# Audit and retire unused or duplicate dashboards

A plan to inventory BI content, find what's unused or redundant, and retire it safely without breaking anyone's workflow.

- Topic: Data & Analysis
- Framework: Few-Shot
- Level: Standard
- Tags: Data & Analytics, Analyze, Brainstorm, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/audit-and-retire-unused-or-duplicate-dashboards

## Prompt

```text
Help me audit our BI content and safely retire unused or duplicate dashboards.

**BI tool(s):** [e.g. Power BI, Tableau, Looker]
**Inventory data:** [PASTE list of reports/dashboards with owner, created date, last modified, view counts over the last 90 days, data sources]
**Known problems:** [e.g. "five versions of the sales dashboard with different numbers", "slow refresh capacity"]
**Constraints:** [regulatory or audit reports that must be kept, executive reports, embedded reports]

Steps:
1. Define classification rules and apply them: keep, merge, refresh/fix, archive, delete. Suggest thresholds (e.g. no views in 90 days, single viewer, owner has left).
2. Identify duplicates or near-duplicates by name, data source, and metrics shown; recommend a single "certified" version for each topic.
3. Flag reports to protect regardless of usage (quarter-end, annual, compliance, embedded in apps).
4. Plan the retirement process: notify owners and viewers, archive before deleting, a grace period, and a way to restore.
5. Suggest governance to prevent sprawl: certification, naming conventions, workspace structure, and a periodic review cadence.

Return:
- The classified inventory: Report | Owner | Usage | Recommendation | Reason | Replacement.
- A summary of what changes (counts by action, expected capacity or cost savings).
- A ready-to-send notification message to report owners and viewers.
- A one-page governance policy draft.

Base recommendations only on the inventory I provide. Where usage data is missing, mark the item [CHECK] instead of guessing.
```

## What to fill in

- e.g. Power BI, Tableau, Looker
- CHECK

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.