Introduction

The platform offers a wide range of reports, whether on general elements like users, to a more specific analysis per container and file. This article aims to explain each report and the information provided to help interpret the results thoroughly and make sense of the data.

The reports can be executed from the Data Analytics tab or within the container options, and the user must hold the right permissions to do so. Some of them are identical in each section, offering more granular information when they're run from the container tab. However, some others are section-exclusive, giving further insight into either the way the platform is configured (platform-level) or the content in the repository (container-specific).

For each report, three tabs can be seen after they're run:

Current: showing the results of the last report. This tab has two buttons available in the majority of the reports, apart from the common "Search" and "Show" menus
- Schedule Report: this button allows the user to program reports and generate them in a CSV file on the selected day of the month
- Launch: larger reports or containers may need more time to process. This option allows the report to be launched in the background
History: list of the reports that have been scheduled. It shows the date the report was requested, a status section (pending, running, completed, and error), and an actions button where the CSV file of the report can be downloaded
Notifications: tab to configure email recipients for a notification every time a report is run

Data Analytics Reports

Containers Metadata

This report returns a list of all the containers in the platform, showing the populated container metadata fields individually in a collapsible option.

ID: container's ID
Name: container's full name
Archival Tree Path: location (full path described including sub-nodes)
Container Metadata Schema Name: full name of the schema assigned to the container
Actions: collapsible option to display the metadata information per container (only populated fields will be reported)

Containers over Quota

It lists all the containers whose content has exceeded the maximum allocated quota (if any is specified).

ID: container’s ID
Name: container’s full name
Archival Tree Path: location (full path described including sub-nodes)
Quota: maximum quota specified in that container
Total Size: total amount of content
Soft Deleted: yes or no

Containers summary

This report returns the details of all active containers in the platform. The fields included in this report are:

ID: container's ID
Name: container's full name
Archival Tree Path: location (full path described including sub-nodes)
Metadata Schema: objects metadata schema applied to the container
Workflow: applied workflow
Current Workflow Step: current step the container is in
Creator ID: ID of the user who created the container
Date Created: date of creation
Date Updated: date of last edited
Actions: shortcut to the container, opens in a new window

Details Container Inventory

A comprehensive list of all the containers that are taking space in the storage and detailing their availability.

ID: container's ID
Name: container's full name
Archival Tree Path: location (full path described including sub-nodes)
Status: current availability of the container. There are four different status:
- AVAILABLE - container and its content can be accessed from the web interface or the API
- SOFT-DELETED - container has been marked as deleted but it can still be restored
- PURGING - container is been sent to be permanently deleted (cannot be reverted)
- DELETED-PERMANENTLY - container and all its copies have been permanently deleted. This status only shows if the function has failed and a purged container has not been deleted properly (please notice that the inventory takes up to 48 hours to update, so this status might display if the reports are run shortly after deletion)
Storage (size/files): data size and number of files in the container
HOT current (size/files): size and files of the current versions in standard storage
HOT noncurrent (size/files): size and files of non-deleted past versions in standard storage
HOT deleted (size/files): size and number of soft-deleted files in standard storage
COLD current (size/files): size and files of the current versions in cold storage
COLD noncurrent (size/files): size and files of non-deleted past versions in cold storage
COLD deleted (size/files): size and number of soft-deleted files in standard storage

Effective Permissions Audit

This report analyses each container to assess the individual users and the level of access in three categories – admin, read, and write. For each container, the following information is given:

Group: name of the group the user belongs to. The report takes each user individually, even if the permissions were assigned by group (in which case, each member of the group will be displayed in the report)
User ID: the ID related to the user, assigned by the platform
User Name: user’s registered name
User Email: user’s registered email
Permission Type: explicit (if assigned by hand) or inherit (if taken from parent node)
Admin Permissions: true or false
Read Permissions: true or false
Write Permissions: truse or false

File Formats/Risk

This report analyses every active container in the platform for a preliminary health check of the formats. Even containers with no problematic formats will be reported (with a total of 0 in their value fields).

ID: container’s ID
Name: container’s name the files are allocated into
Number of files with risk: quantity of affected files
Volume of files at risk: size of total affected files
Number of files unknown: quantity of affected files
Volume of files unknown: size of affected files

Files with Viruses

A complete list of all the infected files present in the platform.

Container: name of the container holding the file
Filename: complete name and extension of the file
Relative Path: folder (if any), name, and file extension
Threat: name of the identified threat
Threat Details: further analysis of the threat (if identified by the system)
Size: total size of the infected file
Actions: shortcut to the file scanned, opens in a new window

Hashes

Report to obtain all the hashes from all the files in the platform.

