Protect and restore content by using Recycle Bins and versioning (Office SharePoint Server 2007)
Updated: July 24, 2008
Applies To: Office SharePoint Server 2007
Unlike previous versions of SharePoint Products and Technologies, you do not need to perform a content database recovery to retrieve deleted objects. Instead, you can use the Recycle Bin and the second-stage Recycle Bin. The Recycle Bin provides a feature that enables users to restore items that are in the Recycle Bin — including deleted files, documents, list items, lists, and document libraries.
You can also use versioning to help prevent data loss that is caused by overwriting a document. When a site owner turns on versioning in a document library or a list, the library or list keeps multiple copies of a document, item, or file. In the event of an unwanted change, an overwritten file, or document corruption, the previous version can be easily restored by the end user.
Protecting content by using the Recycle Bin
The second-stage Recycle Bin (also called the site-collection Recycle Bin) is available to site collection administrators. The second-stage Recycle Bin is organized into two views: objects in the Recycle Bins of all sites in the site collection, and objects in the second-stage Recycle Bin. When an item is deleted from the Recycle Bin, it can only be recovered by a site collection administrator from the second-stage Recycle Bin.
When you enable the second-stage Recycle Bin for a Web application, you must designate how much disk space is available to the second-stage Recycle Bin as a percentage of the quota allotted to the Web application. For example, if you have allotted 100 megabytes (MB) of space for the Web application, allotting a 50% quota for the second-stage Recycle Bin allots 50 MB for the second-stage Recycle Bin and 150 MB for the Web application as a whole. You can allot up to 100% for the second-stage Recycle Bin quota. For more information about planning and creating quota templates, see the following articles:
The following table describes how an item is deleted and recovered from the Recycle Bin and the second-stage Recycle Bin.
|When a user does this||The item is||The item can be restored by|
Held in the Recycle Bin until the item is deleted from the Recycle Bin or the item has been in the Recycle Bin longer than the configured amount of time for allowed an item to be in the Recycle Bin.
Users or site collection administrators
Deletes an item from the Recycle Bin
Held in the second-stage Recycle Bin
Site collection administrators
For more information about using the Recycle Bin in Office SharePoint Server 2007, see View, restore, or delete items in the Recycle Bin (http://go.microsoft.com/fwlink/?LinkId=90917&clcid=0x409)
To configure Recycle Bins, see Configure the Recycle Bin (Office SharePoint Server 2007).
Protecting content by using versioning
When properly understood and implemented, versioning provides a user-driven content recovery method and also informs users about the stage of development of a document — for example:
Is this document a draft or a published version?
Which changes have been made recently?
Has the metadata changed, and why?
Before attempting to use versioning to protect and restore your Office SharePoint Server content, be sure to read Plan for site maintenance and management (Office SharePoint Server).
You can configure versioning by using the following procedure:
Administrators need to manage versioning because if sites have many versions of files and documents, the sites can become quite large. If you do not restrict the size of sites, your sites can surpass your storage capacity. Farm administrators can manage this issue by establishing service level agreements with site owners and by setting size quotas on sites. To manage versioning, use the following procedure: