The cloud has become an indispensable part of our digital lives. From storing personal photos and documents to housing sensitive business data, cloud storage offers convenience, accessibility, collaboration features, and more. However, what many don’t realize is that simply deleting a file from your cloud account doesn’t necessarily mean it’s gone forever. When you delete a file from your cloud storage, it’s often only marked for deletion rather than permanently erased. This can become a privacy and security issue if not handled properly. So can you truly delete cloud files forever? Let’s explore the answer.
What happens when you delete a cloud file?
When you delete a file from your cloud storage account through the web or desktop interface, it is simply marked as deleted rather than actually erased. The space the file occupied is made available for new data, but the file itself still exists in the cloud system.
This is done for two main reasons:
1. To allow for file recovery. Many cloud services keep deleted files for a period of time (typically from 30-60 days) before final deletion. This window gives you a chance to recover accidentally deleted files.
2. To maintain data integrity. If a file is still being referenced or linked to by other files or applications, deleting it immediately could lead to broken connections, errors, data loss or corruption. Maintaining deleted files for a period allows for dependency checks.
So in essence, your deleted files remain in the cloud provider’s storage system but are inaccessible to you during this intermediary deleted state. Only after the designated retention period has passed are deleted files queued up for final, permanent deletion.
Why cloud deletion is different than deleting files on your local storage
Deleting files you store locally on devices you control works differently than deleting cloud-based files. When you delete files from your computer’s hard drive or mobile device’s storage, the file is immediately removed from the file directory. The actual data is still physically there in the storage media, but the operating system no longer tracks or manages the file. New data can immediately overwrite the space the deleted file occupied.
With local deletions, there is no retention period or queue for final deletion. The file appears deleted, and the space is freed up right away even though the 1s and 0s of the actual data may still reside in the physical storage media until overwritten.
Cloud storage, on the other hand, is managed as a large, complex system divided into servers and data centers around the globe. The cloud provider manages file deletion and retention systematically to maintain stability and recoverability across the distributed storage infrastructure. Hence, the extra retention period before final deletion.
Manual file deletion vs. automated deletion
Cloud services handle manual file deletions, initiated by a user, differently than automated deletions from scheduled system cleanup routines.
When you manually delete a file, cloud platforms often support recoverability for a number of days before permanent erasure, as explained above. However, for automated deletions based on account inactivity, violations of terms of service, or non-payment, deleted files may be instantly and irrevocably purged.
So manual file deletion essentially places a file in a trash folder, while automated deletions are more likely to result in permanent erasure from all systems right away.
How to permanently delete cloud files manually
If you want to permanently delete a file yourself ahead of the cloud platform’s default retention period, you do have options:
– **Check if the cloud provider has a permanent delete feature**: Many services such as Dropbox, Microsoft OneDrive, and Box offer ways to manually permanently erase files on demand. There is often a “delete forever” or “permanent delete” option.
– **Delete files then empty the trash folder**: On services that use a trash folder for deletions, like Google Drive and iCloud, deleting the file then emptying the trash should manually trigger permanent deletion.
– **Close your account**: Closing your entire cloud account will typically result in permanent deletion of all files, with no retention period. However, there is often a short lag before deletion, so don’t consider this instant. And reopening your account could restore your files.
– **Use a file shredder app**: Software tools are available that can overwrite your cloud files multiple times to make recovering them difficult or impossible. This only works on some services though, like Google Drive and Dropbox, if the cloud provider allows the app access.
Permanently deleting files manually generally removes the safety net of being able to recover accidentally deleted data. Only utilize these permanent deletion methods if you are certain you no longer need the cloud-stored file.
Can cloud service providers still access deleted files?
An important question many have regarding permanent cloud file deletion is whether the service provider itself maintains access to or copies of your deleted files after you purge them.
The answer varies depending on the provider and service agreement. But in general:
– Files may still be accessible to the cloud provider internally even after deletion. Cloud systems are built with redundancy and file backups that could maintain copies during retention periods.
– Contractually, most cloud companies make assurances that deleted files are erased within a defined time frame barring extraordinary circumstances like legal holds. So while deleted files may be technically accessible to them for a short time, contractually they are prohibited from accessing them.
– Certain sectors like healthcare and finance may be subject to additional restrictions prohibiting cloud providers from maintaining deletions. Healthcare cloud services in particular may be considered “HIPAA hosts” with regulatory requirements regarding permanent file deletion.
