Audit Logs

Audit logs provide an immutable record of all activities in SAR Portal, essential for demonstrating GDPR compliance.

View Audit Logs →

Audit Logs - Immutable record of all system activities ☀️ Light 🌙 Dark

What Are Audit Logs?

Audit logs are automatic, tamper-proof records of every action taken in the system. They capture:

• What happened - The specific action
• When it happened - Precise timestamp
• Who did it - User identification
• What was affected - The entity or case
• Additional context - Relevant details

Viewing Audit Logs

Access the Logs

1. Go to Compliance in the sidebar
2. Click Audit Logs
3. Use filters to find specific entries

Filter Options

Event Types Logged

Case Events

Document Events

User Events

System Events

Log Entry Details

Each entry contains:

Basic Information

• Timestamp - UTC date and time
• Event Type - Category of action
• Description - Human-readable summary

Actor Information

• User ID - Who performed the action
• User Email - For identification
• IP Address - Where action originated (if applicable)

Entity Information

• Entity Type - Case, Document, User, etc.
• Entity ID - Unique identifier
• Related Email - Associated subject (hashed after anonymization)

Immutability

What Makes Logs Immutable

• Logs cannot be edited after creation
• No delete functionality for log entries
• Timestamps are system-generated
• Changes create new entries, don’t modify existing

Why Immutability Matters

• Required for regulatory evidence
• Prevents tampering with compliance records
• Creates trustworthy audit trail
• Supports legal proceedings

Using Logs for Compliance

Responding to Regulatory Inquiries

1. Identify the relevant time period
2. Filter logs for the specific case
3. Export relevant entries
4. Provide as evidence

Internal Audits

1. Review activity patterns
2. Verify proper procedures followed
3. Identify training needs
4. Document compliance processes

Incident Investigation

1. Filter by date/time of incident
2. Review all related actions
3. Identify what happened
4. Document findings

Log Retention

Retention Period

Audit logs are retained according to GDPR requirements:

• Standard retention: 7 years
• Based on Article 17(3)(e) - legal defense purposes
• Aligned with typical limitation periods

After Retention Period

• Logs may be archived
• Summary statistics retained
• Individual entries removed

Best Practices

Regular Review

• Check logs periodically
• Look for unusual patterns
• Verify expected activities occurred

Before Case Closure

• Review case audit trail
• Ensure all required steps documented
• Verify communications logged

For Sensitive Cases

• Monitor more closely
• Review all document access
• Verify authorization for actions

For Compliance Reporting

• Use date filters for reporting periods
• Export relevant logs
• Include in compliance documentation

Exporting Logs

Available Formats

• CSV for spreadsheet analysis
• PDF for formal reports

Export Options

• Selected date range
• Specific event types
• Filtered results only

Use Cases

• Regulatory submissions
• Internal reports
• Legal proceedings
• Compliance audits

Privacy in Logs

What’s Logged

• Action metadata
• User identifiers
• Entity references
• Timestamps

What’s NOT Logged

• Personal data content
• Document contents
• Full email addresses (after anonymization)
• Sensitive case details

After Anonymization

• Emails become hashes
• Names removed
• Actions still traceable via hash