How to identify which files are shared outside your organization

Try our Drive Audit and receive an extensive and insightful Data Exposure Scan that helps you to secure your Google Workspace domain.

From data exposure to compliance: identify file sharing

Do you still know whom you shared files with a month ago? And does that freelancer that left still have access? File sharing is one of the most cherished features of Google Workspace. However, keeping track of all these files can be difficult and time-consuming. Mitigate the risk of data exposure: try our Drive Audit and receive your Data Exposure Scan.

What is the Data Exposure Scan?

The Data Exposure Scan is a one-time purchase that helps you to identify the data security and compliance of your Google Workspace domain. In just a few hours, our Drive Audit will create a dashboard that helps you to identify possible data exposure risks. No monthly subscription, no complicated processes, just a whole lot of insights to determine the status of your domain.

Our unique dashboard offers you insight into:

  • The sharing habits within your organization
  • Which domains the files are shared with
  • Whether sensitive files are publicly accessible

1. Identify sharing habits

We share files with others everyday, with partners, customers and colleagues. But how do people share their files? And how many files are shared? Analyze the sharing habits within your organization by looking at the number of shared files and whether files are shared with domains, groups or anyone with the link.

We recommend to have a look at the ‘total shared with link’ section. This number shows the amount of files shared with anyone with a link. It’s almost impossible to track where this publicly accessible data ends up.

Train your employees on secure file sharing

Using the sharing users block, you can identify sharing habits more closely as well. It shows you exactly how many files are shared by a user and in which way people tend to share. It is very helpful to determine whether you need additional efforts to empower your employees. Then you know if you need to train your employees on secure ways to share files for example.

2. Identify which domains the files are shared with

Let’s be honest: we are all that busy with everyday tasks that we tend to forget what we have shared. Imagine you collaborate with someone, add the person to certain folders and a couple of months later, that access is still in place. The Drive Audit helps the organization to keep track of these shares. It shows exactly which domains and which external mail addresses have access to which files. Interestingly enough, we often identify data that’s shared to (personal) mail addresses from people or partners that have already left…

3. Identify whether sensitive files are publicly accessible

Did you identify some potential risks? Or are you just curious about specific files? Use our extensive Drive Audit search functionality to have an in depth look. Use filters like location and sharing method or look for specific file names. And as a bonus the search function doesn’t only help you to identify data exposure, it can regain orphaned files as well.

What is the difference with the Security & Auditing solution?

The Data Exposure Scan is a one-time audit of your domain. It helps you to identify possible data exposure risks. The Security & Auditing solution is based on a monthly subscription and adds a shell around your Google Workspace that offers you these insights 24/7. And more important: subscribing to Security & Auditing unlocks the super powers to run automated bulk actions. These bulk actions bring you more control by letting you unshare files with whole domains and users at once. You can use our extensive search function to add specific criteria and change or delete permissions instantly.

How do I purchase the Data Exposure Scan?

Go to this page and start your Drive Audit. Or you can subscribe for the complete Security & Auditing solution

Would you like more information or a demo? Just get in touch

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