GAT Figures Explained

GAT can present Admins with a lot of figures, this document will help you understand where they come from.

The Total count represents all the items in Documents, Spreadsheets, Pdfs, Presentations, Drawings, Other files and Collections. (These figures also include those documents in these categories that are currently in ‘Trash’)

Sometimes when you add the different categories up it differs from the Total by 1 or 2, why is that? Well the Google Apps environment is a dynamic place and new files are being created and deleted (internally and externally) during the audit process, so expect some very slight variation from time to time.

Documents is a count of all the files of the Google type Document, in all accounts and all collections including Trash.

The same for Spreadsheets, Forms, Scripts, Pdfs, Presentations, Drawings, Other files and Collections. These file types are native Google file types. Non-native such as .doc/docx and .xls/.xlsx are counted in ‘Other files’

Why do we include trashed documents in the counts? These are full live documents. In Google Apps, trash is just another collection, a document in trash is still ‘live and dangerous’.  You miss auditing these at your peril! We include them in each category but we also bundle them up under a separate label ‘Trashed’ to make it easy for you to search through the bin.

What is Deleted? These are files that have been removed from ‘Trash’, we keep track of them for you (as long as you use GAT at least once every 30 days). These records can be useful in certain audit situations as they still show who saw what and when.

Why do we include ‘Collections’ as a file?  Google treats them as a file – so do we. All collections including sub-collections are included in this count.

Open to full public view – means publicly shared with the world. Google search engine can find it. This includes full public documents shared in to the Domain.

With a link – means publicly shared to anyone with a link. Google search engine cannot find it. This includes public documents shared via link into the Domain.

Published  – means it is not shared out but instead a copy of the original at time of publishing is made public via a published link. Google search engine can find it. A document is published under the ‘File’ menu option in a Google document.

Open to limited external view – means it is shared to other domains or other users on other domains. An explicit external address is used in the share, ex. external-domain.com or joe@external-domain.com

Open to other users of this domain – just as it says other domain users can view, edit or comment on it.

Private – just as it says, only the owner can see it or edit it.

I add all these up and there is more than the Total – why? Sometimes a document can be explicitly shared to internal users of a domain and external users of a domain, so it appears in both categories. The same can happen for public and any other share category.

Just above the results, I see a similar set of figures why is that?

These figures look the same to start with, but as you do searches and filters, these change to reflect the balance of different file types in the search results.

Deleted, the icon with the red X, will always read 0, that is because in audit results we only return documents that exist. You will always see the results of a search filter as ‘not deleted’, meaning we are excluding our record of files that have been removed from your domain. remember the figures on top are the big domain wide statistics – these don’t change.

The figures on this bar are for the always results from above the search. These change with each search. The first ‘default’ search is for ‘everything’ NOT deleted. For example, if you search for all the documents ‘owned’ by robert, it will return all the documents not deleted for that user (deleted will be 0 on this bar), now if you click on the deleted ‘icon’, it will return the documents of which we are aware, actually deleted by that user.

If you search for all the documents used by a group, you can see in the results for that group, the number of documents shared In, shared Out, word, presentations, etc.

Clicking on the number gets just those documents, clicking on the ‘X’ beside the number excludes just those documents. Again by default ‘Deleted’ documents are never returned.

If you have done a search, ‘Negate Filter’ returns everything, not in the search.  Clear Filter resets all filters to begin a new search. (Read ‘Less is More’ to see how ‘Negate’ works in action.)

When I go to ‘View Scans’ on the homepage I see another ‘Documents’ count that is bigger again – why is that?

This figure also includes the ‘Total’ live file and ‘Deleted’ file count. Basically, it is a count of every file we have metadata for in your domain.

Another set of useful figures on the Home screen are the licensed user count

  • 50 licensed users
  • 44 live users
  • 5 suspended users
  • 1 free licenses

These are pretty self-explanatory.

However, GAT is not finished with figures.  We have lots of useful analysis done for you.

Under ‘View Scans’ on the homepage, select ‘Statistics’ – these are gathered after each scan (so you have to wait until your scan is finished to get the latest) and contain great detail on what is happening on your domain.  

You can also click on ‘Statistics’ under the ‘Reports’ section on your GAT home page.

See below for a detailed [explanation].

Collaboration

All figures are based on the totality of what we can see in your Domain, from the very oldest document up to the current scan.

