Delete vs Recycle in SharePoint with REST API: What You Need to Know

Deleting files or items in SharePoint might seem like a simple task, but it comes with important considerations. Should you permanently delete an item, or should you send it to the Recycle Bin? What happens behind the scenes, and what are the implications for users and administrators? Moreover, when leveraging the SharePoint REST API, how do we implement these actions effectively while following best practices?

In this blog, we’ll break down the differences between deletion and recycling in SharePoint, explore the scenarios where each is applicable, discuss best practices, and provide sample implementations using the REST API. By the end, you will be equipped with the knowledge to manage deletions efficiently in your SharePoint environment.

What is Deletion vs Recycling in SharePoint?

Delete (Permanent Removal)

Deleting an item in SharePoint results in the permanent removal of the file or list item from the system. Unlike sending an item to the Recycle Bin, a permanent deletion means the data is lost unless backups exist or retention policies are in place. This action is irreversible for standard users, and recovering a permanently deleted item typically requires administrator intervention or restoration from backups.

When an item is deleted permanently, it is immediately removed from SharePoint’s database, reducing storage usage. However, this also means that any associated metadata, permissions, and version history are lost. Organizations that require strict data compliance should implement a well-defined deletion policy to avoid unintentional data loss.

Recycle (Soft Delete)

When an item is moved to the SharePoint Recycle Bin, it is not immediately deleted but instead placed in a temporary holding space. This provides a safety net for users who may have deleted important files accidentally. Items in the Recycle Bin remain there for a retention period—typically 93 days—before they are automatically purged.

The Recycle Bin is divided into two stages:

User Recycle Bin – Items deleted by users are first placed here and can be restored without administrator intervention.
Site Collection Recycle Bin (Second-Stage Bin) – If an item is removed from the first-stage Recycle Bin, it moves to the second-stage Recycle Bin, where only administrators can restore or permanently delete it.

The benefit of recycling over immediate deletion is that it allows for easy recovery in cases of accidental deletions while still ensuring files are removed after a specific period.

Why Do We Need These Options?

Accidental Deletions: Users sometimes delete important files by mistake. Allowing them to recover their files without requiring IT assistance reduces downtime and frustration.
Compliance and Governance: Many organizations have data retention policies that require them to keep files for a certain period before permanent deletion. The Recycle Bin ensures these policies are followed without prematurely removing files.
Performance Optimization: Instead of immediately purging large volumes of data, moving items to the Recycle Bin helps organizations manage their storage efficiently while providing an opportunity to recover critical information if needed.
Security Considerations: Protecting sensitive data from accidental permanent deletion ensures business continuity and prevents unauthorized data loss.

Who Uses It?

End Users: Employees and collaborators who work with SharePoint documents daily need the ability to delete and recover files efficiently.
IT Administrators: Responsible for managing document repositories, enforcing retention policies, and ensuring compliance with organizational policies.
Developers: Automating document deletion, restoration, and clean-up processes using SharePoint REST API or PowerShell.
Business Analysts: Ensuring data governance policies align with business operations while minimizing the risk of data loss.

Applications That Use Deletion and Recycling

Document Management Systems: Organizations that use SharePoint as a document repository rely on deletion and recycling features to maintain their content lifecycle.
Workflows & Automation: Automated processes in Power Automate or custom applications often include document deletion or archival actions based on business rules.
Data Compliance & Auditing: Businesses handling sensitive data require structured deletion processes to meet regulatory and legal requirements.
Security Applications: Tools monitoring and preventing unauthorized deletions help enforce data governance and reduce risk.

Pros and Cons

Approach	Pros	Cons
Permanent Delete	Frees up storage immediately, removes clutter, prevents retention policy issues	No recovery option, high risk of data loss, requires backups for restoration
Recycle Bin	Allows recovery within retention period, protects against accidental deletions, supports compliance policies	Consumes storage until items are permanently deleted, requires manual cleanup if not automated

Use Cases

When to Use Permanent Delete?

When dealing with outdated, irrelevant, or test data that no longer serves a purpose.
If regulatory policies require immediate deletion of sensitive information after a certain event.
When an organization wants to free up storage space quickly without retaining unnecessary files.

When to Use Recycle Bin?

When files are frequently accessed and accidental deletions are common.
If an organization follows a retention policy before permanent deletion.
When end-users should have the ability to recover mistakenly deleted documents without administrator intervention.

Implementing Delete and Recycle with SharePoint REST API

1. Moving an Item to the Recycle Bin

This approach ensures that users can recover deleted files during the retention period.

fetch("https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle('Documents')/items(1)/recycle()", {
    method: "POST",
    headers: {
        "Accept": "application/json;odata=verbose",
        "X-RequestDigest": document.getElementById("__REQUESTDIGEST").value
    }
})
.then(response => response.json())
.then(data => console.log("Item moved to Recycle Bin", data))
.catch(error => console.error("Error:", error));

2. Permanently Deleting an Item

Permanently removes the item, making recovery difficult unless backups are available.

fetch("https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle('Documents')/items(1)", {
    method: "DELETE",
    headers: {
        "Accept": "application/json;odata=verbose",
        "X-RequestDigest": document.getElementById("__REQUESTDIGEST").value
    }
})
.then(() => console.log("Item permanently deleted"))
.catch(error => console.error("Error:", error));

Best Practices

Use the Recycle Bin by Default: Unless there’s a strong reason to delete permanently, always move items to the Recycle Bin first.
Set Up Retention Policies: Configure SharePoint’s settings to enforce retention policies that match business requirements.
Limit Delete Permissions: Prevent unauthorized deletions by ensuring only the right users have permission to delete files.
Monitor Deletion Logs: Keep track of all deletion activities to maintain compliance and security.
Automate Cleanup: Use Power Automate or scheduled scripts to manage Recycle Bin clean-up efficiently.

Understanding the differences between deletion and recycling in SharePoint is essential for effective data management. Whether you’re an end user, administrator, or developer, using the right approach ensures compliance, security, and operational efficiency. By following best practices and leveraging the REST API, you can automate and manage deletions seamlessly in SharePoint.

Have you implemented deletion strategies in your SharePoint environment? Let us know your experiences!