If you have been nominated as a delegated auditor by the Domain Super Admin, you can now audit all the documents (and possibly emails) of the group over which you have been given audit authority.
To start an audit, select the ‘More’ menu you see at the top of your Google Apps screen.
Select one or other of ‘General Audit Tool – Email Extension’ or ‘General Audit Tool for Google Apps’
This will now bring up an Audit screen. From here you can audit both your own environment and those of the other members of the group. You will see a screen similar to below.
Depending on your environment ‘Emails’ may or may not be present.
This tool lets you see where all the documents of your group are being shared to or from. It also allows you to search through all the documents of the group for certain key-words. You can schedule reports to be alerted to certain events, such as documents being shared outside the domain. In fact what you can be alerted to is almost endless.
If you are a line manager you may be interested in using the tool so see what your staff are doing in terms of productivity.
Start by selecting the ‘Docs Audit’, the result will cover all the members of your group.
How many documents are employees creating and sharing on a daily basis?
Let’s start with ‘Documents Created’ and let’s look at the results for today (we can expand to weekly and monthly by moving the ‘From’ date further back).
In the Docs Audit tool, we pick documents created and enter today’s date.
This shows 18 new items in total, 2-word docs, 2 files uploaded, 5 folders, 7 spreadsheets, and one item thrown to trash. Of these, only one was an internal collaboration (in yellow). Clicking on any number shows you exactly those documents in full detail.
But that is not the whole story for the day’s work.
How many documents did the staff work on? For this, we select ‘Document’s Changed’
Here we see the number has grown bigger, for while the staff created 18 document’s today, they actually worked on 38.
Again the breakdown is as described above except now we know three of those documents were external and shared ‘In’, 1 was public, 1 was public with link, 1 was an external collaboration and 12 were internal collaborations.
But even this is not the whole story, how many documents did our staff actually look at today?
For the answer to this question we select ‘Document’s Viewed’.
Here we see they viewed 48 documents. Of which 4 were shared in and 4 shared out. So that’s 8 separate items of external collaboration.
In the case of each search, the document listings are shown in some detail below. However, you can also save the reports as a Google spreadsheet, or download as a spreadsheet to your PC (these report listings that have even more detail).
If your department or group has costs allocated against it for space usage, you are going to be interested in how much ‘space’ you are using.
Cost – To answer the cost question simply click on the icon showing the 2 ‘uploaded files’
In this case, it shows one of those files was trashed (but it’s still taking up your ‘paid for’ space) and the size of the two files was just 6.3 kB.
To see the drive space used by each user simply click on ‘View all Users’ from any screen.
You can then sort up or down based on the column ‘Docs Quota’
Security – how do we address that?
We can see we have been addressing security at every stage of the process, identifying clearly files that are shared ‘In’ or ‘Out’, made ‘Public’ or even just shared ‘Internally’. Security is inherent to every part of our reporting process. You will see as you run the reports who owns the files, who they are shared with, who can edit them, who has updated them and who has visited them.
All of this detail is also reported in the spreadsheet that can be generated as part of a daily audit, a weekly audit or a monthly audit (in fact you can set the window to be any period you choose).
How do I get this type of information sent to me daily?
Two simple steps 1) Filter (as above) and 2) Schedule.
We show you how to set up a Policy or an Audit and have the right people notified in our post Using GAT to detect a sharing policy violation
Footnote: On Engagement