![]() ![]() This way, if you have a one-year retention policy, email messages can be deleted from your archive after 365 days (in line with the retention policy), but that wouldn't impact anything in users' Gmail accounts. Even with a three-, five- or 10-year retention period, this can still be a problem.Ĭonsider an archiving solution that keeps your archive separate from email in G Suite accounts. If you’re like most people and use Gmail folders/labels to store important email and attachments, they'll be gone after 365 days. For example, if you want a one-year retention policy, all of your staff email older than 365 days gets wiped out. In Google Vault, when you set a retention period for your staff, their email messages-and now their Drive files-are subject to that same retention period. But, when you dig a little deeper, there’s a significant catch. The biggest announcement that certainly got our attention was that Vault is now able to retain data in Google Drive. The export will provide you with a comprehensive copy of data that matches your search, metadata linked to the data and corroborating information to show the data matches that which is stored on Google’s server.Some new Google Vault features likely caught the eye of K-12 technology directors and email administrators. Export After you have located the messages or files you used Vault to locate, you can then export them. When a hold is deleted, data is then subject to applicable retention rules and only those who have access to a matter can see who and what is on hold. A hold takes precedence over a retention rule. Holds Holds are typically created in response to an investigation or legal issue and they will preserve data indefinitely. ![]() Do not proceed to initiate any new rule until you’re sure the rule is configured correctly. ![]() ![]() This can include data that users expect to keep. Be mindful that Vault immediately begins the process of purging data that exceeds the retention coverage period as soon as you submit a new rule. The second option will expunge data as soon as the retention rate has been met.) Consult with your privacy and legal team to ensure your selection meets the requirements of your policies. ( Note: The first option will only expunge data if the owner has deleted the data. Pay close attention to the differences between the expunge options. If your policies are not set to indefinite you will be asked when to expunge data. Setting up custom rules that are based on specific OUs, date ranges, or terms are the typical parameters used when applying retention policies. Whose data, what data, and for how long data should be stored are the key questions that must be addressed. Retention Once you have accessed your Google Vault, the next step is to determine your retention policies. This becomes a valuable tool when school administrators need to search for data related to litigations or regulatory compliance. Its goal is not to restore data quickly but to retain critical data in an organized way so that searching for specific information, when it is needed, becomes easier. Vault is entirely web-based, so there’s no need to install or maintain any software.” Simply put, this core service allows you to determine what content gets preserved in the domain and then offers easy access for searched and exported data to ensure it meets your eDiscovery and compliance needs.
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