How to recover a deleted file from a shared drive​？

Recovering a deleted file from a shared drive can be an essential task, especially when it’s critical business or personal data that has been lost due to accidental deletion, system failures, or other unforeseen circumstances. A shared drive, whether on a cloud platform, a local network, or a server, is commonly used for storing and accessing files across multiple users, but the process of recovering a deleted file may vary based on the system you’re using and the configuration of the drive.

A shared drive, also known as a network drive or cloud drive, allows multiple users to access files and folders stored on a central server or cloud platform. Files can be accessed from various devices, such as computers, smartphones, and tablets, depending on the platform. Shared drives are commonly used in both corporate environments and for personal data storage across multiple devices.

Common types of shared drives include:

Cloud-based storage: Platforms such as Google Drive, Microsoft OneDrive, Dropbox, and iCloud.

Network Attached Storage (NAS): A physical server or appliance connected to a network that allows file storage and sharing among multiple devices.

File Servers: On-premises servers designed to store and manage files for a network.

Understanding the specific shared drive you’re working with is crucial, as the recovery methods may differ depending on the type and configuration.

1. Understanding the Deletion Process

Before diving into recovery methods, it’s essential to understand what happens when a file is deleted from a shared drive.

Soft deletion: In many cases, when a file is deleted, it is not immediately erased from the storage. Instead, it is moved to a “recycle bin” or “trash” folder, where it remains for a set period before being permanently deleted.

Hard deletion: If a file is permanently deleted (such as by bypassing the recycle bin or using the “Shift + Delete” option), it is removed from the storage system. However, this does not necessarily mean the data is unrecoverable, as the space it occupied may still contain remnants of the file until it is overwritten by new data.

2. Check the Recycle Bin or Trash

One of the simplest methods to recover a deleted file is to check the shared drive’s recycle bin or trash folder. Most shared drive systems, whether cloud-based or network-attached, have a feature that temporarily stores deleted files in a “recycle bin.”

Cloud-based Storage:

Google Drive: Deleted files are moved to the trash folder and remain there for 30 days before being permanently deleted. You can restore files from the trash by simply right-clicking the file and selecting “Restore.”

OneDrive: OneDrive also has a recycle bin where deleted files are stored for up to 30 days. After that, they are permanently deleted. Files can be restored by selecting them and choosing “Restore.”

Dropbox: Dropbox offers a version history feature, and deleted files are stored in the “Deleted Files” section for 30 days (or 180 days for Dropbox Business users). You can select the file and click “Restore.”

NAS and File Servers:

If you’re using a NAS or file server, check whether the system has its own trash or recycle bin. Some NAS devices, such as those from Synology or QNAP, feature a “Recycle Bin” in shared folders. Similarly, Windows file servers may have a shared folder trash feature enabled.

3. File Recovery Software

Panda Assistant works by performing deep scans on your storage devices, locating files that have been deleted or lost, and allowing you to preview them before recovery. The software supports both quick and deep scan modes, with the deep scan being more thorough but also taking longer to complete. It is capable of recovering files even from formatted or corrupted drives, offering advanced recovery options for users who need to retrieve files from damaged or inaccessible media.

Additionally, Panda Assistant offers multiple recovery modes, including the ability to restore files from the recycle bin, recover permanently deleted files, and restore data from formatted or lost partitions. It also provides features like file filtering, which allows users to search for specific file types and organize the recovery process.

4. Utilize File Versioning

Some shared drives, particularly cloud-based services and certain NAS devices, include a file versioning feature. This allows you to revert a file to a previous version, even if the file itself is deleted. This is especially helpful if only a part of the file was deleted or modified, rather than the entire file.

For cloud-based services:

Google Drive: Right-click the file and select “Manage versions” to see past versions of the file and restore them.

Dropbox: Dropbox allows users to view file history and restore older versions by navigating to the “Version History” section.

For NAS and file servers:

Many NAS devices have built-in version control, especially if you’re using advanced file-sharing protocols such as SMB or NFS. Check your NAS device’s manual for information on enabling or accessing version history.

5. Network File System Snapshots

Many NAS systems, especially high-end ones, allow you to create “snapshots” of shared folders. A snapshot is essentially a point-in-time backup of the entire file system, allowing users to revert to a previous version of a file or folder. If you regularly back up your network drives with snapshots, recovering deleted files can be straightforward.

To restore files from a snapshot:

Synology NAS: Use the “Snapshot Replication” tool to view and restore snapshots from previous dates.

QNAP NAS: Use the “Snapshot” feature in QNAP’s File Station to browse past versions of files and restore them.

Windows Server: If using Windows Server with the “Volume Shadow Copy” service enabled, you can access previous versions of files and folders by right-clicking them and selecting “Restore previous versions.”

6. Backup Solutions

A backup strategy is vital to ensuring that you can recover lost files in the event of accidental deletion. If you have a robust backup solution in place, you can easily restore deleted files by retrieving them from a backup.

Cloud-based Backup:

Many cloud storage providers automatically create backups of files. If your system is configured to back up your shared drive regularly, you can restore deleted files from a previous backup.

For services like Google Drive or OneDrive, check if there’s an integrated backup solution, or use a third-party backup service to create regular snapshots of your shared drive.

Local Network Backup:

Many companies use NAS devices or dedicated file servers to back up shared network drives. If backups are set up for the shared drive, you can access the backup storage device and restore the lost file.

Third-party Backup Solutions:

Tools like Acronis True Image and Veeam Backup & Replication provide more comprehensive backup and recovery options. You can use these tools to create regular backups of your shared drive and recover deleted files when necessary.

If none of the above methods works and the file is critical, consider consulting your IT department or a professional data recovery service. Many IT departments have access to more advanced tools and may have configured specific recovery protocols for network drives.

Data recovery professionals can often retrieve files even if they have been permanently deleted, especially if the file was recently deleted and the storage has not been overwritten. They can use specialized tools to recover data from damaged or corrupted drives, or they may have access to backup systems you do not.