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SharePoint 2010 : Implementing and Configuring Information Management Policies (part 3) - Viewing Information Management Usage Reports

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3/22/2011 9:07:46 AM

3. Viewing Information Management Usage Reports

To view reports after they are generated, browse to the library location you provided and select the report you want to see. If you have Microsoft Excel installed, the report opens in Excel as shown in Figure 12; otherwise, it opens in the browser as a generic XML file.

Policy usage reports generally have the following tabs.

  • Introduction Lists the site collection that the report is for and the date it was generated.

  • Report PivotTable Provides a summary of the number of items in each site and lists which are subject to each policy.

  • Policies Lists each policy by name.

  • Usage Provides detailed data on the lists in each site as well as the number and percentage of items in each list.

Figure 12. Sample information management policy usage report

Administrators and records managers might want to review how many policies are in place in a Web application and how many documents are affected by them. This information can help administrators identify which sites are using policies and which are not. It can also help compliance officers determine how effectively the compliance guidelines that have been formulated into the file plan are being implemented. For example, if a compliance officer notices that no policies are being applied to a particular document library in the repository, then it may turn out that data in that library is not being purged in a timely manner.

3.1. Viewing the Policies Report

The Policies report provides a list of policies defined in the report generated for the site collection within the Web application that you chose on the Information Management Reports page. The Policies page provides general information about the policies that have been configured. The general information about each policy is displayed using the columns shown in Figure 13.

3.2. Viewing the Policy Usage Report

The Policy Usage report provides a list of policies defined in the report generated for the site collection within the Web application that you chose on the Information Management Reports page. The Policies Usage page provides detailed information about the information management policies that have been configured along with the number of items that are using those policies. The detailed information about the policies is displayed using the columns shown in Figure 14.

All of these reports are helpful to the compliance manager and can be used to ensure that policies are applied at the proper locations throughout your SharePoint implementation.

Figure 13. Information Management Policies report page
Figure 14. Information Management Policy Usage report page
Other -----------------
- SharePoint 2010 : Introducing Records Management and Information Management Policies
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- SharePoint 2010 : Configuring Service Applications (part 5) - Publishing Service Applications
- SharePoint 2010 : Configuring Service Applications (part 4) - Modifying the Service Applications in the Default Application Proxy Group
- SharePoint 2010 : Configuring Service Applications (part 3) - Modifying the Application Pool of a Deployed Service Application
- SharePoint 2010 : Configuring Service Applications (part 2) - Creating a New Instance of a Service Application
- SharePoint 2010 : Configuring Service Applications (part 1) - Creating a Custom Application Proxy Group for a Web Application
- SharePoint 2010 : Scaling Out a SharePoint Farm - Identifying a Logical Location of Services on Servers
- SharePoint 2010 : Scaling Service Applications Architecture
- SharePoint 2010 : Scaling Out a SharePoint Farm - Services Federation (part 2)
- SharePoint 2010 : Scaling Out a SharePoint Farm - Services Federation (part 1)
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