# Audit logs & usage tracking GLBNXT Workspace provides administrators with full visibility into how the platform is being used across the organisation. Audit logs capture a detailed record of activity within the environment, and usage tracking gives administrators the data they need to understand adoption patterns, manage resources, and demonstrate compliance with internal policies and external regulatory requirements. Together, these capabilities ensure that AI adoption within your organisation is not just powerful, but accountable. *** ### Why Audit Logs Matter In an enterprise environment, knowing what happened, when it happened, and who did it is not optional. It is a governance requirement. For organisations operating under GDPR, NIS2, ISO 27001, or sector-specific regulatory frameworks, the ability to produce an accurate, tamper-evident record of platform activity is often a prerequisite for deploying AI at all. Audit logs in Workspace serve this need directly. They provide the evidentiary record that compliance teams, security teams, and external auditors require, and they give administrators the visibility they need to identify issues, investigate incidents, and demonstrate that the platform is being used in accordance with organisational policy. *** ### What Audit Logs Capture Workspace audit logs record activity across the platform at a configurable level of detail. The events captured typically include: **User access and authentication.** Every login, logout, failed authentication attempt, and session event is recorded, including the user, the timestamp, and the device or network origin of the access event. **Conversation activity.** The creation, continuation, and deletion of conversations is logged, including metadata such as the user, the model used, and the timestamp. Depending on your organisation's configuration and applicable data retention policies, the content of conversations may also be retained within the audit record. **Document and file activity.** Upload events, including the file name, type, size, user, and timestamp, are captured. Document deletion events are also recorded. **Agent activity.** The creation, modification, publication, and deletion of agents is logged, along with the user responsible for each action and the timestamp. Usage of shared agents by end users is tracked at the session level. **Administrative actions.** All changes to user accounts, role assignments, permission configurations, authentication settings, and platform policies are recorded, providing a complete history of how the platform has been configured and by whom. **Model usage.** Which models were accessed, by which users, and at what volume is captured as part of the usage tracking layer, providing visibility into model consumption across the organisation. *** ### Accessing Audit Logs Audit logs are accessible to administrators through the administrative settings of the Workspace environment. Logs can be viewed directly within the platform interface and can be filtered by date range, user, event type, or resource to allow administrators to locate specific events quickly. For organisations that require audit log data to be integrated with an existing security information and event management system, Workspace supports log export in standard formats. This allows audit data to flow into your organisation's broader monitoring and compliance infrastructure without requiring manual extraction. Access to audit logs is restricted to users with administrative permissions. The audit log itself is read-only and cannot be modified or deleted by any user within the platform, ensuring its integrity as an evidentiary record. *** ### Usage Tracking Beyond the compliance function of audit logs, Workspace provides a usage tracking layer that gives administrators a quantitative picture of how the platform is being used across the organisation. Usage tracking data includes: **User activity.** Which users are active on the platform, how frequently they are using it, and what features they are engaging with. This data is useful for identifying both high-engagement users who may benefit from additional capabilities and low-engagement users who may need additional support or training. **Model consumption.** The volume of usage per AI model across the organisation, broken down by user, team, or department depending on your configuration. This provides the data needed to manage model access, plan for capacity, and understand the cost distribution of AI usage across the business. **Agent usage.** Which shared agents are being used, by whom, and at what frequency. This helps administrators and agent owners understand which assistants are delivering value, which are underused, and where new agents might address unmet needs. **Feature adoption.** Usage data across the core features of Workspace, including document uploads, knowledge queries, and tool usage, giving administrators a view of which capabilities are being adopted and where there may be gaps in user awareness or training. *** ### Retention Policies How long audit log and usage data is retained within Workspace is configurable by your administrator and should be aligned with your organisation's data retention policies and any applicable regulatory requirements. For organisations subject to GDPR, the principle of data minimisation applies to retention as much as it does to data collection. Retaining audit data for longer than is necessary for its legitimate purpose is not advisable. At the same time, many regulatory frameworks specify minimum retention periods for access and activity logs that must be observed. Configuring retention policies that satisfy both of these considerations, retaining data long enough to meet regulatory and audit requirements without holding it beyond its useful life, is a decision best made in consultation with your compliance and legal teams. *** ### Using Audit Data for Compliance Reporting One of the most direct practical uses of Workspace audit logs is in supporting compliance reporting and audit processes. When an internal or external audit requires evidence of how AI tools are being used within the organisation, what data has been accessed, and what governance controls are in place, the audit log provides a structured, reliable source of that information. Administrators can export audit data in formats suitable for inclusion in compliance reports, and the filtering capabilities within the audit interface make it straightforward to produce a focused record of activity relevant to a specific audit scope, time period, or user group. *** ### A Note on Privacy and Audit Log Content Audit logs exist to support governance and compliance, not to enable surveillance of individual employees beyond what is necessary and proportionate for those purposes. When configuring the level of detail captured in audit logs, particularly with regard to conversation content, organisations should consider both their legitimate governance requirements and their obligations under applicable data protection law, including GDPR. The appropriate level of audit log detail will vary by organisation and by the nature of the data being processed in Workspace. 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