I’m looking for other colleagues impressions/experiences of the audit function within SharePoint.
Having read the guidance for Element 11 of PRSA it is my impression that we are required to retain an audit trail of all records that are created within/transferred to SharePoint, that is where records are edited, moved and/or deleted but not simply checked out with no changes made, both within activity sites and the Record Centre.
However it would seem that audit logs can quickly become very large and as a consequence impede the running of SharePoint, to the point where it prevents staff from being able to undertake necessary tasks. The solution that has been suggested for this is that the audit logs are trimmed at regular intervals, perhaps monthly, and then stored most likely within the Records Centre for the set retention period. However this would then mean that in order to view the entire history of a given record we would have to search through a significant number of audit logs for the necessary information, a task that becomes even more complicated by the fact that once a record is placed within the Records Centre it essentially becomes a new record and a completely new audit log is started for it. All of which is not only complicated and time consuming but will perhaps not provide all of the information sought. All of which has led to me wondering how to balance the requirements of PRSA and the capabilities of SharePoint.
I was also hoping to find out how useful and usable people had found the information contained within the audit logs to be so if you are able to share your experiences/views it would be very much appreciated.
Kirsty Hurt
Records Officer
High Life Highland
Highland Archive and Registration Centre
Bught Road
Inverness
IV3 5SS
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