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Data retrieval in case of accidental deletion
Google Workspace storage is shared between Gmail, Drive, Sites, Photos and Docs. The amount of free storage for each user depends on the type of account opted. Employees should not be forced to delete data once the storage limits are reached and at the same time, remove data that are no longer needed. Implementing retention policies saves storage costs by only retaining essential data.
Statutory regulation & compliance
Regulated industries such as healthcare, legal, and finance are required to retain certain data for a longer duration. The Sarbanes-Oxley Act, for example, specifies the standards for financial document record-keeping and having controls in place to retain data.
To know how a Google Workspace Administrator can recover permanently deleted files from Google Admin Console, click here.
Sites retained using the default retention is counted towards your Google Workspace storage quota, and you will need to purchase additional storage if you exceed the limit. The amount of free storage for each user depends on the type of account opted.
To learn in detail about Google Vault, Vault retention rules, holds, and license requirements, read our in-depth article on Google Vault Fundamentals.
To manage Site retention, you can set Sites-specific retention rules. By default, Site-retention rules are turned on. If you do not have any rules created for Sites, data will be retained or purged according to rules set in Google Drive. To know more about how to create rules for Google Drive, click here.
How to create default retention rule for Sites?
Step 2: Click ‘Retention’, and the select ‘Sites’.
Step 3: Under ‘Duration’, choose how long files need to be retained.
Step 4: If a duration has been set, choose what to do with sites after the retention period ends:
Step 5: Click ‘Save’.
How to create custom retention rules for Sites?
Step 2: Click ‘Retention’, select ‘Custom Rules’, and then click ‘Create’.
Step 3: Select ‘Sites’ under Service, and then click Continue.
Step 4: Under ‘Scope’, choose an entity, and click ‘Continue’.
Step 5: Under ‘Duration’, choose how long files need to be retained.
Step 6: If a duration has been set, choose what to do with sites after the retention period ends:
Step 7: Click ‘Create’.
Step 2: Click ‘Retention’ and navigate to the ‘Settings’ tab.
Step 3: Next to Sites, select ‘Retained by Sites rule’ or ‘Retained by Drive rule’.
Step 4: Click ‘Save’.
|Items within scope of retention||Items outside scope of retention|
To learn more about eDiscovery holds in Google Drive, check out this article.
User deletions: If a user is deleted from your Google Workspace account, all the associated Sites data also gets purged even if it was on hold or covered by a retention policy. This is because Google Vault does not make a second copy of the Sites data, it simply keeps it on hold to prevent deletions.
Absence of restore feature: Sites data that is retained through Google Vault can only be exported and not directly restored back into your account.
Google outages: Unexpected Google outages can result in data being inaccessible for hours. This can hugely impact business productivity.
Cyber threats: If your Google Sites data falls prey to cyber threats such as ransomware, the data retained and held in Google Vault also gets affected.
Third-party cloud backup solutions like SysCloud are a one stop solution to your data backup and restore problems.
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