Container: location of the file
Relative Path: it shows the folders and file name, as well as the extension
Hash: algorithms available are adler32, etag, md5, and sha1
Size: of the scanned file
Actions: shortcut to the scanned file, opens in a new window

Objects Published in OpenAccess

All the files and folders which are currently published in OpenAccess through the Transfer Connector. Note: if the record is manually unpublished/deleted from OpenAccess, the record status will not be updated on this report.

Container: name of container where the record is stored
Filename: title of the record
Relative Path: of the published object
Type: whether it is a file or a folder
Container Status: availability of the container the record is stored in
OpenAccess Link: direct link to the published object in OpenAccess
Actions: shortcut to the record within the platform, opens in a new window

Publicly Shared Containers

This report returns a list of all the containers whose content has been shared in their totality by checking the top left box in the Shared container tab.

ID: container’s ID
Name: shared container’s name
Description: related to the shared container
Archival Tree Path: location (full path described including sub-nodes)
Actions: shortcut to the shared container, opens in a new window

Security Audit

A complete log of all the actions and parameters executed in the platform, by all the users in all the containers, files, and archival structures.

Timestamp: date and time (UTC) when the action was performed
IP: of the user performing the action
Action_type: area or unit where the action is being performed (i.e., archival structure, container, file, login, configuration)
URI: this column provides information on
- Method: where from this action was performed (web interface - WI- or API), and how (command used, more information here)
- URL: location of the performed action (i.e., /configuration/archival structure/45/edit)
Extra: breakdown of the action executed, in code format
User: name of the user who ran the action

Storage Policy per Container

Break-down of the storage policy per container.

ID: container’s ID
Name: full name of the container
Storage Provider: commercial name of the provider
Bucket: name of the bucket the container is stored at
Region: location of the specific bucket (more information here)
Replica: status of replication among buckets
Audit Direct Period: frequency of scheduled direct audits
Audit Indirect Period: availability of AWS logs (in days)

Storage Use per Archival Node

It indicates the type of storage per node or sub-node.

ID: node or sub-node’s ID
Name: of the relevant archival structure, with code
Standard: total size in hot storage
Glacier Deep Archive: total size in cold storage
Actions: shortcut to the archival structure selected and its containers, opens in a new window

Storage Use per Container

The report looks at each container and the amount of data that is stored in the different tiers offered by the storage solution selected.

Container: full name of the container analysed
Storage: type of storage solution
Standard: size in hot storage
Intelligent-Tiering: size in flexible storage
Glacier Deep Archive: size in cold storage
One Zone-Infrequent Access: size in warm storage
Actions: shortcut to the selected container, opens in a new window

Used Space by Archival Structure

The report shows results by each archival structure in the tree, that is nodes and the sub-nodes separately. Each sub-structure appears collapsed under the parent node, though their numbers don’t add up to the structure in the root. Please note that this information is pulled from the AWS repository, so the results are not generated in real time (there can be a delay of two days).

ID: node’s id
Name: full name and code of the node
Containers in this node: number of containers in that specific node
Used space in this node: total space of containers in that specific node
Total containers: number of total containers, including deleted ones
Total used space: total space used by containers, including deleted ones

Used Space by Containers

Space usage summary of all the containers, including detailed information on the class of storage used, the versioning, and the soft-deleted items.

ID: container’s ID
Name: container’s name
Archive Tree Path: location (full path described including sub-nodes)
Soft Deleted: showing yes or no results
Total Size: of the above count of files and folders stored in both hot and cold
Total Files/Folders: total count of all the records (folders + files) in that container stored in both hot and cold
Storage information (HOT - COLD)
- Total Size: of the files (including old versions and soft-deleted) stored in the specified storage class
- Total Files: number of total files (including old versions and soft-deleted) stored in the specified storage class
- Current (Size/Total): size/number of all accessible files in a container in the specified storage class
- Old Version (Size/Total): size/number of all the old versions in a container in the specified storage class
- Deleted (Size/Total): size/number of all the soft-deleted files in a contanier in the specified storage class

Users

List of all the users registered on the platform and their permissions in terms of menu access. No container access is shown in this report.

ID: the ID related to the user, assigned by the platform
Name: user’s registered name
Email: user’s registered email
Auth Type: authentication method used (local by password or identifier by SSO)
Active: true or false
2FA (TOTP): enabled (green) or disabled (red)
Groups: all the groups the user is assigned into
Last_login: date and time of the last login (UTC)
Permissions: a list of all the permissions at platform level, showing in green those active, and in red those restricted to the user

Container Tab Reports

Duplicate Files

Complete list of all the duplicate files within a container. This report compares every individual hash for an identical match.

