Traceability through activity log (audit trail)
The traceability of data flows and data changes is particularly important when digital collaboration between several people is involved.
It is often helpful and important to know who made changes to which files and when.
This traceability is guaranteed by an activity log integrated into TeamDrive as standard, called the Audit Trail.
This log not only records changes to documents and data, but also time of change, identity, user role and access rights of the accessing user. In addition, its behavior (trail) and the device used to access it.
Through Audit Trail, legal documentation obligations in process flows are fulfilled. This is important, for example, for quality assurance, for checking and preserving evidence.
For the professional work of secret holders, the unchangeable recording of digital activities on sensitive data is even mandatory according to the german GODB.
Using Audit Trail, processes can be verified in an audit-proof manner during audits by external audit bodies such as authorities.
Every change to data in the system is written to a transaction log file (audit trail). Each entry receives a date with a time stamp and an entry for the user and device ID with the global ID of the document.
Also actions such as B. renaming, moving, creating a new document version or deleting a document are stored in the transaction log with details of the user (User ID) and the computer or mobile device used (Device ID).
The following information is stored:
- When was a user invited with what rights?
- When did a user accept the invitation?
- When did a user access which data or document?
- Which device did a user access with?
The evaluation of the audit trail can be exported as a CSV file, which is encrypted with AES 256-bit and therefore makes subsequent editing or manipulation of the export file impossible.
The transaction log file is stored on the TeamDrive hosting server and cannot be changed by the user.