Does anyone know of a system or implementation that notifies a user when their Google Drive file has not been modified in a set amount of time?


Hi all, the org I work with uses Google Workspeace and has pretty strict retention rules for documents stored in Google MyDrive (documents not stored in a Shared Drive will be deleted after 6 months of not being updated). One issue we’re running into is that folks’ files are being deleted without warning as this retention rule is put in place in Google Vault which doesn’t have any notifications native to the system .
Tl;dr — Does anyone know of a system or implementation that notifies a user when their Google Drive file has not been modified in a set amount of time?


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Please let me know if this should go in a different channel as well!


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We can ask in #google-workspace but the overlap is pretty wide between here and there.


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And I don't know a good answer 🤔


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Thanks for the tip! I’ll cross-post there


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Are you not backing up to a different location or cloud storage provider?


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I don't think there's a way to notify people that I'm aware of. Even Vault's documentation doesn't specify when files are deleted, just anywhere from instant to within x days after the retention limits are reached. You can see the files being deleted from the audit log... but I don't know of any tool that will show or flag files that are going to be deleted soon. I wonder if there's someone who's written something custom at a larger org?



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I don't think, Joseph, that the notification specifically needs to come from Google Vault. It could be part of a third party tool but I don't know about one that could enable that.
Finally these backups, Matthew, would work against that retention period. Your backup solution to restore these would need to have their own retention period which depending on the tool is harder to set around the "last edit".



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No I didn’t mean that it would come from vault, but, that would be whatever is driving the trigger event. I don’t even know if it’s a distinct event you could build something to watch for, but all that would really do would tell you that “x file was deleted at %date” so … not even suer how you’d be able to see what are slated for upcoming deletion 🤔



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No I didn’t mean that it would come from vault, but, that would be whatever is driving the trigger event. I don’t even know if it’s a distinct event you could build something to watch for, but all that would really do would tell you that “x file was deleted at %date” so … not even suer how you’d be able to see what are slated for upcoming deletion 🤔



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I know that you can get a list of files and also their last modiified date using Google Apps Script.

 

You could probably do something like have a script that scrapes a folder and gets the file listing and mod dates and save them to a Google Sheet. Then have another script that compares the last mod date and sends out notifications or something like that.