Google Vault Fundamentals

What is Google Vault?

• Data Governance – It refers to all the measures taken to manage and utilize the information by an organization. It will include processes, policies standards, and metrics. 

• eDiscovery – It refers to the discovery of electronically stored information (ESI) during legal proceedings such as litigations. 

How can organizations access Google Vault?

What are Vault Privileges?

• Manage matters

• Manage holds

• Manage searches

• Manage exports

• Manage audits

• Manage retention policies

• View retention policies

• View all matters

What is eDiscovery in Google Vault?

• Saved search queries

• Holds 

• Accounts that the matter is shared with

• Exports

• Audit log of the Vault user activity in that matter

How to create a matter in Google Vault?

• Step 1: Navigate to the Google Vault app through the waffle iron or through https://vault.google.com/ 

• Step 2: Click on “Matters” on the homepage.

• Step 3: Click on “Create” to create a new matter.

• Step 4: Enter the “Matter name” and “description” and click on “Create.”

How to perform a search in Google Vault?

• Step 1: Click on a “Matter” in which the search needs to be performed. 

• Step 2: Choose a “Service” from Gmail, Drive Groups, and Chat for which the search needs to be performed.

• Step 3: Choose-

  → Entities

  → Time zone

  → Date sent

  → Additional terms for search

  
  

  and then click on “Search”.

How to place content on an eDiscovery hold?

• Step 1: Click on the new “Hold” under a Matter. Select the Hold name as well as the Service. 

• Step 2: Select the “Scope” of the Hold, which is 

  → User accounts

  → Organizational units Learn more about Google organizational units.

• Step 3: Select the “Conditions” such as 

  → Start date

  → End date

  → Query terms

• Step 4: Click on “Create" to create a hold.

How to delete eDiscovery hold?

• Step 1: Select Holds tab for a “Matter”. 

• Step 2: Click on “Delete” for a specific hold.

What is retention in Google Vault?

How to create a custom retention rule?

• Step 1: Click on the “Custom retention rule” in the retention rules section. 

• Step 2: Select the “Service” on which Retention rule needs to be applied. You can select from- 

  → Gmail

  → Drive

  → Groups

  → Chat

  → Meet

  → Sites

• Step 3: Select the “Scope” of the retention rule.

• Step 4: Select the “Duration” as well as “Action” for the Retention rule. Then click “Ok” to apply the rule.

How to delete a default/custom retention rule?

• Step 1: Select the default retention rule and click on “Delete”

• Step 2: Select the custom retention rule tab and click on “Delete”

What is the difference between retention rules and Hold?

Can data be modified or destructed when placed on an eDiscovery hold or when a retention rule is applied to it?

• Hold is deleted by the Google Vault user  

• A custodian is removed from the hold 

• A user's Google Account is deleted 

• A user no longer has a Vault license 

Is Google Vault a backup solution?

• Export errors/Partial exports-In cases when large amounts of data are exported, sometimes a partial export may occur which might cause loss of data. 

• Services not covered- Apps like Google Calendar, Google Keep, Google Meet, and Google Classroom cannot be placed on hold. Retention rules cannot be set for apps like Google Calendar, Google Keep, and Google Classroom. 

• Export limits-The export limit by Google Vault is 10 GB beyond which data cannot be exported in the same zip file. Multiple zip files are created which can lead to confusion. 

• Export formats-When exports are done for Gmail, users can choose from a PST or MBOX format. Some of the litigation applications for review do not support such formats. 

• Restore data-Google Vault can help you with applying a retention rule or a hold but does not allow restoring data. 

• License cost optimization-Google Vault is not available for Business Starter and Business Standard editions. Business Plus and Enterprise editions provide Google Vault which comes with a higher license cost. In the case of an add-on license, additional costs are incurred.