What is the OpenAI Files API and how is it used for document management?

The Files API allows you to upload files to OpenAI's servers for use across multiple API features - fine-tuning, batch processing, assistants, and the file_search tool. Files are identified by a file ID and persist until explicitly deleted.

from openai import OpenAI
client = OpenAI()

# 1. Upload a file
with open("technical-docs.pdf", "rb") as f:
    uploaded = client.files.create(
        file=f,
        purpose="assistants"  # or "fine-tune", "batch", "vision"
    )
file_id = uploaded.id  # e.g. "file-abc123"
print(f"Uploaded: {file_id}, size: {uploaded.bytes} bytes")

# 2. List files
files = client.files.list(purpose="assistants")
for f in files.data:
    print(f.id, f.filename, f.created_at)

# 3. Use file in a Vector Store for file_search:
vector_store = client.vector_stores.create(name="TechDocs")
client.vector_stores.files.create(
    vector_store_id=vector_store.id,
    file_id=file_id
)

# 4. Use vector store with file_search tool:
response = client.responses.create(
    model="gpt-5.5",
    tools=[{
        "type": "file_search",
        "vector_store_ids": [vector_store.id]
    }],
    input="What is the maximum API request size?"
)
print(response.output_text)

# 5. Delete file when done:
client.files.delete(file_id)

Vector Stores (previously part of the Assistants API) are now a standalone resource, usable directly with the file_search tool in the Responses API. They handle chunking, embedding, and indexing automatically.

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