The documents you save in Drivible are secured on the Google Cloud and documents such as Invoices, service and contracts have retention policies that ensure that documents cannot be deleted for 7 years.
We do have a soft-delete feature that allows your dealership to hide documents, but for those users with soft-delete access those files are still accessible.
However, new versions of documents can be uploaded and fields changed by users. That is why we have the audit Log.
How do I access the Audit Log?
Once you have found the file via the search bar, navigate to the file pane and find the menu button. Located on the bottom right.
Changes to the file and who changed them are shown in chronological date order and it clearly shows the previous value versus the new value.
Therefore you can measure which user or in the case of database updates and file uploads via email, what occurred and when it occurred. In the case of updated documents, you can access the previous document by clicking on the document link under previous value.
External Audits
Drivible is a great way to fast track your external audits, and access to Drivible can be given to your OEM or accountant at the discretion of your Group or Dealership Admin.
NOTE: for security purposes, Drivible will not give access to external parties who don't have the same email domain as current users. Only Group and Dealership admin can grant access to users who have a different email domain.
Simply ask your admins to setup a new user and give them the most appropriate access level. Typically a manager level for that departments documents. If they need access to deleted documents, make sure in the access you give access to 'Soft-delete'.
TIP: to ensure that your management identify which user changed which field or document, we strongly recommend that each employee has their own unique and secure user account. i.e. do not share accounts and passwords or use generic email addresses. In addition sharing passwords may be in contravention of our fair user policy.