Google Vault is a powerful tool for eDiscovery and compliance management in Google Workspace. It allows organizations to retain, search, and export their data for legal, regulatory, and compliance needs. This guide will explain how to activate and configure Google Vault for your Google Workspace environment.
Requirements:
- Admin access to the Google Admin Console.
- Google Workspace edition that includes Google Vault (such as Business or Enterprise).
Step-by-Step Guide:
Step 1: Log into the Google Admin Console
- Open your web browser and navigate to https://admin.google.com.
- Sign in with your administrator credentials.
Step 2: Access Google Vault
- In the Admin Console, go to Apps > Google Workspace > Vault.
- If you haven’t activated Vault yet, you may see an option to enable it.
Step 3: Enable Google Vault
- Click on Activate Vault or Turn on Vault, depending on your interface. Follow any prompts to initiate the service for your domain.
Step 4: Configure Retention Rules
- Once Vault is active, set up retention policies to control how long data is preserved.
- Emails: Define retention rules for emails, specifying how long emails should be retained before they are eligible for deletion.
- Chats: Apply similar rules to chats in Google Chat and classic Hangouts.
- Drive: Set policies for files in Google Drive, including shared drives.
- You can create custom retention rules for different organizational units or for specific types of content.
Step 5: Set Up Holds
- Legal Holds: If there is a legal requirement to preserve information, you can place holds on specific users’ data. This prevents the deletion of their information, regardless of your general retention policies.
- Navigate to the Matters section in Vault, create a new matter, and add holds as needed.
Step 6: Assign Vault Privileges
- Determine who in your organization should have access to Vault. Typically, this is limited to legal and compliance teams.
- In the Admin Console, go to Security > Access and Data Controls > Vault Privileges. Assign roles and permissions carefully to ensure data security and compliance.
Step 7: Train Your Teams
- Provide training for teams that will use Google Vault. Ensure they understand how to search for, hold, and export data according to your organization’s policies and legal requirements.
Step 8: Regularly Review Compliance and Usage
- Regularly review your Vault settings and usage to ensure they meet evolving compliance and operational needs.
- Update retention policies and holds as legal conditions change or as organizational data management needs evolve.
Best Practices:
- Document Your Policies: Clearly document all retention policies and procedures for using Google Vault.
- Audit and Compliance Checks: Periodically perform audits to ensure that your Vault configuration aligns with regulatory requirements.
- Data Privacy: Be mindful of data privacy laws and regulations when configuring and using Google Vault.
Google Vault is included in some of the Google Workspace editions but might be an add-on for others. Here’s a quick breakdown:
- Google Workspace Enterprise editions typically include Vault for all users.
- Google Workspace Business editions may vary; some include Vault, while others may require an additional Vault license.
- Education and Nonprofit editions might have different offerings, often including Vault at no extra cost.