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File Creation Date Lost When Uploading to Sharepoint

SharePoint Online document libraries include the option to motion content to a different location. But what happens to the metadata when this content is moved?

This post explains what happens to the metadata when different types of content stored in a SharePoint Online certificate library is moved (not copied) using the 'Move to' option to a different library in either the same site or a dissimilar site (both in SharePoint Online).

TL:DR

If you don't accept time to read all the details, hither is a summary. When content is moved between SharePoint document libraries (aforementioned site or other sites) using the congenital-in 'Motility to' functionality, the following occurs for all types of content:

  • The original arrangement generated metadata (Created, Modified) is retained for all types of content.
  • The original Document ID is retained for all types of content only if the destination site has the Document ID feature enabled.
  • Data Protection labels (set on Office certificate just) are retained unless a characterization setting prevents the move.
  • Retention labels are retained for all types of content.
  • Any added metadata is lost for all content unless the destination library has exactly the same metadata columns. However, Office documents may retain those values in their XML structure.
  • The same outcomes occur if documents are moved between two synced document libraries in File Explorer.

Metadata in SharePoint libraries

All SharePoint document libraries include four types of metadata:

  • System generated. Examples include the Created [in SharePoint, not the original detail created date] and Modified dates, the Created past and Modified past names, File size, Content Type, sequential ID, and Version History (which is a collection of metadata objects). If Document IDs are enabled, information technology likewise includes the Certificate ID (PREFIX-LibraryID-sequential ID, eg 'RECORDS-12312322-234). Note that every object saved to SharePoint is besides assigned a unique GUID.
  • Proper name. This is either the original name of the item (in the case of an email, the email subject line), or added by an end-user. Note that this is NOT the same column as the Title cavalcade which is bare by default.
  • Added metadata. That is, pre-existing or custom site, or 'local', metadata columns added to the library. In the examples used in this mail, the added metadata is 'Document Blazon' (choice, default ='Agenda'), 'Event Type' (choice, default ='Indoor'), and 'Random Text' (text, default = 'Elephant').
  • Compliance metadata (when practical). Retention characterization, Label applied by, Label setting, Sensitivity (for Information Protection labels).

It is important to note that metadata in added metadata columns in ane library will NOT appear in the destination library unless that (destination) library has exactly the same columns.

For the purpose of this post, four different types of content (Role/Discussion document, PDF, email (.msg and .eml), image) were moved from a library with multiple metadata elements shown below to an empty certificate library in brand new site with zilch configured at the site or library level.

The metadata elements assault the source site library were as follows:

  • Document IDs
  • Document Type (choice)
  • Event Blazon (choice)
  • Random Text (default set to 'Elephant')
  • Retention label applied to the library and a different characterization applied at the folder level
  • Information Protection characterization. This was simply applied to Word documents (when they were edited) every bit there was no pick to utilize information technology to the emails, PDFs or images.
Metadata in the source library

Moving a PDF, email (msg) and image

As the outcome is likely to be the same for all non-Office content, a PDF, electronic mail (msg) and image were all moved at the same time to the destination library. Immediately a notification appeared that metadata backdrop on all three items would exist lost if they were moved. The option to 'Move anyhow' was selected and the items were moved.

Items non moved with the 'Motion anyway' option

The destination library shows the three items without the Certificate IDs (which were not enabled) or any of the added metadata columns. However, the items have retained the Retention characterization – no retentiveness has been set anywhere on the destination site.

Destination library

Were the Document IDs moved?

No. The original Document IDs did NOT appear because the destination library did not accept the Certificate ID characteristic enabled.

Once that feature was enabled and the column was fabricated visible in the list view, we tin can see that the 3 items that were already moved have lost their original Certificate IDs. Two new items moved have retained their original source Document ID (CORPRECORDS-667097513-n).

Moving Office documents

The metadata applied to Role documents (Word, Excel, PowerPoint with an '10' at the end) works in a similar manner but those documents also embed the metadata in their underlying XML structure.

Some of this metadata is visible in, and tin can be directly edited from, the Info backdrop of the certificate. For example, in this document …

… we can encounter the Document ID, Document Type, Random Text and Result Type in the Info backdrop. These metadata backdrop remain with the certificate fifty-fifty when it is downloaded and so tin be very useful to determine the origin of a document if, for instance, it is found as an email attachment or on a network file share.

Where is this metadata embedded?

All Office documents with a certificate extension that ends in 'ten' (e.grand., docx) are based on an XML structure that can be viewed past converting the original to a goose egg file (using the CMD trounce and REN to rename it) and and then extracting the resulting zip file and opening it.

The XML structure of a standard Word document looks similar the following. The XML documents contained in the structure tin be viewed with uncomplicated text viewers similar NotePad.

The system, added and embedded metadata properties are stored in one of the XML documents named item1 to item 4 in the customXml folder. The following shows the values practical in item1, while particular 4 contains the other values that can exist assigned to selection fields.

Metadata properties in the item1 XML certificate
Metadata values and options in the item4 XML certificate

The metadata for the Sensitivity characterization (including any formatting details) is stored in the 'custom' XML document in the docProps folder.

BUT – details of the Retention label are not stored in the XML backdrop of the downloaded certificate. This may be considering once the document is downloaded, the retention characterization no longer applies.

What happens to that metadata when Word documents are moved?

As with the previous examples, a warning volition indicate that metadata properties may be lost. If 'Movement anyway' is selected, the document is moved.

If the certificate has an Data Protection label setting that prevents it, it may not be possible to move information technology. The following bulletin will be displayed. The only way to motility information technology is to change the label to ane that allows it, or remove the label.

For any other Office document, the original Document ID and Memory label are retained just whatever added metadata properties will exist lost if those columns do not be in the destination library.

Moved document without the added metadata columns

However, information technology seems that the added properties are not completely lost; they are moved to the 'custom' XML document in the docProps folder.

Added metadata properties in the custom XML document

Nonetheless, if the same metadata column is added to the library, documents that have this added metadata in the 'custom' XML document do not display that metadata. Information technology must be added back.

What happens if the destination library has the aforementioned metadata columns?

If the destination library has the same added metadata columns, as shown in the case below, that metadata volition be copied to the destination library. The showtime Word certificate in the example below was copied earlier the metadata column was added.

Summing upward

When content is moved between SharePoint document libraries (same site or other sites) using the born 'Motility to' functionality, the following occurs for all types of content:

  • The original system generated metadata (Created, Modified) is retained for all types of content.
  • The original Document ID is retained for all types of content just if the destination site has the Certificate ID characteristic enabled.
  • Information Protection labels fix on Office document simply are retained unless a characterization setting prevents the motion.
  • Retention labels are retained for all types of content.
  • Added metadata is lost for all content unless the destination library has exactly the aforementioned metadata columns. However, Part documents may retain those values in their XML construction.

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Source: https://andrewwarland.wordpress.com/2021/07/02/metadata-persistence-when-records-are-moved-in-sharepoint/