What one copy means

Files keeps one copy of each file’s bytes on each computer. Two files count as copies only when their full SHA-256 fingerprints match, byte for byte. A file that only looks the same from its first and last parts isn’t counted until its full check passes.

What happens to the other copies

• The copy in your own working folder stays on this computer.
• A copy your sync app also holds online, in a team folder for example, becomes online-only. It stays in its folder and opens when you need it, but takes no space until then.
• A copy no sync app holds goes to the holding folder only when you press Remove. It waits there for your company’s holding days (30 unless an admin changed it), then goes.
• On a Mac (APFS) or a Windows Dev Drive, copies become clones that share their bytes.

What Files never does

• Free the last copy. A copy is freed only while a full fingerprint match stays on this computer or in the sync app.
• Change a team or shared file. Online-only changes this computer only.
• Free space in a sync app before that app passes a one-file check on this computer.
• Touch a file that’s open, or a job with a live session.

The first time, Files lists every copy it found and waits for you to press Start. After that, each new verified copy is handled the same way, and each one can be undone.

A company admin, or Build support, can pause freeing space for everyone in the company: in Build PlanReader under Settings › Files › Freeing space, or in the Files section of the company’s page on the web. Every computer stops at its next look.