9. Generating a File Plan Report
You can also choose the option to Generate a File Plan Report from the Records Center Management interface, as shown in Figure 8.
This option allows you to create an Excel file that outlines your file
plan as currently configured in your Records Center. To create the file
plan, you need to specify a location to store the plans. Each new report
will be stored in this location separately, in the folder specified.
After you generate the file
plan report, you can obtain detailed information on many aspects of the
configured center file plan, such as
Site details such as Declaration settings and number of items on hold
Content types used in the policies
Policy names associated with the content types
Policy description details
Description
Versioning options
Date the report was generated
Notice there are two
detail-specific tabs available to you that can provide you with specific
information about retention policies and folder details.
The Retention Details tab contains columns based on how you have defined retention for the policy the report addresses. Figure 9 provides an example of how the retention details will appear with a single-stage retention policy defined.
The Folder Details
tab contains information about the folder locations, paths,
permissions, retention schedule, and content types, as shown in Figure 10.
10. Generating an Audit Report
Audit reports allow you to
examine specific areas of declared records activities. When you run a
report, you must specify a location for each report generated; the
location can be the same library for each report generated or a
different one. After the audit report is generated, you can view
information in four categories, each of which contains specific reports,
as listed here.
As time passes and
more information is generated, audit reports will provide vital
information for compliance officers and auditors if this data is
required as part of a litigation enquiry. Consider using custom reports
for a more detailed picture of specific events, as shown in Figure 11.
You can use this page to specify the location where the report will be
created, what information will be contained within the report, the dates
of activity that the report should contain, who can view the report,
and the items that should be contained within the report.
