Google Vault plays an important role in the G Suite, but it is not well- known. It is basically an add-on for Google Apps to store enterprise data – emails, messages, files etc. – for compliance and eDiscovery purposes. It is included in the Apps for Work Unlimited and Education versions but can also be purchased separately on a monthly basis.
Just like the other apps in G Suite, Vault is completely web-based – meaning there is nothing to install or upgrade on any system. It allows organizations to store, archive, retain and search through old data whenever it is needed. Specific items can be easily exported for further analysis or reporting purposes. It also allows enterprises to create audit reports with information on what searches were conducted, which files were accessed and also by whom.
Maintain Archives for Email and Chat – With Google Vault, a business can specify how long email and chat records should be retained. It is even possible to specify retention periods separately for certain departments, date ranges or other filters. This is often important to maintain compliance with privacy and security laws – sometimes companies are required to retain certain information until a specific number of days and other times they are required to delete information after a certain period of time. With Vault, this process becomes automated, thereby there is no need to worry about penalties for wrongdoing.
Search Content Quickly – Just like the other Google Apps, search works in Vault too. With Search, it becomes simple to find and retrieve data even from closed accounts. It is possible to search through corporate Google Drive accounts to find old files and filter them by department, date, keywords or even file formats. Now why is this so important? All too often, when an employee leaves the company, no one else knows where certain files are, or who has control of them. With the ability to search even closed accounts, the organization can prevent data loss because of employees entering or leaving the organization.
Legal holds and eDiscovery – Electronic discovery is the process of finding and retaining certain records that might be related to legal cases. An administrator can create legal holds on certain data, so that even if a user deletes those email messages they are still retained on Google’s servers. This can be extremely important if the organization is faced with a lawsuit or has to give evidence in a legal case.
This is certainly not a service that is required for consumers but is a crucial app for enterprises and businesses.