Open FoldersGuide

Auditing Sharing Permissions

Audit permissions with Folders, to help ensure your data confidentiality meets your sharing requirements.

Introduction

Auditing refers to a process of loading and verifying the sharing permissions of all the folder items or results. These are then displayed in the Actions column for each item, with any permissions that are obviously incompatible with confidentiality tags highlighted in red and amber for easy visual identification.

Icon Key

Items that are tagged with Confidentiality - High or Confidentiality - Medium will have the following permissions highlighted:

These permissions may be appropriate for you, but they should be double checked to make sure that confidential data is not disclosed to unintended recipients.

Summary Report

Once the auditing process is complete, a summary of all the sharing permissions will be displayed in a modal dialog box. This includes the total number of items shared in different ways, and a list of all the email addresses for domains, groups and users with which items are shared. These lists are ranked in descended order, so the recipients of the most number of shared items will appear first.

Audit Summary Screenshot

Usage

A valuable way to use this audit feature would be to ensure you have tagged any items in your drive which you consider to be of a confidential nature. You can then periodically search your drive using the ‘Confidential’ shortcut in the search dialog. Once complete, you can run an audit to ensure that none of these items is shared more widely than you wish them to be (we can all make mistakes with sharing occasionally!).

For an organisation or small business, this type of audit could form part of your procedures to ensure compliance with your legal obligations to keep data secure and private.