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Reference

File

Last updated Inventory SharePoint

AI summary

Rencore Governance collects 37 properties for SharePoint files across categories including identity, location, activity, dates, sharing, security, and storage. You can view detailed file metadata, creation and modification history, sensitivity labels, risk scores, and access information. You can also manage files by removing versions, archiving them, managing sharing permissions, and restoring broken inheritance.

All SharePoint files stored in a library of a SharePoint site

Part of the SharePoint inventory.

In Rencore Governance

The File inventory page in Rencore Governance: counts, trend, violated policies and the list of objects
The inventory page in a Rencore demo Environment, captured October 2026.

Scan settings

Default scanning interval Allowed scanning intervals Data removal during incremental scan
Default Daily, Weekly, Bi-Weekly, Monthly, Never, Initial No

Properties

37 properties in 8 groups. Open a group to see its properties.

Name and identity 13
Property Type Description Automation placeholder
Display Name String {{File.DisplayName}}
File Category String Category generated from file extension (e.g. "Application", "Archive", "Office Document", "Image", "Video", "Music", "Text File", "HTML File", "Other") Allowed values: Application, Archive, HTML File, Image, Music, Office Document, Other, Text File, Video. {{File.FileCategory}}
File Name String File name of the file {{File.FileName}}
Item Id String {{File.ItemId}}
List Id String Specifies the GUID that uniquely identifies the list/document library containing the file. {{File.ListId}}
List Name String Url of the parent list or library. {{File.ListName}}
Site Collection Name String Name of the Parent site collection {{File.SiteCollectionName}}
Site Id String Specifies the GUID that identifies the site collection containing the file. {{File.SiteId}}
Site Name String Name to the parent site collection. {{File.SiteName}}
Title String Document Title of the file {{File.Title}}
Unique Id String Unique ID of the file {{File.UniqueId}}
Web Id String Specifies the GUID for the site containing the file. {{File.WebId}}
Web Url String Url of the parent Site {{File.WebUrl}}

Organization and location 5
Property Type Description Automation placeholder
Geo Location String Geo Location of the file {{File.GeoLocation}}
Parent Folder Folder Files in the folder {{File.ParentFolder}}
Parent Folder Name String {{File.ParentFolderName}}
Site Url String Url of the parent Site Collection {{File.SiteUrl}}

Activity and usage 2
Property Type Description Automation placeholder
Archive Status String Active means the file sits in standard storage and opens normally; Archived means the file sits in cold storage and must be reactivated before it can be opened; Reactivating means the file is being restored from cold storage and will open once that finishes, which can take up to 24 hours. Allowed values: Archived, Not archived, Reactivating, Unknown. {{File.ArchiveStatus}}
Last scan update DateTime Shows when this object was last updated in a scan. If an object is found during a scan but no property has been changed this date will not change. {{File.LastModifiedTime}}

Dates and scanning 3
Property Type Description Automation placeholder
Created DateTime Creation date of the file {{File.Created}}
Initially Scanned DateTime Shows when this object was initially found in a scan. {{File.CreatedTime}}
Modified DateTime The date the page or list item was last changed. {{File.Modified}}

Sharing and access 4
Property Type Description Automation placeholder
Creator User File Creator {{File.CreatedBy}}
Created By Name String Username of the user who created the file {{File.CreatedByName}}
Modifier User File Modifier {{File.ModifiedBy}}
Modified By Name String Name of the user who last modified the file {{File.ModifiedByName}}

Security and compliance 5
Property Type Description Automation placeholder
Information Protection Label Id String Id of the Senstivity Label set for the file {{File.InformationProtectionLabelId}}
Risk Score Int32 Stores risk score {{File.RiskScore}}
Risk Score Update DateTime Stores risk score update {{File.RiskScoreLastUpdate}}
Risk Score Value String Stores risk score value like Low_Low {{File.RiskScoreValue}}
Version Label Double Version label of the file that indicates which version is currently being used {{File.VersionLabel}}

Storage, licences and cost 1
Property Type Description Automation placeholder
Size Int64 Storage size of the file {{File.Size}}

Other properties 4
Property Type Description Automation placeholder
File Extension String File extension of the file {{File.FileExtension}}
List List/library Relation to the parent list or library. {{File.List}}
Site Site Relation to the parent site collection. {{File.Site}}
Site Collection Site collection Relation to the parent site collection. {{File.SiteCollection}}

Relations

Relation Connector Description
Group Microsoft 365 Group with an access to a file
Sensitivity label Microsoft 365 Sensitivity label of the SharePoint file
User Microsoft 365 User with an access to a file (direct or via security group)
User Microsoft 365 All users registered in your tenant (internal, external)
User Microsoft 365 All users registered in your tenant (internal, external)
SharePoint group SharePoint SharePoint Group with an access to a File
SharePoint agent SharePoint SharePoint agents that use this file as source.
File sharing SharePoint All shared SharePoint files with their sharing information
List/library SharePoint
List/library SharePoint All SharePoint lists and libraries
Folder SharePoint All SharePoint folders stored in a library of a SharePoint site
Site collection SharePoint All SharePoint site collections in your tenant
Site SharePoint All root site and subsites of a SharePoint site collection

Segments

This object does currently not have any segments.

Actions

  • Remove SharePoint file versions
  • Archive or unarchive a SharePoint file
  • Remove document sharing
  • Restore broken inheritance for SharePoint File
Policy Severity Description
SharePoint file is older than 5 years Information Detects SharePoint files that have not been modified in over five years and may be outdated.
Unused SharePoint files Information Shows SharePoint files that are older than 5 years.

Frequently asked questions

What is the file object in Rencore Governance?

All SharePoint files stored in a library of a SharePoint site. File is an object type in the SharePoint inventory of Rencore Governance.

Which properties does Rencore Governance collect for file?

Rencore Governance collects 37 properties for File, such as Archive Status, Created, Creator and 34 more.

Which policies check file objects?

2 built-in policies check File objects, such as SharePoint file is older than 5 years and Unused SharePoint files.

How often is file scanned?

You can change the scan interval of File objects under Configure objects (daily, weekly, bi-weekly, monthly, never or initial (collected once)). The interval is a target, not a guarantee: a scan can run later than planned.

Which actions can I run on file objects?

The built-in actions for File objects are Remove SharePoint file versions, Archive or unarchive a SharePoint file, Remove document sharing and Restore broken inheritance for SharePoint File.

Related pages

Related pages