Introduction

This guide explains how to find out who deleted a file from a Google Shared Drive using Google Workspace tools. In Shared Drives, files are owned by the organization, not individuals making it crucial for administrators and team leads to track file activity for accountability and data recovery. If an important file goes missing, knowing who deleted it and when can help resolve issues quickly, prevent data loss  and maintain compliance. Whether you're an IT admin or a team manager, this guide will walk you through the steps to audit deletion activity effectively.

Why It's Important to Find Out Who Deleted a File from a Shared Drive

In a collaborative environment, Shared Drives enable teams to work together seamlessly but they also create risks when critical files are accidentally or intentionally deleted. Identifying who deleted a file from a Google Shared Drive is essential for accountability, data recovery  and preventing future mistakes. Whether it’s a sensitive report, a project asset or a compliance-related document, knowing who deleted helps administrators respond quickly, restore lost data  and reinforce secure collaboration practices across the organization.

How to Find Out Who Deleted a File from a Google Shared Drive

If a file goes missing from a Google Shared Drive  and you're an administrator or have audit privileges, you can track who deleted it using the Google Workspace Admin console. 

  1. Step 1: Sign in to the Admin Console

Go to Google Admin Console and log in using your super admin or admin account.

  1. Step 2: Open the Audit Log
    • Navigate to Reporting > Audit and investigation > Drive log events
    • Alternatively, search for Drive audit log in the Admin console search bar.
  1. Step 3: Set the Filters
    • Set a date range  around the time the file went missing.
    • Click Add condition.
    • Under the Event filter, select Delete to display only file deletion activities.
    • If you need to apply more filters, click Add condition again for each additional search parameter.
    • To narrow the results to files deleted, use the Document type filter and select Shared drive.
    • Click Search to get the result.
      Document type filter and select Shared drive
  1. Step 4: Review the Audit Results

The audit log will display all relevant details, including the Actor field, which identifies the user who performed the deletion.
Review the Audit Results

  1. Step 5: ( Optional ) Restore the File 

If the file was recently deleted, it might still be in the Trash of the Shared Drive.

  • Go to the Shared Drive. Click on the 3-dot menu and click View trash.
    Click on the 3-dot menu and click View trash
  • Locate the file which you want to restore.
  • Click Restore.
    Locate the file which you want to restore.

Introduction to xFanatical Foresight

To identify who deleted a file from a Google Drive, you can automate the process using xFanatical Foresight. xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It allows admins to fetch Drive audit logs on a schedule, filter for Delete events and even take actions like sending email alerts when files are removed.

Pro Tips for Finding Who Deleted a File from a Shared Drive

  1. Narrow down your search window in the audit log to the exact time period when the file went missing. This reduces noise and helps you pinpoint the event faster.
  2. Always apply the Delete event filter in the Drive audit log to fetch only file deletion activities.
  3. Use the  Document type = Shared drive filter to exclude deletions from personal Drives and focus only on Shared Drive activity.
  4. If you know part of the file name or suspect a particular user, use the File name contains   or User filter to refine the results.
  5. The Actor field in the log shows exactly who performed the deletion. Use this for follow-up or restoration.
  6. If you see several deletions in a short time frame by the same user, it may indicate bulk removal. Investigate further or use Security Investigation Tool if available.
  7. Deleted files remain in the Shared Drive’s Trash for 30 days. Check there first, it may be quicker to restore than to audit.
  8. If the deletion happened more than 30 days ago and you have Google Vault, use it to search for archived file activity beyond the default retention range.

Common Mistakes to Avoid While Finding Who Deleted a File from a Shared Drive

  1. Looking in My Drive Instead of Shared Drive
    Files in Shared Drives are owned by the organization, not individuals. Don’t waste time checking My Drive unless you’re sure it was stored there.
  2. Assuming Deleted Files Are Gone Forever
    Files deleted from Shared Drives go to the Trash and stay there for 30 days. Always check the Trash before diving into audit logs.
  3. Expecting Instant Log Updates
    Audit logs aren’t always real-time. Give it a few minutes after deletion before you start searching in the audit log.
  4. Missing Admin Privileges
    Only super admins or delegated admins with the right privileges can access audit logs. Make sure you have the proper permissions.
  5. Not Downloading or Saving Evidence
    If you need the info for compliance or internal tracking, don’t forget to export the log or take a screenshot of the entry.

Conclusion

Identifying who deleted a file from a Google Shared Drive is crucial for recovering important data  and ensuring secure collaboration. With the help of the Google Workspace Admin console and Drive audit logs, admins can quickly trace deletion activities, review file history  and take corrective action. By applying the right filters and avoiding common mistakes, you can confidently manage file integrity within your organization’s shared spaces.

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