Overview
The Last Opened attribute indicates the date and time a file was last accessed or viewed by a user or application.
Unlike the Last Modified attribute, which tracks changes to a file’s content or metadata, Last Opened is updated whenever the file is merely viewed.
This metadata is particularly useful for monitoring file usage patterns.
In this article, we explain how Florbs gathers this information and provide key considerations for using it in Bulk File Management.
Prerequisites
Before you start, make sure you have:
An active Florbs File Security for Google Drive subscription
Understanding the “Last opened” filter
The Last Opened attribute records the most recent date and time a file was opened or viewed.
It's important to note that "Last opened" is a user-specific attribute, not a property of the file itself. For example, in Google Drive, each user sees their own Last Opened value for the same file.
However, Florbs offers a more comprehensive view. It allows you to determine the most recent Last Opened time across all users with access to the file.
Key points:
Individual tracking: Google Drive displays the Last Opened data based on your interactions.
Organization-wide tracking: Florbs aggregates data from all company users to reflect the latest access time for each file.
External users: Access from external users is tracked through Google Drive’s activity log, which retains up to six months of data. Beyond this period, access records are unavailable.
Just-in-time access and data minimization: Florbs helps organizations monitor file usage and identify outdated data. For example, you can remove or archive files that haven’t been accessed within a certain period, enhancing data management and security.
Due to the specifics of Google Drive, the Last opened attribute cannot be reliably mirrored for external users or applications. That said, we can still track when files were accessed using Google Drive’s activity log.
Google Drive's activity log provides records of file interactions for the past six months, including when files were opened, edited, or shared. This approach enables organizations to piece together file access information for security monitoring.
Understanding the limitations
Florbs enhances security by enabling the automatic removal of file shares for files not accessed within a specified timeframe.
While effective in reducing unnecessary access and limiting data exposure, this feature has certain limitations you should consider:
Data availability:
Internal users: Always accurate and up-to-date, with no limitations.
External users and applications: Limited to six months of historical activity due to Google Drive’s data retention policy.
Best practices for share removal:
Set up a security policy in Florbs: Limit data exposure by creating a policy in Florbs that automatically removes sharing from files that have not been accessed in a while. This helps ensure that only actively used files remain accessible.
Use the timeframe of less than 6 months when using the Last Opened criteria for bulk file management: Limit the timeframe to six months or less to ensure accurate data.
Use the impact analyzer in Florbs: Review the list of files that will be affected by your bulk file management action to verify that only intended shares will be removed.
Communicate the company policy: Inform employees about the company’s policy on unused data. Let employees know that shares may be removed from files that haven’t been accessed in a while.
By understanding these limitations and applying these best practices, you can enhance security while minimizing unintended disruptions, ensuring a balanced approach to file management.