– Government subpoenas, search warrants, or other court orders could legally compel a cloud provider to restore a deleted file, even if you have permanently erased it yourself.
So while cloud providers make contractual guarantees to completely purge deleted files after a relatively short retention period, technically they may be able to access deleted data for longer durations. Evaluate each provider carefully in terms of their security assurances to understand their permanent deletion procedures and protections.
Deleted files in cloud-based SaaS applications
Many cloud-based applications like email, CRM, HR software, and more are offered as SaaS (Software as a Service) solutions. Users don’t directly access cloud storage but instead utilize the software interfaces provided. So how does deleting files within SaaS apps work?
In general, SaaS applications also use soft deletion with a retention period before permanent file deletion and purging from all systems. But this process is entirely managed behind the scenes, with limited visibility or control for end users. You may be able to delete an email, document or other data from within the app but have no ability to ensure permanent deletion across the SaaS provider’s distributed cloud infrastructure.
For the most control and assurance over permanent deletion of files stored in SaaS apps, closing your entire account is often the only fallback. This also means losing access to that SaaS application and service of course.
Deleting synced cloud files from devices
Many cloud services offer apps and software to sync files on your devices – like Dropbox folders on your computer desktop. Deleting a synced file from your device doesn’t necessarily delete it from cloud storage however.
For example, deleting a synced file from your desktop doesn’t fundamentally delete it from Dropbox’s cloud servers. The file is simply removed from sync and access on that particular device. But it still resides in the central cloud storage account.
To delete synced files for real, do so from the web interface of the central cloud account, not just locally on the synced device. Or utilize the cloud provider’s permanent deletion options if you want it gone for good.
Cloud recycling bins: how they work
As mentioned, many cloud platforms use the concept of a recycling bin or trash folder to store deleted files during the retention period before permanent deletion. Cloud recycling bins work similarly to the Recycle Bin in Windows or Trash on Mac/Linux.
When you delete a file, it gets moved to this recycle bin inside your cloud account rather than erased. It remains in your bin but is no longer visible in the regular cloud file system. Then, on a scheduled basis, the cloud service permanently deletes files that have been in the recycling bin for longer than the designated retention window.
Cloud recycling bins are often accessible via web interface to browse and restore deleted files if needed. Some key points:
– Deleted files may remain recoverable in the bin anywhere from 30-90 days depending on service.
– Certain file types may not go to the normal recycle bin. Deleted collaborative files for example may follow a different deletion path.
– Bins have file size limits – deleting very large files exceeding the limit may result in permanent deletion.
– Manually emptying the bin can force permanent deletion of contents.
– Recycle bins only apply to files deleted through the service’s interface. Deleted synced files on devices bypass the bin.
– Automated deletions for policy non-compliance also bypass the bin typically.
Recycle bins provide a balance between deletion recoverability and permanently freeing storage resources by set schedules. But for immediate permanent deletion, emptying the bin is required.
Can you recover a deleted file after the retention period?
Once a cloud service has permanently deleted a file after the retention window in the recycling bin, is it still possible to get the file back?
Unfortunately, at that point recovering the deleted file becomes extremely difficult to impossible without direct assistance from the cloud provider. Here are some potential options if a file has been permanently purged:
– **File version history**: Some cloud services keep version histories of files, so you may be able to recover a previous version of the deleted file if available.
– **Cloud backup**: If you have another cloud backup service like Carbonite running, you may be able to pull the file from those backups.
– **Contact the cloud provider**: The cloud company may be able to restore the file from their internal backups and redundancy systems, but they typically charge for this. It’s not guaranteed.
– **Data recovery specialist**: For business-critical files, a forensic data recovery firm may be able to help pull traces of deleted files from cloud systems. This is expensive and not foolproof.
So if you want to recover a deleted file, act as soon as you notice it’s gone. Once permanently deleted after the retention period, your chances drop dramatically. Preparing alternate backups is wise just in case.
Permanently deleting cloud files when employees leave
For businesses using cloud services, special care needs to be taken to permanently delete files when employees leave the company. Departing employees may still be able to access or recover company data from cloud accounts, even from personal devices.
To ensure corporate files are deleted for good when an employee exits:
– Immediately revoke cloud service credentials and access rights when they leave.
– Manually delete any company files the employee may have saved to personal cloud accounts like Gmail or iCloud.
– If possible, monitor cloud recycling bins and manually empty them upon departure.
