History vs. Auditing for tracking purpose.

Question

Hi All,

For tracking of workflow I always use the history list. I always logs who is doing what in History. Today during a webcast I have heard that history doesn’t remain forever. It does purge after certain time. Though I am not aware of this fact, even never see it. It may be that some timer job is exist that would do it.

Presenter suggested that we should always use the auditing. I never use the auditing for tracking purpose in workflow. I am not sure how audit work in case when decisions are being made on tasks related to a workflow.

Also I have to move the tracking information along with document in Document center. Here also one architect suggested me that it is not possible to move history to document center. Better I should use the auditing for tracking. It would be easy to move the audit logs in to document center along with documents. to move the documents I will use the content organizer feature.

Could anyone please guide me what the best practice is? Should I use the history or auditing? How can I move the audit data in Data center along with documents using content organizer feature? Where do audit logs are stored? Does it possible to move sub set of audit logs (only the logs related to a document workflow) along with document record?  I am completely confused.

Regards Amit

Answer 1

You can disable the timer job that deletes the workflow history -as a workaround.

http://it-diaries.blogspot.co.uk/2010/09/how-to-keep-workflow-history-data-more.html

audit logs are stored in SQL database.

when you enable auditing, it gives you the option to run reports and you can run your reports & store them in audit log library as long as you want.

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ceren

Answer 2

Hi Cerenn,

I have checked the timer job status in production. In prod It is configured to run the daily. I have checked the history of Job. This job runs daily. However I have noticed that history is not getting deleted. I am bit surprise.

Also i have noticed that for audit trimming also one time job is available. Then i suppose audit logs will also be trimmed after certain time. In that case audit logs should also face same problem.

If possible for you please suggest me How I can move the audit data in Data center along with documents using content organizer feature? Does it possible to move sub set of audit logs (only the logs related to a document workflow) along with document record?

Regards Amit

Answer 3

Amit it is not getting deleted most probably because it has not expired yet. I dont exactly recall at the moment but an entry is getting deleted either 60 or 90 days old.

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ceren

Answer 4

Please