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Google Vault: Information governance and extra storage

Google Apps Vault the add-on for Google Apps that could save your business a lot of time and money

What is Google Vault?

When you invest in the Google Vault add-on for Google Apps, your company’s emails pass through the Vault servers which take a copy of all the information a user has in their Google Apps account; sent/ received emails, attachments, labels etc. Information governance has always been a key consideration for large businesses but it is also becoming increasingly important to consider it within small businesses. Google Vault aims to reduce risk associated with litigation, investigation, and internal and regulatory compliance. It lowers business and IT costs by enabling companies to more effectively manage the information stored in Google Apps.

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What does Google Vault allow you to do?

  • Set retention policies that will be applied to your email and chat.
  • Search your domain’s email data
  • Place user accounts (and related data) on legal hold to preserve email data – this means that emails and chat messages cannot be deleted by users.
  • Notify users of litigation holds and track acknowledgments
  • Manage related searches and litigation holds under a single container, called a matter
  • Share matters among authorized users
  • Export search results in standard file formats
  • Save your search queries
  • Run reports of user activity and actions in the archive – searches, message views, exports and more.

Vault Security

Designed for security and reliability with features such as encrypted connections to Google’s servers, simultaneous replicated storage for your messages, built-in disaster recovery and sharing controls that let your users collaborate securely on matters. The Vault has successfully passed an SSAE 16 / ISAE 3402 SOC 2 Type II audit. Performed by Ernst & Young, this audit verifies a standard set of controls for security, availability, processing integrity and confidentiality of the data that is stored in Vault.

Google Vault Extras: More bang for your buck

                                                                              1TB+ data storage

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In addition, in the last month Google has also announced that when you purchase the Google Vault addon they will throw in unlimited storage space for each user for free, when previously that was an optional extra that cost a considerable amount. However, if there are fewer than 5 users the storage will be capped at 1TB (1 Terabyte = 1024GB) but this is still considerably more than the current 30GB per user.  To put that in perspective 1TB could hold all 127 hours of the Harry Potter audiobooks saved in MP3 format 134 times, the amount of data processed by Google every 4.32 seconds just under the capacity of the human brain’s functional memory (thought to be 1.25TB) so that is a lot of data storage for free!

Vault for Drive

Google have also just announced that Vault for Drive will now be available. Google Drive is a facet of Google Apps whereby you can create, save and share files. The introduction of the Vault for Drive will mean that users can search for specific users’ files (including Google documents and other stored files), they can also create copies of search results and export them. At this time setting retention policies, creating holds and conducting domain-wide searches in the Drive is not available but it is expected that these features will be available shortly. If you are a user of the Google Apps Vault then the Vault for Drive is a free extra feature.

If you would like more information about Google Apps for Business please see our other articles:

Google apps for Business vs Office 365

ITC Google Apps Reseller

If you would like to speak to us about Google Apps for Business or the Vault capability or think that this would be a great tool for your business then please contact us on 02380 249 820 or itc@itcweb.co.uk

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