This page explains how RecordPoint tracks moves, renames, deletes, and copies for SharePoint Online (SPO) and FileConnect (file shares). It’s written for admins and power users who need quick, accurate expectations and a few practical tips.
Core concepts
SPO tracking model (high level). The SharePoint Online connector tracks items primarily by SharePoint’s UniqueId. Some user actions generate versioned updates; others only raise folder-level events, which means child items don’t version until they themselves change.
FileConnect tracking model (file shares). FileConnect uses the file’s full path as the unique identifier. A move or rename changes the path, so it is treated as delete + new.
SharePoint Online (SPO)
1) Moving a file within the same site collection
What you’ll see in RecordPoint: A new version of the existing record; the Location metadata is updated.
How it happens: A direct file move in SPO raises an item event that results in a versioned update of that record.
Selecting multiple files and moving them in bulk within a site collection behaves the same way. This scenario is different from moving a folder that contains files (see next section).
2) Moving a folder (and its contents) within the same site collection
What you’ll see in RecordPoint: The folder move is recorded, but child file records do not immediately version. Their Location field may continue to show the old path until the file itself is subsequently modified (e.g., edited, metadata changed), at which point a new version includes the updated Location.
Disposal still works for items whose Location looks out of date after a folder move. Disposal uses identifiers that do not rely on the Location text.
Location metadata lag after folder moves is expected. If business workflows depend on Location, plan an operational step (e.g., a minor metadata touch) to refresh Location on critical items.
3) Moving a file between different site collections
Event timing: After a cross–site move, SharePoint processes a background copy/move job. The destination record appears first. The source record’s delete/recycle audit may arrive a few minutes later (connector polling + SPO job latency). This delay is expected.
What you’ll see in RecordPoint: The item gets a new record in the destination site collection; the original record remains for audit/history. This is a different object from SharePoint’s perspective.
SharePoint adds system properties when content is moved across site collections. These indicate the source and timing of the move. RecordPoint tracks the destination as a new item.
4) Renaming a file within the same site collection
What you’ll see in RecordPoint: A new version of the existing record with updated Location and name.
5) Renaming or moving a folder within the same site collection
What you’ll see in RecordPoint: A folder move/rename event is captured. Child items do not version immediately; Location updates appear on each child when it is next modified.
6) Deleting an item in SPO
What you’ll see in RecordPoint: A delete action is captured and surfaced in audit. If the item is restored/removed from recycle bins in SPO, RecordPoint reflects that sequence via subsequent change events.
Disposal operations from RecordPoint do not rely on the Location text, so they continue to work even when a folder move previously left Location looking stale on a file.
FileConnect v2 (file shares)
How FileConnect interprets changes
Move or rename (file or folder): Treated as delete of the old path + new item at the new path. You will see the original record remain (with delete/audit), and a new record at the new location.
Copy: A new record for the copy; the original is unchanged.
Large folder moves/renames on file shares can create many new records because every child path changes. Plan changes to high‑level folders carefully.
Ongoing crawls focus on new and changed items. Items found during these crawls are not checked for duplicates.
Quick reference
Action | Where | Record behavior | Location field in RecordPoint | Audit & notes |
|---|---|---|---|---|
Move a single file within the same site collection | SPO | New version of the existing record | Updated in the new version | File move event processed; no duplicate |
Move a folder (with files) within the same site collection | SPO | Folder is updated; child files do not version immediately | Shows old path until each file is next modified | Folder move captured; child files update later |
Move a file across site collections | SPO | New record is created in the destination; original remains | Shows destination path on new record | Different object identity in SPO |
Rename a file within the same site collection | SPO | New version | Updated | Tracked as a rename/move of the item |
Delete a file | SPO | Delete reflected via change events | — | Still eligible for disposal regardless of Location text |
Move/rename (file or folder) | FileConnect (file shares) | Delete + new (path changed) | N/A | Original retains audit; new item at new path |
Copy a file | FileConnect (file shares) | New record for the copy | — | Original unchanged |
Frequently asked questions
Why does the Location still show the old folder after I moved the folder in SharePoint?
Because SPO does not raise item‑level events for the child files when a folder is moved. The Location updates on each file the next time that file itself changes.
Does moving content create duplicates?
SPO: Moving a single file within the same site collection does not create a duplicate; it versions the existing record. Moving content between site collections creates a new record in the destination.
FileConnect: Moves/renames are delete + new because the path changed.
Will disposal still work if the Location looks wrong after a folder move?
Yes. Disposal uses identifiers that don’t rely on the Location text.
Operational tips
Favor direct file moves over moving parent folders when you need Location to update immediately in RecordPoint.
For file shares, avoid large‑scale folder renames/moves without a plan; consider performing analysis first and scheduling changes during low‑impact windows.
If Location accuracy is business‑critical after SharePoint folder reorganizations, schedule a light‑touch metadata update on the affected files to prompt a fresh version.
Glossary
Location — The path displayed on the record in RecordPoint.
Versioned update — A new version of the same record is created with updated metadata.
Delete + new — The original record remains with a delete/audit entry, and a new record represents the content at the new path.
Exchange Online - Email is Moved
No audit events are logged when files are moved between folders in Exchange.
Teams - Disposals
At this time disposals are not supported due to Microsoft API limitations.