Google Vault is the proprietary data retention and eDiscovery solution for Google Workspaces. It is Google’s direct equivalent to the Microsoft 365 Compliance Center.
Organizations that operate in Google Workspaces often need Vault because it:
Businesses need to retain files, documents, and data for certain amounts of time according to applicable laws. When audits or legal disputes arise, having a dedicated and searchable archive streamlines the eDiscovery process. Google Vault helps organizations accomplish exactly that.
Alt Text: An image of a vault containing data, representing what Google Vault is.
Google Vault is an archiving tool, so some individuals colloquially refer to it as “Google Archive.” Indeed, Google Vault is what a Google archive looks like; a solution for implementing retention rules that control how Google systems archive files and when those files should undergo complete deletion.
Google Vault also facilitates legal compliance. Account administrators can enact a hold on specific files or users within the workspace to ensure that they remain in place for legal purposes. This may be necessary during audits or investigations, and Vault can even generate its own audit reports to reveal actions taken by users.
There is also powerful search and export functionality within Google Vault. While signed into Vault, an authorized user can conduct a search in the Google Workspace for files under the organization’s entire domain or within a specific Google Service such as Gmail or Drive. The search will return specific results according to the meticulous parameters available in Vault.
With Google Vault, it is then possible to export and analyze the search results. This is a convenient feature used for external processing and cooperating with compliance investigations.
Alt Text: A businessman holding a lock illustration.
The benefits of using Google Vault pertain to security and convenience. It is a proprietary Google solution, meaning it works seamlessly with data in Google Workspace and other Google services. It natively supports archiving, retention, and search/export functions in Gmail, Chats, Groups, Drives, and more.
However, the use cases for Google Vault are somewhat limited. Despite its capability to archive data and files, it is not a backup and restore service. The data retained and protected in Vault is difficult to access by design, so organizations should choose a dedicated backup and restore solution as a disaster prevention measure instead.
It is also important to note that the Vault does keep data from deleted accounts until the specified retention period for that data passes. This is necessary for regulatory compliance but may come across as a concern for privacy-minded users.
Only administrators in the Google Workspace have default access to the Google Vault. The administrators can also authorize specific users to access the Vault as well. Google Vault is a tool meant only for retention and eDiscovery, so there are very few individuals within an organization who can or should have access.
If an administrator or authorized user opens a “matter” within Google Vault involving another user, that additional user can view the matter details regardless of their access permissions. Otherwise, only those trusted with creating retention rules or participating in audit procedures should receive Vault access.
Unlike many other services in the Google Workspace, Vault is not collaboration-focused. Whereas Google Drive is a collaborative tool that facilitates access, Vault is the opposite. Organizations should use Vault only for archive and retention and should avoid using it as a file-sharing solution.
Alt Text: What is Google Vault? A lit up trashcan floating above a tablet.
All data and documents retained in Google Vault will remain archived until the specified retention period ends. Even emails deleted on the user side will remain in the Vault until the retention policy deems it no longer necessary to preserve. The Vault also keeps data, including emails, from deleted accounts until the end of retention.
The Workspace administrator sets the retention period. It can be a specific period of time or indefinite. An individual who receives administrator status should promptly create or review the retention policy. Administrators should be mindful of local, federal, and company-wide rules regarding the minimum amount of time to retain data, while also considering that an overabundance of stored data can be a hindrance during eDiscovery.
With the help of an administrator, it is possible to restore data from Google Vault. If a Google Workspace user deletes data, such as a message in Gmail or a document in Drive, it will continue to exist in the Vault until its retention period ends. The administrator can search for the deleted data and export it back to the user making the request.
The user should keep in mind that the exported data does not restore directly back to Gmail or Drive. It will be up to the user to import the data back to the desired Workspace service.
For Google Vault to work as intended, all users in an organization must meet the license requirements. Each user should have a Google Workspace license and a Vault license. Depending on the edition of Google Workspace the organization is using, all users may automatically receive a Vault license. Otherwise, Vault is available as an add-on license.
Having the required license enables Vault to search and retain the user’s Workspace data. However, this does not enable the user to access Vault. That privilege remains reserved for administrators and authorized users.
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Whether you are expiring legacy archives, migrating data to the cloud, or requiring ongoing data capture and retention, Expireon allows you to discover more, process less!
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