> For the complete documentation index, see [llms.txt](https://docs.docontrol.io/docontrol-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docontrol.io/docontrol-user-guide/saas-data-monitoring/content-scans/google-drive-scan.md).

# Google Drive scan

You can run a content scan to locate specific keywords or phrases in your organization's Google Workspace for specific My Drives. 

Scanning your Google My Drives for specific content allows you to detect instances of sensitive data, such as PII, financial records, or intellectual property, that are inappropriately stored, overly shared, or exposed.  A content scan can help you to:

* Prevent data breaches and ensure compliance with regulations like GDPR or CCPA
* Mitigate data security risks, enabling timely remediation of vulnerabilities and reinforcing your data loss prevention (DLP) policies

**If your organization is large**: DoControl recommends to run several content scans, and limit each one to 1,000 My Drives (users). The time it takes to scan your Google My Drives depends on the volume of data.

{% hint style="success" %}

* Make sure your Google Workspace is integrated with DoControl before running a content scan. 
* DoControl doesn't process the content of your Google Drive files. We leverage search terms across Google APIs to find the information you need.
  {% endhint %}

## Create a Google content scan

You can search for keywords or phrases in up to 1,000 My Drives when you create a content scan in Google Workspace. DoControl will detect Google My Drive assets containing **any** of the keywords or phrases you search for.

{% hint style="warning" %}

* You can only run one content scan at a time. 
* The time it takes to scan your Google My Drives depends on the volume of data.
* You need **Admin** permission in DoControl to create, download or delete a content scan.
  {% endhint %}

1. From the DoControl side menu, select **Reports > Content scans > Google Drive**.
2. Click **Create content scan**.<br>

   <div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2F9xKla7qSS586A3SrqSL9%2FCreate%20Google%20content%20scan.png?alt=media&amp;token=bbabbd91-e749-498d-bf64-22f0af3b5979" alt=""><figcaption></figcaption></figure></div>
3. Enter the content scan name.
4. Type keywords or phrases to search for across your Google My Drives. Click **Enter** after each string.
5. Turn on **Exact match** for exact matches of keywords, or turn **off** for fuzzy matches.
6. Start typing the **My Drive** name (user email):
   * For large organizations, enter up to 1,000 users.&#x20;
   * You can add up to a maximum of 1,000 My Drives.
7. Click **Save and scan.**

## **View content scans**

DoControl displays the results for each content scan in an easy-to-parse table:

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FdK0anaFip4EtLxM18t41%2FGoogle%20content%20scan.png?alt=media&amp;token=5ac61084-aa18-4e3e-902a-a90faf27c25e" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="244">Content scan parameter</th><th>Description</th></tr></thead><tbody><tr><td>Content scan</td><td>Name of content scan</td></tr><tr><td>Created on</td><td>Date and time that content scan was generated</td></tr><tr><td>Search term</td><td>Scanned words or phrases</td></tr><tr><td>My Drive</td><td>Names and number of My Drives scanned. Hover to view all My Drive names</td></tr><tr><td>Status</td><td><p>If the scan has completed or not:<br></p><ul><li><strong>Scan in-progress</strong> - Scan is running</li><li><strong>Scan completed</strong> - Scan is finished</li><li><strong>Scan failed</strong> - Scan did not complete</li><li><strong>Scan aborted</strong> - Scan was cancelled</li></ul></td></tr><tr><td>Assets found</td><td><ul><li>Number of Google assets found with search terms</li><li>Click the link to view the asset details in the inventory</li></ul></td></tr><tr><td>Export</td><td>Click <strong>Export</strong>  <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2F1VmTa23NvFwvZM2o1AIl%2Fexport%20icon.png?alt=media&amp;token=5fc8973a-66e6-4302-b2c3-a3bf3dd14092" alt=""> to download the content scan results as a CSV file</td></tr><tr><td>Delete</td><td>Click the <strong>Trash</strong><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2Fnrl7H4D3yx5bX8knAppH%2Fbin%20icon.png?alt=media&amp;token=d3a99695-bb3f-41a5-981f-bb75134248d8" alt="" data-size="line"> icon to delete a content scan</td></tr></tbody></table>

## Investigate scan results

After you click the **Export** <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2F1VmTa23NvFwvZM2o1AIl%2Fexport%20icon.png?alt=media&amp;token=5fc8973a-66e6-4302-b2c3-a3bf3dd14092" alt="" data-size="line"> link for a specific content scan, the results are downloaded as a CSV file.

{% hint style="success" %}
You can view the file name, document type, and the drive where it's located. To see the exact match with its context, click the URL to open the file.
{% endhint %}

The results are displayed in the CSV as follows:

<table><thead><tr><th width="199.96484375">Content scan result</th><th>Description</th></tr></thead><tbody><tr><td>App</td><td>Google Drive</td></tr><tr><td>SaaS asset ID</td><td>Unique identifier for the Google Drive asset</td></tr><tr><td>Name</td><td>Name of Google Drive asset</td></tr><tr><td>Type</td><td>Asset type, such as file</td></tr><tr><td>File extension</td><td>File suffix, such as PDF</td></tr><tr><td>MIME type</td><td>Indication of file format for the internet</td></tr><tr><td>Doc type</td><td>Type of document, such as spreadsheet, document, or PDF</td></tr><tr><td>URL</td><td>Link to document in Google Drive</td></tr><tr><td>Drive ID</td><td>Unique identifier for the Google Drive where the file is located</td></tr><tr><td>Drive</td><td>Name of drive</td></tr><tr><td>Parents</td><td>ID of parent folder</td></tr><tr><td>Created time</td><td>Date and time when the asset was created</td></tr><tr><td>Modified time</td><td>Date and time when the asset was edited</td></tr><tr><td>Last modifying user</td><td>Name and email address of the user who last modified the asset</td></tr><tr><td>Size</td><td>File size in kilobytes</td></tr><tr><td>Sharing status</td><td>Exposure level of asset, such as public, external or internal</td></tr><tr><td>Sharing user email</td><td>Email address of the user who shared the asset</td></tr><tr><td>Is collaborated</td><td>If the asset has collaborators</td></tr><tr><td>Permissions</td><td>Asset permissions assigned to asset</td></tr><tr><td>Owners</td><td>Name and email address of the file owner</td></tr><tr><td>Version</td><td>Number of times the asset was edited</td></tr><tr><td>Starred</td><td>If asset is marked</td></tr><tr><td>Status</td><td>If the asset is active or archived</td></tr><tr><td>Trashed</td><td>If the asset was deleted or not</td></tr></tbody></table>


---

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