SharePoint Deleted Items Tracking and Reporting

At St. Monica IT Services, we specialize in developing customized solutions for managing and securing business-critical data. In March 2023, we successfully implemented a comprehensive solution to track deleted items across a client’s extensive SharePoint environment, ensuring greater transparency and control over their file management processes.

Project Overview

Objective

To create a robust and automated system to identify, track, and report all file actions—such as deletion, renaming, and movement—in the client’s SharePoint Online environment, spanning approximately 13,000 sites.

Key Deliverables

1. PowerShell Script Development

We developed a powerful and efficient PowerShell script to:

• Connect to SharePoint Online: Established a secure connection to access data across all sites.

• Retrieve Site Data: Pulled data from approximately 13,000 SharePoint sites to ensure comprehensive tracking.

• Analyze Logs: Scanned logs for the past 90 days (maximum retention period for Microsoft logs).

• Identify File Actions: Checked for the following activities:

  • Deleted files.

  • Renamed files.

  • Files moved to another location.

  • Files moved to the recycle bin.

• Extract Detailed Information: Logged all relevant details, including:

  • The user responsible for the action.

  • Timestamps of the actions.

  • Locations and names of the files involved.

2. Data Export to CSV

• Exported the compiled data into CSV files for easy analysis and integration with reporting tools.

3. Power BI Reporting

• Developed a Power BI App to import and visualize data from the CSV files.

• Created detailed, user-friendly reports that included actionable insights, such as:

  • Trends in file deletions or movements.

  • User activity summaries.

  • Frequently affected file locations.

4. Automation and Scheduling

• Configured a Scheduled Task to automatically run the PowerShell script monthly, ensuring up-to-date tracking and reporting without manual intervention.

Project Impact

1. Enhanced Data Visibility

The client now has full visibility into file actions across their entire SharePoint environment, enabling better decision-making and compliance.

2. Improved Security and Accountability

By tracking who performed file actions and when, the solution enhances security and promotes accountability among users.

3. Proactive Reporting

The Power BI reports provide insights into trends and anomalies, helping the client proactively address potential issues.

4. Automation Efficiency

The automated monthly tracking and reporting save time and resources, reducing the need for manual oversight.

Let Us Streamline Your SharePoint Management

At St. Monica IT Services, we deliver tailored solutions to optimize and secure your SharePoint environment. Whether you need advanced tracking, custom reporting, or automation, our team is here to help.

📞 Contact Us Today

• Phone: 0481821340

• Email: support@stmonicait.com.au

• Website: www.stmonicait.com.au

Take control of your SharePoint environment with our innovative solutions. Let’s work together to enhance your data management today!