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Hi All, I'm assuming that this is a common issue for a lot of organisations who use different flavors of MS Dynamics and I'm hoping that someone might be able to provide some insights or tips in regards to how to handle this scenario.
I am currently working with a business team in my organisation who uses Dynamics CRM to manage sales based interactions with our clients.
Recently, we have been notified by our Microsoft reseller/service provider of a very large volume of logs that have accumulated that are sending us over our allotted cloud storage capacity.
We have been advised that the best-practice recommendation is to only retain logs for two years, but this doesn't sit right from a information governance and compliance perspective, especially for highly regulated industries where the expectation is that logs should be retain for at least the life of the business information it is attached to. Typically, sales based financial information is required for 7 years, so my question is, how does Microsoft or enterprise end-users deal with log management?
It would also appear that logs cannot be exported easily, or deleted based on specific records, and we have received additional guidance that deletions are undertaken based on a set time-frame which appears to be based on 1/4 year periods. This means that if we destroy logs from when the system was put into production, it will see us deleting logs for records that are still active. At present, we are advised that we have 64Gb of accumulated logs from 4 years of using the platform and the costings for future projected storage are worrying if we can't find a way to manage them effectively.
I would be very interested to know if this has been an issue for others who support the business use of Dynamics, and to hear of any solutions that have been applied or recommended to address this issue.
Hey!
one important step when dealing with storage (either Log, File or Database capacity) is that there are 2 ways to control it:
1. By removing data. As you indicate, this is not only a technical decission but also a business decision. Some regulations might require you to keep 3, 5 or 10 years of data and it's important to comply with these requests. Deleting data will certainly reduce storage but might affect other records as well (that perhaps are active). On https://docs.microsoft.com/en-us/power-platform/admin/free-storage-space you have documentation regarding reducing storage, and a point that specifically points to reducing Logs.
2. By providing more storage. Another possibility is to purchase additional capacity based on your requirements. Either if you're purchasing directly from Microsoft on Admin.Microsoft.com or if you're purchasing from a partner, you can request additional capacity ("Common data service File Capacity, Common data service Log capacity or Common Data Service Database capacity)
From the documentation, Logs is usually accounted towards 2 tables: Auditing and PluginTraces. It would be important to check which of these two tables is the one having more data:
- If it's pluginTrace, you can create a bulk deletion job to remove unnecesary records (as it's a plugin, perhaps regulations do not require this to be stored for such time).
- If it's AuditBase, you can also verify what's being audited and based on this, you can try reducing/changing the fields audited
Hope it helps.
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