Hash: each section starts with the unique hash for the two or more files which are duplicated.
Relative Path: name, format, and location of the duplicate file
Size: of each of the duplicate files
Actions: shortcut to each of the files listed, opens in a new window

Encrypted Content

This report returns a list of all the documents within the container which have a previously assigned “Encrypted” tag and/or the file format fmt/494.

Format: full format name of the encrypted document
Relative Path: name and file extension
Size: of each of the encrypted files
Actions: shortcut to each of the files listed, opens in a new window

Files by Storage Class

List detailing each type of storage for the files in the container.

Relative Path: folder (if any), name, and file extension
Filename complete name and extension of the file
Storage Class: type of storage the file is preserved into
Size: of each of the files
Actions: shortcut to each of the files listed, opens in a new window

File Formats at Risk

The report shows a list of all the files of a container, their formats, and the health index for each.

Format: full name of the format present on the container
Total Files: number of files in the container in that format
Total Size: of all the files in that format
Health Index: based on PRONOM standards, a scale of 1 to 10 regarding the current support of each format. This index is refreshed according to standards

Files with Unknown Format

This report details all the files in the container which have an extension not recognised in the platform. To see the extensions handled, check the File Formats in the Configuration menu.

Relative Path: folder (if any), name, and file extension
Size: of each of the encrypted files
Actions: shortcut to each of the files listed, opens in a new window

Files with Viruses

List of all the files in the containers with potential viruses. Please notice that the platform will flag any threats, as well as potential ones. This is the case of PUAs (Potentially Unwanted Applications) and embedded files, which might return a false positive in some cases.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Hash: for each file, in md5 format (cannot be changed)
Threat: name of the threat (i.e., PUA.Doc.etc)
Threat Details: brief insight on the cause of the threat
Size: of the scanned infected file
Actions: shortcut to the file scanned, opens in a new window

Format Discrepancies

The report returns a list of all the files with an unexpected format, suggesting the correct one. Unknown formats and uncharacterized files are ignored by this report.

Relative Path: it shows the folders (if any) and file name, as well as the extension
File Extension: the given extension by the file
Format: given format by the file (including UNKNOWN)
Expected Extension(s): extension the platform expects after scanning the file
Size: for each scanned file
Actions: shortcut to the file scanned, opens in a new window

Hashes

Report ran to obtain all the hashes from all the files in the container. The information can be exported as a CSV file.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Filename: complete name and extension of the file
Hash: algorithms available are adler32, eTag, md5, and sha1
Size: of the scanned file
Actions: shortcut to the file scanned, opens in a new window

Item (Files/Folder) Metadata

A report of all the items in the container, as well as all their populated metadata fields, displayed individually.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Size: of the scanned file
Type: either a file or folder
Actions: collapsible button that displays all the metadata fields of the object selected, as well as its values (only for populated fields)

Potentially Unwanted Files

It lists all the files that are in the container and whose format has previously been marked as “unwanted” in the configuration tab.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Hash: for each file, in md5 format (cannot be changed)
Format: for each file
Size: of the scanned file
Actions: shortcut to the file scanned, opens in a new window

PRONOM Formats

Extensive description of the formats for each file in the container. To see the formats registered in the platform please check File Formats in the Configuration tab.

Format: full name and specification of the format
Relative Path: folders (if any) and file name, as well as the extension
Size: for each file reported
Health Index: based on PRONOM standards, a scale of 1 to 10 regarding the current support of each format. This index is refreshed according to standards
Actions: shortcut to the file scanned, opens in a new window

Shared Files

List of all the files which are currently being shared through an anonymous download link. Files are shared through the Share Selected Content function.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Filename: complete name and extension of the file
Shared Link: direct link for the download of the content
Type: specifies the type f content being shared (FILE or FOLDER)
Actions: shortcut to the file scanned, opens in a new window

Storage Migration Errors

This report only shows information if a migration has been run and if any errors have happened during the change of storage classes.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Storage: type of storage solution
Current Storage Class: regarding the level of accessibility (hot, cold, etc.)
Scheduled Time: date and time (UTC) the migration has been scheduled to happen
Scheduled Information: additional information on the storage change
Error Time: date and time (UTC) of the error
Error Message: details on the error
Actions: shortcut to the file scanned, opens in a new window

Storage Status

This reports shows information about pending or running migrations and/or storage class changes.

Relative Path: it shows the folders (if any) and file name, as well as the extension
Storage: type of storage solution
Current Storage Class: regarding the level of accessibility (hot, cold, etc.)
Status: current situation of the storage change (pending, running, complete, and error)