– Consider a cloud backup service like Spanning to retain backups of the employee’s company files, which you can restore later if needed.
With careful attention, companies can securely wipe corporate data from the cloud when no longer authorized to access it. Don’t count on automated deletion processes to permanently protect your files.
Other factors that can compromise deleted files
Even after you permanently delete a file yourself, other factors can still leave traces of your deleted yet potentially sensitive cloud data accessible:
– Cached copies on authorized devices like laptops and mobile devices
– Backups created by employees before departing your company
– Sync errors resulting in copies residing offline somewhere
– Interfaces that access your cloud account, like sharing apps
– Linking cloud accounts to outside services like social media
– Cloud providers’ internal redundancies for reliability and backups
With persistent monitoring, policies, and audits, organizations can systematically purge stored files that are no longer required. But realistically with cloud services, deleting data perfectly and comprehensively is difficult. Accept a certain amount of lingering risk.
Does encrypting files allow deletion?
Encrypting data prior to uploading it to cloud storage does not inherently allow you to then permanently delete it from cloud systems later on. Encryption protects files from unauthorized access in the cloud. But deletion procedures by the cloud provider work the same on encrypted or unencrypted data.
That said, encryption does offer some advantages in being able to securely “delete” data in the cloud:
– Delete the encryption keys. Without the decryption key, encrypted files are inaccessible even if recovered. This is like deleting data functionally without actually purging files from cloud servers.
– Cryptographic erasure. Overwrite file data with random data prior to uploading, then delete normally. This scrambles contents to be unrecoverable.
– Control redundancy. Encrypt locally first, then transfer to the cloud without backups to limit potential traces of deleted files in systems.
While proper use of encryption doesn’t inherently allow you to delete files forever from a cloud provider’s environment, it does give you more control over securely eliminating accessibility which can achieve similar ends.
How file deletion differs between cloud providers
Not all popular cloud storage platforms handle file deletion the same way behind the scenes. Some variations:
– **Google Drive**: Deleted files go to trash which must be emptied to permanently delete. But Google maintains copies in internal systems for 6 months.
– **Dropbox**: Deleted files get stored for up to 180 days before permanent deletion. Paid business accounts get unlimited undo delete and file versioning.
– **Microsoft OneDrive**: Retains deleted files for 3 days in Recycle Bin before final deletion. Free accounts get limited version history.
– **Apple iCloud**: Stores deleted files for 30 days in trash folder. But iCloud Photos retains deleted photos for 40 days.
– **Amazon S3**: Defaults to eventually deleting files marked for removal but doesn’t have a set retention period. Backups and replication complicate deletion.
– **Box**: Retains deleted files in trash for 30 days normally. But they aren’t erased from Box’s internal systems for 6 months after trash purge.
So while core concepts are similar, details vary. Check each cloud provider’s specifics before relying on deletion processes.
Should you rely on cloud deletion?
Given the complexities around when and how cloud providers permanently erase files beyond recovery, is it wise to rely on cloud deletion features at all?
In limited circumstances, yes – with appropriate expectations:
– For basic personal storage that isn’t highly confidential, standard cloud deletion features are likely sufficient. Just be aware of the retention periods before permanent removal.
– For businesses, align on what data requires permanent deletion versus what can tolerate lingering in cloud systems for months. Not all data is equally sensitive.
– Use independent backup systems like Backupify for cloud data you may later need to delete and purge fully from cloud apps and storage. Don’t rely solely on native deletion capabilities.
– Delete and overwrite cache/local copies of cloud-synced files as well when purging data. Cloud deletions don’t affect device copies.
– For highly confidential data like healthcare records or financial info, consider if cloud is appropriate at all. Opt for in-house storage with full control instead.
While cloud deletion has its complexities, it can be relied upon for basic personal storage or non-critical business data with proper precautions and limitations. Just understand the inherent risks – true permanent deletion is elusive in the cloud.
Conclusion
While cloud storage offers great convenience for accessing files across devices, deleting those files permanently isn’t always straightforward. Cloud platforms use soft deletion with retention periods rather than instantly purging files, and backups and redundancies can maintain copies of files you may think are gone forever. For personal files, standard deletion features likely suffice. But businesses should be very thoughtful about what data they store in the cloud and whether they truly require permanent deletion capabilities. With proper encryption, access controls, and independent backups, companies can utilize cloud services while still maintaining strong oversight of their data. Just be aware of each provider’s specifics, test deletion thoroughly, and align usage policies accordingly.