  • Collaboration Index: 15.54  

[This is our ‘secret sauce’ formula, which is a figure which works across all domains of all sizes and length of using Google Apps. Basically it measures creating, sharing and reading of all files on your domain. The range is typically [0 to 1000] but it tends to be logarithmic, if it is growing it is good, more people are adopting Google Apps or sharing more of what they have and reading more of what is shared.  If it is falling, it is not a good sign]

  • Number of Docs shared in: 822

[Just what it says, external documents shared into your domain]

  • Percentage of Docs shared in: 7.57%

[The percentage of all your documents (including shared in) that is made up of ‘shared in’ Documents]

  • Number of Docs shared out: 561

[Just what it says, external documents shared out of your domain]

  • Percentage of docs shared out: 5.59%

[The percentage of documents created on your domain by your users, that are shared out]

  • Number of Doc Internal Share instances: 2,733

[This is the number of file share instances (not the number of shared files). If a file is shared to 4 other local users it is counted as 4 share instances. A relatively big number here is good for collaboration]

Emails Statistics
(From 2013-02-15T08:00:42.000+0000 to 2013-02-15T12:23:40.000+0000)

[period email audit is looking back]

  • Emails in Total: 264

[Total emails into the domain in that period]

  • Emails in with Attachments: 160

[number of emails in with attachments]

  • Number of attachments sent in: 2,783

[And the number of attachments on those emails]

  • Emails out Total: 44

[Total emails out in that period]

  • Emails out with Attachments: 6

[number of emails out with attachments]

  • Number of attachments sent out: 9

[And the number of attachments on those emails]

  • Internal emails Total: 35

[Total internal emails in the domain in that period]

  • Number of Internal emails with Attachments: 3

[number of internal emails with attachments]

  • Number of internal email attachments: 3

[And the number of attachments on those emails]

Document Sharing
  • Maximum number of users sharing a Document: 12

[The maximum shares for any one document on the domain]

  • Mean number of shares per Document: 1.4

[Some documents are never shared, some are shared with many users, this is the average number of shares per document. This figure is the Total number documents on the domain, including shares of all types divided by the Total number of unique documents (including documents shared into domain) ]

  • Minimum number of users sharing a Document: 1

[A good chance this figure will be one]]

  • Standard deviation around Mean: 1.07

[The higher the shares mean and the smaller the standard deviation the better the indication of widespread collaboration]

  • Total number of Documents created by local users: 10,036

[What it says]

  • Total number of unique documents (including documents shared into domain): 10,858

[What it says]

  • Total number of Documents shared internally by local users: 1,517

[What it says]

  • Shared Internally Ratio: 15.12%

[The percentage of documents created by local users which are shared]

  • Total number of Documents including shares: 15,160

[The total number of docs in all the users accounts. Docs they created, docs internally shared (one doc might have several shared instances) and docs shared in from external sources (of which there may also be many share instances). This figure is the sum of all documents each user can see from their drive listing]

 

Document Ownership (Stats based on users who own documents)
  • Maximum number of documents created for a user: 4,035

[The size of the largest account on the domain. For auditing efficiency it is better not to have all the documents in one account]

  • Mean number of docs created for a user: 334.53

[What it says. The closer this figure is to the maximum the more even the spread of documents among the accounts]

  • Minimum number of documents created for a user: 1

[What it says]

  • Std. Dev. from mean number of docs created for a user: 768.61

[What it says.  Trending smaller is better.]

  • Number of users with own Docs: 30

[What it says – only 30 users created documents]

  • Mean number of unique docs for users: 319.35

[What it says – you would like to see this rising]

 

Document Ownership (Stats based on users who have documents)
  • Maximum number of documents for a User: 4,975

[What it says – note, here shared documents are included]  

  • Mean number of docs (inc. shares) for users: 445.88
  • Minimum number of documents: 1
  • Standard deviation around Mean: 924.84
  • Number of users with Docs: 34

[What it says – In this example 4 users only have documents that were shared to them]

Document Ownership (Stats based on all users)

[When all users are considered some accounts will have no documents and no shares and will bring down the averages]

  • Maximum number of documents for a User: 4,975
  • Mean number of docs (inc. shares) for users: 303.2
  • Minimum number of documents for a user: 0
  • Standard deviation around Mean: 787.51
  • Number of users who can create Docs: 50
Visits Statistics
  • Max visits for a Doc: 112

[The most visited document]

  • Mean visits: 1.63

[The higher this mean the more collaboration]

  • Number of Docs visited: 7,016

[This includes user’s own docs, which they then come back to visit. Why is it not bigger?, remember users upload many docs or have shared in many docs that they never visit]

  • Sum of all visits: 11,433

[What it says]

  • First doc created: 04/09/08 10:06:429

[When it all began – the oldest document we detected to be created or uploaded to Google.]

  • Total users detected in stats including suspended and deleted: 50

[What it says]

Group Statistics

[All what they say]

  • Largest Group size in members: 68
  • Mean Group size: 4.03
  • Smallest Group size: 1
  • Number of Groups: 66
Orgs Statistics

[All what they say]

  • Min members: 1
  • Sum of all members: 9
  • Max members in Org: 3
  • Number of Orgs: 5

[number of organizations that contain users – organizations without users are not counted]

  • Mean members: 1.8

 

 

The largest Google Apps customers in the world trust GAT. It has become the gold standard for accuracy and the benchmark by which to judge other audit tools.

 

To Install GAT, look here Google Staff pick.

GAT now has its own page on Google+ and it’s own community which is well worth joining to stay up with the latest features which can really help make your work easier and safer.

 

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