How to find shared files in google drive?

TL;DR:

• Google Drive is crucial for file storage and sharing, but locating shared files is essential to control access and maintain data compliance.
• Finding shared files helps prevent unauthorized access, ensure compliance, and audit data access.
• Use tools like Strac for comprehensive data discovery and DLP or Google Drive API for automated reporting.
• Strac's DSPM & DLP solution can automatically detect and remediate publicly shared files.
• Google Drive API allows for efficient automated discovery and monitoring of shared files for organizations with extensive data.

In today's cloud-dominated landscape, Google Drive serves as a critical tool for file storage and sharing across organizations. However, with extensive sharing capabilities, it’s essential to ensure that sensitive data isn’t accessible to unintended recipients. Knowing how to locate shared files in Google Drive helps control access, mitigate potential security risks, and maintain data compliance. In this guide, we’ll cover multiple approaches to finding shared files within Google Drive, along with best practices for managing access permissions and some automation options for organizations needing large-scale oversight.

Why It’s Important to Locate Shared Files in Google Drive

When files in Google Drive are shared externally or publicly, sensitive information can be exposed, leading to risks such as unauthorized access, data leaks, and compliance issues. With features that allow sharing at the user, team, and organization level, managing access effectively is crucial for maintaining data integrity.

Key motivations for finding shared files in Google Drive include:

• Preventing unauthorized access: Protecting sensitive information and intellectual property.
• Ensuring compliance: Reducing risks related to GDPR, HIPAA, and other regulations.
• Auditing data access: Monitoring who has access to data and ensuring it aligns with organizational needs.

How to Find Shared Files in Google Drive

1. Using Strac for Comprehensive Data Discovery and DLP

If your organization requires ongoing monitoring and automated remediation of publicly shared files, Strac's DSPM (Data Security Posture Management) & Data Loss Prevention (DLP) solution can add value by offering continuous scanning, automated alerts, and bulk permission management.

For instance, Strac offers a DSPM & DLP solution that can:

• Automatically detect files shared externally or publicly across Google Drive.
• Enable bulk remediation to revoke public access or reset permissions to a more secure level.

• Alert admins when sensitive data is exposed, providing insights into file contents and access levels.

This type of solution is especially effective for organizations with significant regulatory requirements or those dealing with sensitive customer data.

2. Using Google Drive API for Automated Reporting

For organizations with extensive shared files, manually searching or reviewing reports may not be feasible. Instead, using the Google Drive API to automate shared file discovery can be efficient.

1. Set Up Google Drive API Access: Create a Google Cloud project and enable the Drive API. Authenticate and obtain API credentials.
2. Write a Script to Filter Shared Files:
   • Use the API’s files.list method to retrieve files in the Drive.
   • Specify filters like "visibility": "anyoneWithLink" or "visibility": "public".
   • Identify file owners, viewers, and editors for a comprehensive access review.

• 3. Automate Reporting:
  • Schedule the script to run periodically (e.g., daily or weekly).
  • Output results to Google Sheets or a database for further analysis.

The Google Drive API provides a flexible way to monitor shared files continuously, especially helpful for organizations that require high-level oversight of their data.