Document access reports show who accessed a document, when it was accessed, and what actions were taken—providing visibility, security oversight, and audit-ready evidence.
How to Create Document Access Reports
Creating document access reports is essential for organisations that need visibility into who is viewing, editing, downloading, or approving documents. These reports are critical for security monitoring, compliance audits, and internal governance.
This guide explains what document access reports are, why they matter, and how organisations can create and manage them effectively.
What Are Document Access Reports?
Document access reports are structured records that capture user interactions with documents. They typically include user identity, access time, action performed, document version, and access location or system.
Why Document Access Reporting Is Important
- Provides visibility into document usage
- Detects unauthorised or unusual access
- Supports compliance and audit requirements
- Strengthens accountability and governance
Common Data Included in Access Reports
- User name or ID
- Document name and version
- Access type (view, edit, download, approve)
- Date and time of access
- Role, department, or system context
Manual vs Automated Document Access Reports
Manual access tracking—such as spreadsheets or logs—is time-consuming and unreliable. Automated document systems generate access reports automatically, ensuring accuracy and completeness.
Benefits of Automated Access Reporting
- Real-time visibility into document activity
- Reduced manual effort and errors
- Consistent and tamper-resistant records
- Faster audit preparation
Steps to Create Document Access Reports
- Define which documents require access tracking
- Identify access events to be logged
- Enable audit logging and reporting
- Configure report filters and views
- Review and export reports as needed
Access Reporting in Regulated Environments
In regulated industries, access reports demonstrate that sensitive or controlled documents are accessed only by authorised users. Regulators often require proof of access controls and monitoring.
Common Use Cases for Access Reports
- Security and data privacy monitoring
- Audit and inspection preparation
- Internal investigations
- Compliance reporting
Challenges to Watch For
- Incomplete or inconsistent logging
- Lack of standard report formats
- Manual data consolidation
- Limited visibility across systems
Best Practices for Effective Access Reporting
- Track access automatically at the system level
- Standardise report formats and fields
- Restrict report access to authorised roles
- Review access trends regularly
Summary: Document access reports provide critical visibility into who accessed documents and how—supporting security, compliance, and governance.
What to Explore Next
When you’re ready to strengthen document security, book a demo or contact our team.
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Frequently Asked Questions
What is a document access report?
A document access report records who accessed a document, when, and what action was performed.
Are document access reports required for compliance?
In many regulated environments, access reports are required to demonstrate document security and control.
Can access reports be generated automatically?
Yes. Modern document management systems generate access reports automatically.
Can access reports be exported for audits?
Yes. Reports can typically be exported in formats suitable for audits and reviews.
