Track labeled files movement

Question

I have been using the default label capability in SharePoint and I am looking for a way to track files that have been labeled in various scenarios. I am currently using DLP to attempt this but the options for file tracking are limited. Are there any suggestions that would help me achieve this goal?

Answer 1

Hi @jpcapone

Greetings & Welcome to Microsoft Q&A forum! Thanks for posting your query!

Tracking labeled files in SharePoint can indeed be tricky, especially when you need a detailed audit trail. While DLP offers some basic tracking, it's not designed for in-depth file movement analysis. Here are a few approaches you could consider:

SharePoint Audit Logs - SharePoint has built-in audit logging capabilities that can track various file activities, including moves, copies, and modifications. You can configure these logs to specifically track events related to files with certain labels. This will give you a record of who performed what action on a labeled file and when.

Why this helps - Audit logs provide a comprehensive history of file activity within SharePoint. By filtering for events related to your labels, you can create a detailed tracking log.

Microsoft Purview Audit (if applicable) - If your organization uses Microsoft Purview, it offers more advanced auditing and compliance features. This might provide more granular control and reporting options for tracking labeled files.

Why this helps - Purview offers more centralized and sophisticated auditing compared to basic SharePoint audit logs, potentially offering better filtering and reporting.

Power Automate (Flow) - You could create a Power Automate flow that triggers whenever a labeled file is moved or copied. The flow could then record the event details (e.g., file name, label, source location, destination location, user, timestamp) to a SharePoint list or other data source.

Why this helps - Power Automate allows for custom tracking logic. You can define exactly what information to capture and how to store it, giving you a highly tailored tracking solution.

Third-party SharePoint Management Tools - Several third-party tools specialize in SharePoint governance and management. Some of these may offer more advanced file tracking and reporting features, including specific support for labeled files.

Why this helps - These tools are often designed to address specific SharePoint management challenges, potentially offering more out-of-the-box functionality for tracking labeled files.

Important Considerations:

• Audit Log Retention - SharePoint audit logs have retention policies. Ensure these policies are configured to retain logs for as long as you need them.
• Performance - Extensive auditing can impact SharePoint performance. Consider carefully which events you need to track.
• Label Sensitivity - If your labels are used for sensitivity classification, ensure that any tracking solution complies with your organization's data governance and privacy policies.

I would recommend starting with SharePoint audit logs and potentially exploring Power Automate for more customized tracking. If you need more advanced features, consider Microsoft Purview or third-party tools.

I hope this information helps. Please do let us know if you have any further queries.

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