Audit Logs

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Overview

Audit logs provide a comprehensive record of user activities in Quality Hub GINEZ. As an administrator, you can track document downloads, user actions, and system events to maintain security, compliance, and operational transparency.

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Types of Audit Logs

Quality Hub GINEZ tracks several types of activities:

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1. Download Logs

Tracks when users download technical documents:

• Technical data sheets (fichas técnicas)
• Safety data sheets (hojas de seguridad)
• Product documentation
• Catalog exports

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2. User Activity Logs

Records user actions in the system:

• Login/logout events
• Profile updates
• Permission changes
• Account creation/deletion

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3. Data Modification Logs

Tracks changes to critical data:

• Bitácora entries (created, edited, deleted)
• Quality control records
• Product catalog updates
• Configuration changes

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Accessing Audit Logs

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Download Logs

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Viewing Download Activity

The Download Logs section shows a detailed table of all document downloads:

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Filtering Download Logs

Use the filter controls to narrow down results:

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Understanding Download Patterns

Audit logs help you: ✅ Ensure Compliance: Verify users are accessing appropriate documentation ✅ Track Usage: Identify most frequently accessed documents ✅ Security Monitoring: Detect unusual download patterns ✅ Training Needs: See which documents users reference most ✅ Audit Trail: Maintain records for ISO/quality certifications

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Common Use Cases

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Use Case 1: ISO Audit Preparation

Scenario: You need to prove that operators access safety data sheets before handling products.

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Use Case 2: Security Investigation

Scenario: You notice unusual activity and need to investigate who accessed specific documents.

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Use Case 3: Training Compliance

Scenario: Verify new employees have reviewed required technical documentation.

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User Activity Tracking

Beyond downloads, the system tracks:

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Profile Changes

• Name updates
• Email changes
• Password resets
• Role modifications
• Branch reassignments

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Permission Changes

• Role assignments
• Permission grants/revocations
• Admin status changes

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Account Management

• New user registrations
• Account approvals
• User deletions

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Data Retention

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Log Retention Policy

Audit logs are retained according to these guidelines:

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Archiving Old Logs

If you need to archive old logs:

1. Contact your database administrator
2. Export logs to secure storage
3. Ensure compliance with data retention policies
4. Maintain chain of custody for archived records

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Security Best Practices

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Regular Monitoring

✅ Review Weekly: Check audit logs at least once per week ✅ Investigate Anomalies: Follow up on unusual patterns immediately ✅ Document Reviews: Keep records of your audit log reviews ✅ Cross-Reference: Compare logs with incident reports

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Red Flags to Watch For

🚩 After-Hours Access: Downloads during non-business hours 🚩 Bulk Downloads: Single user downloading many documents at once 🚩 Unauthorized Areas: Users accessing documents outside their department 🚩 Terminated Users: Activity from accounts that should be disabled 🚩 Permission Escalation: Users suddenly accessing higher-level documents

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Responding to Security Events

If you detect suspicious activity:

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Compliance and Reporting

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ISO 9001 Quality Management

Audit logs support ISO 9001 requirements:

• Document control (who accessed what)
• Training records (document access)
• Traceability (complete audit trail)

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Regulatory Compliance

For industries requiring regulatory compliance:

• Maintain logs for required retention period
• Provide access to auditors upon request
• Demonstrate control over sensitive information

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Internal Audits

Prepare for internal audits by:

1. Organizing logs by department/area
2. Creating summary reports of activity
3. Documenting unusual events and resolutions
4. Showing evidence of regular monitoring

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Troubleshooting

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Logs Not Appearing

Possible causes:

• Not logged in as administrator
• Database connectivity issues
• Logs haven’t been generated yet (no activity)

Solutions:

1. Verify you have admin role
2. Check network connection
3. Reload the page
4. Check Supabase dashboard for data

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Missing Download Events

Possible causes:

• Download logging not implemented for that document type
• User downloaded via direct link (bypassing logging)
• Database write failure

Solutions:

1. Verify logging function is implemented for that document type
2. Review code in lib/audit.ts
3. Check Supabase logs for errors

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Cannot Filter Logs

Possible causes:

• Browser cache issues
• JavaScript errors
• Filter logic bugs

Solutions:

1. Clear browser cache (Ctrl+Shift+Del)
2. Open browser console (F12) to check for errors
3. Try different browser
4. Reload page

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Exporting Audit Data

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Manual Export

Currently, you can export audit data by:

1. Screenshot: Capture filtered results
2. Copy Table: Select and copy table data
3. Browser Print: Print to PDF

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Automated Reports

Future features will include:

• Export to Excel/CSV
• Scheduled email reports
• Custom report templates
• Dashboard visualizations

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Related Topics

• Managing Users
• Configuring Permissions
• System Maintenance