What is Google Vault & its Uses - Everything You Need to Know

Google Workspace is known for its different apps. Organizations are using the Google Vault to archive their data into the safest platform. However, the Google Vault is not part of the Google Workspace. It is an add-on app for storing the crucial data. It is a very secure platform where files and folders are managed by the latest security algorithms. 

Google Vault is an information governance & eDiscovery tool for the Google Workspace. By using the Google Vault you can retain, search, hold, and export the users. It supports Gmail messages, Drive files, Google Chat messages, meeting recordings, Groups messages, Google Sites, and others.

Major Functionalities of Google Vault

Apart from the other functions of the Google Vault some of the major functions of the Google Vault are as follows.

eDiscovery - It allows you to search, export, and hold data. It provides different search capabilities such as Keywords, Dates, Organizational Units, previous messages, and user accounts. You can preserve that data as per the retention rules and also export it for further use. The exported data will be available for 15 days only.Retention -  To preserve the data you can use the retention rules. There are two types of retention rules that you can apply for storing the data. These rules play special roles because Google Vault contains sensitive data. Default retention rules: This is for all the licensed users to set the particular service time for the data.Custom retention rules: Through this, you can modify the rules to store the data as per the requirements.

License Requirements

To use Google Vault you need a Google Vault license and Google Workspace license as well.

Google Vault License Include

Frontline StandardBusiness PlusEnterprise Standard and Enterprise PlusAll Education editionsEnterprise Essentials & Enterprise Essentials PlusG Suite Business

Difference Between Hold and Retain

 

 

Holds

Retention Rules

Use

Holds are used in investigation cases and legal issues.

Determine the time period to save the data.

Scope

Apply for the organizational units, groups, and individual accounts.

Apply for the organizational units, and groups but not for individual accounts.

Preservation period

Preserves data until the hold is deleted.

Preserves data for a specific period.

Precedence

Firstly the hold is performed before the retention rules. When the hold is deleted then the retention rules are applied. 

The retention rules act after the hold is removed. 

Access

Only the Google Vault users who have access can monitor the data of hold.

Google Vault access users can only review the retention rules.

 

What to do When You Need to Export Google Vault Data

You can perform Google Vault export to PST or MBOX. But before exporting the Google Vault data you should know the following:- 

This process does not support more than 20 exports simultaneously.The name of the export process should not contain any special character.The process might be stopped in between then start it again after cancelling.

There is no feature provided by the Vault for Google Vault export to PDF. But the PST file can be created by executing the below steps.

Step 1. Login to your Google Vault.

Step 2. Select “Matters” and hit on Create for a new matter.

Step 3. Give a name to the newly created matter and proceed.

Step 4. Select the service from Drive, Gmail, Group, or Chat for export.

Step 5. Select All accounts, designated accounts, or organizational units as per the requirement.

Step 6. Provide the targeted email account for export and then start the Search.

Step 7. After review and Save. Assign a name to the Save Query and then OK.

Step 8. Click on the Export option and provide a name to the resulting PST file from Google Vault.

Step 9. Select the file format as PST and then click on the Download option.

Limitations of Manual Method

It is a time-consuming process for exporting a large dataset.Absence of advanced options.Good at Google Vault technicalities.Possibilities of human errors.The process can be stuck in between.The exported data should be downloaded within 15 days to start the export process.

Efficient Approach to Export Google Vault Data to PST

One of the efficient approacheGoogle Vault is used as an archive solution to store the no longer required data. There are several more use cases which you should know to take its benefits.s is to download the Google Vault data to the PST file. You can use the SysTools Google Vault Downloader. It is the tool that can complete the process without affecting the data integrity. It is easy to operate and also has multiple advanced features to make the process simpler.

Conclusion

Google Vault is proven to be an essential tool for Google Workspace users. Because of its different features, it is widely adopted by the users. You can export the Google Vault data into PST or MBOX as per the requirement but the manual approach has some limitations. However, one efficient solution is also discussed to perform the exporting process easily.