturing each deletion or overwrite event, allowing Site Administrators to recover or review earlier versions without disrupting automated workflows.

Ransomware and Accidental Data Loss

In cases of ransomware attacks, malicious deletions, or large-scale accidental removals, the archive serves as a reliable backup. Even if files are wiped from the working folder, they remain available in the archive path for recovery. This reduces downtime and strengthens business continuity by providing a fallback without relying solely on external backups.

Related Data Retention Options

Files.com provides various data retention options to support different use cases and workflows. Archive Removed Files protects content at the moment it is deleted or overwritten by moving it into the archive path, but other options are also available depending on what you need.

File Expiration lets Site Administrators configure a number of days after which files are automatically deleted. This is useful for scheduled cleanup and lifecycle management, while Archive Removed Files focuses on immediate preservation when users delete or replace files.

Retaining Deleted Files keeps backup copies of deleted files for a set period before permanent removal. Unlike Archive Removed Files, these files must be explicitly restored to be accessible, whereas Archive Removed Files places them directly in the archive path for ongoing access and version history.

Archive Only Mode provides maximum immutability. Files can be created and read but never changed or deleted. Once enabled, it cannot be turned off and is typically used in regulated environments where Files.com serves as a permanent archive.