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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.
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.”
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-
→ Time zone
→ Date sent
→ Additional terms for search
and then click on “Search”.
Google Vault allows us to apply a “Hold” on data for specific apps. When a hold is applied to data, the data cannot be purged from the Google systems indefinitely or till the Hold is removed/deleted.
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.
Step 1: Select Holds tab for a “Matter”.
Step 2: Click on “Delete” for a specific hold.
There are two types of retention rules-default and custom. For more information, click here.
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-
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.
Step 1: Select the default retention rule and click on “Delete”
Step 2: Select the custom retention rule tab and click on “Delete”
|On the basis of||Retention rules||Holds|
A retention rule is created to preserve data and is not in response to litigation.
A hold is created in response to litigation or a legal issue.
Retention rules determine the period for which the data can be retained.
Holds prevent deletion of data associated with specific data custodians.
Retention rules can be applied to preserve data from different apps such as Gmail, Google Drive etc. for a specific period or indefinitely.
Holds can be applied to specific user accounts or to all accounts in an organizational unit. Holds preserve the data indefinitely.
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.
Due to several drawbacks, opting for a third-party Backup solution can help create a backup of your data easily. SysCloud provides you with a one-stop solution for all your backup needs. Click here to know more.
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