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Merge pull request #15435 from nextcloud/backport/15423/stable34
[stable34] docs(user): clarify deleted files and storage quotas
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‎user_manual/files/deleted_file_management.rst‎

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======================
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Managing deleted files
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======================
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=============
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Deleted files
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=============
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When you delete a file in Nextcloud, it is not immediately deleted permanently,
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only moved into the trash bin. It is not permanently deleted until you manually
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delete it, or when the Deleted Files app deletes it to make room for new files.
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When you delete a file or folder in Nextcloud, it is normally moved to the
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trash bin instead of being deleted immediately. This allows you to restore it
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later.
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Find your deleted files by clicking the **Deleted files** button on the Files
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page of the Nextcloud web interface. You can restore or permanently delete files from there.
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Items in the trash bin are permanently deleted when one of the following
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occurs:
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- You manually select *Delete permanently*.
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- The Deleted Files app removes the item according to the configured retention
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policy.
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- The effective trash-bin size limit is exceeded and the item is eligible for
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removal to free space.
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Find your deleted files by selecting **Deleted files** in the Files area of the
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Nextcloud Web interface. From there, you can restore items, download them to
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your device, or delete them permanently.
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When you restore an item, Nextcloud normally attempts to return it to its
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original location. If that location no longer exists or is not writable, the
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item is restored to the root of your Files area. If an item with the same name
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already exists, Nextcloud gives the restored item a unique name.
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.. note:: If the Versions app is enabled, versions associated with a deleted
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file are moved to the trash bin and are restored when the file is restored.
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Quotas
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------
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Deleted files are not counted against your storage quota. Only your personal
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files count against your quota, not files which were shared with you.
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(See :doc:`quota` to learn more about quotas.)
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Files and folders in your trash bin do not count against your normal storage
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quota.
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See :doc:`quota` for more information about how storage quotas are calculated.
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What happens when shared files are deleted
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------------------------------------------
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Deleting files gets a little complicated when they are shared files, as this
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scenario illustrates:
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1. User1 shares a folder "test" with User2 and User3
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2. User2 (the recipient) deletes a file/folder "sub" inside of "test"
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3. The folder "sub" will be moved to the trash bin of both User1 (owner) and
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User2 (recipient)
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4. But User3 will not have a copy of "sub" in their trash bin
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When User1 deletes "sub" then it is moved to User1's trash bin. It is
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deleted from User2 and User3, but not placed in their trash bins.
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When you share files, other users may copy, rename, move, and share them with
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other people, just as they can for any computer files; Nextcloud does not have
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magic powers to prevent this.
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How the deleted files app manages storage space
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-----------------------------------------------
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To ensure that users do not run over their storage quotas, the Deleted Files
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app allocates a maximum of 50% of their currently available free space to
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deleted files. If your deleted files exceed this limit, Nextcloud deletes the
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oldest files (files with the oldest timestamps from when they were deleted)
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until it meets the memory usage limit again.
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Nextcloud checks the age of deleted files every time new files are added to the
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deleted files. By default, deleted files stay in the trash bin for 30 days. The
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Nextcloud server administrator can adjust this value in the ``config.php`` file
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by setting the ``trashbin_retention_obligation`` value. Files older than the
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``trashbin_retention_obligation`` value will be deleted permanently.
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Additionally, Nextcloud calculates the maximum available space every time a new
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file is added. If the deleted files exceed the new maximum allowed space
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Nextcloud will permanently delete those trashed files with the soonest expiration
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until the space limit is met again.
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.. note:: Your administrator may have configured the trash bin retention period
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to override the storage space management. See `admin documentation <https://docs.nextcloud.com/server/latest/admin_manual/configuration_server/config_sample_php_parameters.html#deleted-items-trash-bin>`_ for more details.
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The behavior of deleted shared files depends on who deletes the item and who
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owns it.
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For example, User1 shares a folder named ``TheProject/`` with User2 and User3:
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1. User2, a share recipient (sharee), deletes a folder or file named
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``Phase2`` inside ``TheProject/``.
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``TheProject/Phase2`` is moved to the trash bin of User1, the owner, and a
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copy is placed in User2's trash bin when possible. The item is removed from
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the shared folder for User3, but User3 does not receive a copy in their
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trash bin.
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2. User1, the owner, deletes ``TheProject/Phase2``.
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The item is moved to User1's trash bin and removed from the shared folder for
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User2 and User3. It is not placed in their trash bins.
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The exact behavior can depend on the type of share and the permissions granted
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by the share. Depending on those permissions, other users may be able to copy,
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rename, move, or re-share shared files. These operations can affect which
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account owns the resulting files and which trash bin receives a deleted item.
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.. note::
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When a sharee deletes an item owned by another user, Nextcloud moves the item
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to the owner's trash bin. A copy in the deleting user's trash bin is also
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created (in most cases; the copy is on a best-effort basis and is not
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guaranteed).
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How the Deleted Files app manages storage space
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------------------------------------------------
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The Deleted Files app manages trash-bin contents using two related rules:
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- A storage limit determines how much space the trash bin may use.
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- A retention policy determines when deleted items become eligible for
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permanent deletion.
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Trash-bin storage limit
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~~~~~~~~~~~~~~~~~~~~~~~
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For accounts with a storage quota, the default trash-bin limit is up to 50% of
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the account's remaining quota space. This is calculated after the account's
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active files have been taken into account; it is not 50% of the account's total
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quota.
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For example, if your quota is 10 GB and your active files use 8 GB, the default
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trash-bin allowance is calculated from the remaining 2 GB.
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For accounts without a storage quota, the default limit is calculated using
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available filesystem space instead. Your administrator can override either
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default by configuring a global or per-account trash-bin size.
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When the effective trash-bin limit is exceeded, Nextcloud removes eligible
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deleted items, starting with the oldest items, until the limit is satisfied
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again.
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Retention and permanent deletion
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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By default, deleted files are retained for at least 30 days. After that,
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eligible items may be permanently deleted when space is needed; they are not
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necessarily deleted immediately after 30 days.
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Your administrator can configure different minimum and maximum retention
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periods. Depending on the configuration, items may be permanently deleted
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after a maximum age even when storage space is not currently needed. Automatic
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expiration can also be disabled.
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For policies with a configured minimum retention period, an item is eligible
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for space-based cleanup only after that period has elapsed. Policies without a
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minimum retention period may allow space-based cleanup regardless of the
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item's age. Items that have exceeded a configured maximum retention period can
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be permanently deleted regardless of whether space is currently needed.
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The relevant configuration setting is
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``trashbin_retention_obligation``. For details about the available values and
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their interaction with quotas and trash-bin sizes, see the
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`Deleted Files section of the Administrator Manual
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<https://docs.nextcloud.com/server/latest/admin_manual/configuration_files/trashbin_configuration.html>`_.
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.. note::
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The Deleted Files app may permanently delete an item before its maximum
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retention period when the effective trash-bin limit is exceeded and the
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item's minimum retention period has elapsed.

