Google Vault is a cloud-based service that allows organizations to securely manage Google Workspace data. It functions as an intelligent archive, not a traditional backup solution, ensuring that critical information is protected, accessible for legal and compliance purposes, and managed according to business policies.
Key Features:
- Data Retention: Allows you to set customized policies to retain data from Google Workspace applications for as long as needed, even if users delete them. This is vital for compliance with industry regulations.
- Legal Holds: In situations of litigation or investigation, holds can be placed on specific user data. This feature indefinitely protects relevant information, preventing its deletion or modification.
- Search and eDiscovery: Offers advanced search tools to quickly locate emails, Drive files, chats, and other archived data, facilitating internal investigations and responses to legal requests.
- Export: Found data can be exported in standard formats for analysis by legal teams or auditors.
- Audit Reports: Provides a detailed record of all activity in Google Vault, including searches and exports, which is essential for demonstrating regulatory compliance.
Why is Google Vault essential for your company?
Archiving data is crucial for security, compliance, and preparedness for unforeseen events.
- Regulatory and Legal Compliance: Helps companies adhere to strict regulations such as GDPR or the Sarbanes-Oxley Act, which require the proper preservation and management of electronic data. It facilitates eDiscovery, streamlining information gathering in the event of lawsuits or investigations.
- Data Protection and Insider Threats: While not a disaster recovery backup solution, Vault protects against accidental or malicious data deletion by employees, ensuring that a copy remains archived.
- Intellectual Property and Business Continuity: Protects intellectual property by archiving communications and documents, maintaining a historical record. If an employee leaves the company, their data remains accessible, ensuring continuity of knowledge and projects.
Compatibility with Google Workspace Data:
Google Vault can archive data from a wide range of Google Workspace applications, including:
- Gmail: Emails and attachments.
- Google Drive: Documents, Spreadsheets, Presentations, Forms, Drawings, and other files.
- Google Chat: Chat messages (if history is enabled).
- Google Meet: Recordings, chat logs, Q&A, and polls.
- Google Groups: Group messages.
- Google Voice for Google Workspace: Text messages, voicemails and their transcripts, and call logs.
- Google Sites (new): Site content.
- Google Calendar: Events and attachments.
Availability and Pricing:
Google Vault is included at no additional cost with the following Google Workspace editions:
- Business Plus
- Enterprise Standard and Enterprise Plus
- All Education editions
- Enterprise Essentials and Enterprise Essentials Plus (for verified domains)
- G Suite Business
For Google Workspace editions that do not include it, such as Business Starter and Business Standard, it can be purchased as an add-on for an additional cost per user per month.
In today’s business environment, where data is a valuable asset and a potential risk, proper archiving is fundamental. Google Vault offers a robust and easy-to-use solution to protect your company’s critical information, comply with legal and regulatory obligations, and maintain control over your data.
