G Suite Series: Google Vault

As cloud computing becomes prevalent in the business world, more and more companies demand a solid archiving/backup solution to protect and easily access their precious data.

In mid 2012 Google announced a new archiving solution, Google Vault. It's the ultimate solution for businesses looking to secure their data and here's why:

Simply put, Google Vault allows businesses to easily retain, hold, search, and export their organization's mail and chat messages. Users can also search and export their organization's files in Google Drive. Like other Google solutions, the system is entirely web-based, so there's no need to install or maintain any software. Google Vault was essentially created for businesses in need of the following eDiscovery services:

Email and chat archiving: Set retention rules to control how long email messages and history-on chats are retained before they are removed from user mailboxes and deleted from Google systems. Here's how retention works.

Legal holds: Place legal holds on users to preserve all their emails and on-the-record chats indefinitely in order to meet legal or other retention obligations. You can place legal holds on all content in a user's account, or even target specific content based on dates and terms. Here is how you can create legal holds.

Drive file search: Search your domain’s Google Drive accounts by user account, organizational unit, date, or keyword. Search results include Google file types as well as non-Google file types such as PDF, DOCX, and JPG. Here is how to search Drive for files.

Email and chat search: Search your domain's email, history-on Hangouts, and on-the-record Google Talk chats by user account, date, or keyword. Here is how to search for email and chat messages.

Export: Export specific email, on-the-record chats, and files from Drive to standard formats for additional processing and review. Here is how to export search results.

Audit Reports: Use Vault audit reports to learn about actions Vault users have taken during a specified period of time. Here is how to run a Vault audit report.

Google is one of the safest places to park your data in the cloud, so you may be wondering, if Google Cloud servers are some of the most secure servers on the planet, why would anyone need an additional backup system like Vault? There are two main reasons; compliance and user error. Some organizations are required to archive data instantly to a place where it can't be deleted or tinkered with - they have compliance regulations to follow. On the other hand, as safe as those cloud servers are, they can't protect you from user error or misbehavior. If an employee accidentally or maliciously deletes data, the window of opportunity to recover this data is 25 days before it's permanently gone. Vault resolves both of these nuances to ensure your data is 100 percent secure.

Solutions like Microsoft Archiving have a competitive disadvantage to Google Vault. With Microsoft Archiving, deleted emails are not retained unless the user's mailbox is put on Legal Hold in advance. This is a huge shortcoming for compliance requirements that often companies don't discover until later when they need to recover, for example, emails of a sales rep who announced to customers where he/she was moving to, which could be a violation of their non-solicitation agreement. With Microsoft Archiving, if an employee deletes emails from their mailbox, the business only has 25 days to recover them. With Google Vault, you can always find them because Vault retains all deleted emails without the need to put users on Legal Hold.

Interlock IT has assisted several hundreds of organizations secure their data with Google Vault. Whether it's financial firms, legal teams, or medical facilities, we have helped establish a safer environment for organizations with compliance and sensitive information. With Vault, our customers know their data is securely stored without risk, and it can easily be retrieved in unpredictable situations. It's the assurance many businesses need for safe and secure cloud computing.

Google Vault is included in G Suite Enterprise and G Suite Business or Education editions. You can also purchase Vault separately for an additional $5 per user, per month. Contact us today to learn more about Vault and how it can benefit your business!