‎user_manual/files/quota.rst‎

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Storage quota
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=============
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Your Nextcloud administrator has the option to set a storage quota on users. Look at
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your Personal page to see what your quota is, and how much you have used.
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Your Nextcloud administrator can set a storage quota for your account. Open
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your Personal settings page to see your quota and how much storage you have
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used.
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.. figure:: ../images/quota1.png
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:alt: Storage quota indicator on the Personal page
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It may be helpful to understand how your quota is calculated.
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Metadata (thumbnails, temporary files, cache, and encryption keys) takes up
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about 10% of disk space, but is not counted against user quotas. Some apps
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store information in the database, such as the Calendar and Contacts apps. This
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data is excluded from your quota.
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Metadata such as thumbnails, temporary files, caches, and encryption keys can
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use disk space without counting against your user quota. Some apps store data
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in the database, such as the Calendar and Contacts apps. This data is not
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included in the file-storage quota.
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When other users share files with you, the shared files count against the
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original share owner's quota. When you share a folder and allow other users or
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groups to upload files to it, all uploaded and edited files count against your
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quota. When you re-share files shared with you, the re-share still counts
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against the quota of the original share owner.
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When other users share files with you, the shared files normally count against
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the original owner's quota. When you share a folder and allow other users or
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groups to upload or edit files in it, those files count against your quota.
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When you re-share files shared with you, the re-share normally continues to
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count against the original owner's quota.
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Encrypted files are a little larger than unencrypted files; the unencrypted size
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is calculated against your quota.
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Encrypted files can use more physical storage than unencrypted files. The
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quota calculation uses the file size reported by Nextcloud's storage layer.
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Deleted files that are still in the trash bin do not count against quotas. The
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trash bin is set at 50% of quota. Deleted file aging is set at 30 days. When
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deleted files exceed 50% of quota then the oldest files are removed until the
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total is below 50%.
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When the Versions app is enabled, older file versions are managed separately
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from the normal storage quota according to the app's retention and storage
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rules.
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.. note:: Your administrator may have configured the trash bin retention period
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to override the storage space management. See `administrator documentation <https://docs.nextcloud.com/server/latest/admin_manual/configuration_server/config_sample_php_parameters.html#deleted-items-trash-bin>`_ for more details.
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If you create a public share through a URL and allow uploads, uploaded files
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count against your quota.
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When version control is enabled, the older file versions are not counted against
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quotas.
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Deleted files and the trash bin
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-------------------------------
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If you create a public share via URL and allow uploads, any uploaded files
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count against your quota.
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Files and folders in your trash bin do not count against your normal storage
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quota. The trash bin nevertheless has its own storage limit.
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For accounts with a quota, the default amount of space available to the trash
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bin is calculated as 50% of the account's remaining quota space. This is
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calculated after the account's active files have been taken into account; it is
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not 50% of the total quota.
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For accounts without a quota, the default trash-bin limit is calculated using
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available filesystem space instead. An administrator can configure a global or
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per-account trash-bin size that overrides the calculated default.
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Your administrator can also configure minimum and maximum trash-bin retention
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periods, or disable automatic expiration. See the `Deleted Files section of the Administrator Manual
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<https://docs.nextcloud.com/server/latest/admin_manual/configuration_files/trashbin_configuration.html>`_
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for details.

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