Shared Drive Reporting

[Ryan Hale]

Quick question.  Anyone have a GAM command for finding out the last time a shared drive was interacted with?  Such as viewed?  Not sure if this is something we can even report on.

	Ryan Hale Senior Google Administrator, UC Santa Cruz 440-290-6370  |  rah...@ucsc.edu

[Ross Scroggs]

Ryan,

There is nothing in the API that has this information.

Ross

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Ross Scroggs

Ross.S...@gmail.com

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[Ryan Hale]

No problem.  Thank you so much for letting me know.

	Ryan Hale Senior Google Administrator, UC Santa Cruz 440-290-6370  |  rah...@ucsc.edu

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[Chris Tooze]

Hello Ross,

I see you've made the point in numerous threads about there being no 'drive last updated' field to report on in the API. 

Is it then the case that if you had a LOT of old Shared Drives in your Workspace and wanted to simply delete any that hadn't seen any access/activity in the past xxx months, there's no easy way of doing this using GAM?

That would make me sad. But thanks for any guidance.

Chris

[Ian Crew]

There’s no real way of doing that, unfortunately. Google doesn’t make any sort of a “last viewed/read/accessed” field for files in Drive available via its API. See https://developers.google.com/drive/api/reference/rest/v3/files#File for what is available. 

Many of the organizations I talk to (including my own) instead:

1) Limit who’s allowed to create Shared Drives (for example, we don’t let students create them)

2) Set low default quotas on new Shared Drives

3) reach out to the members of any Shared Drive that’s over quota to work with them on storage strategies. 

At least for us (UC Berkeley), I’m not sure we’d trust “last activity” as a reliable metric for deletion without engaging with the my drive owner/shared drive members first. For example, extremely valuable, irreplaceable, research data may have been archived in drive but not touched for a few years. Archiving data like that in drive is a thoroughly inefficient use of resources and it should be moved to more cost-efficient solutions, but just deleting it would be bad…

Just my 2 cents, of course….

Ian

Ian Crew Solutions Architect Productivity & Collaboration Services Information Services and Technology

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[Chris Tooze]

Ian - many thanks for the confirmation.