In addition to creating a Matter, it is also imperative to create a "Hold" within the Matter. These fields do not need to be extensive. Provide a name and description for the Matter and create it. Click the "Create" button in the top left. In order to access the data retained in Vault, a Matter is required to be created. Please click the "Matters" option directly underneath "Retention." To search through this data, or to export any of it, a different Vault setting needs to be activated. From this point onward, all data within the archive account will be retained. The Retention Rule should now be reflected in the Vault settings. This is very simple: after clicking "Add Rule" in the step above, do not change any of the settings and just click "Save" to add the rule. Unless more complicated rules are required, Cloudasta suggests setting up a Retention Rule to retain all emails indefinitely within the archive account. Click the red "Add Rule" button to the left of the screen. In the menu on the left hand side, please click "Retention."įrom here, retention rules can be added and altered. To change this, start by creating a Retention Rule for storage. The first time Google Vault is accessed, there will be nothing retained by default. Once you are logged in, select Vault from the Apps dropdown Menu. If it is the first time accessing this account, Google may prompt you to sign out of all other accounts. Verify that the administrative role has been applied to the archive account. This ensures that the archive account will have full administrative access for the domain. Select the Super Admin option and click Update Roles. Click "Manage Roles" in the top left corner. While still in the account settings for the archive, scroll down a little bit to "Admin Roles and Privileges." In order to make the absolute most of Google Vault, the archive account will need Super Administrator privileges.Ĭlick on the "Admin Roles and Privileges" block to reveal the settings. The Google Vault license should now be reflected within the archive account settings. Google Vault is a rate of $4.17 per license assigned per month, or $50.00 per year for each license assigned. If Google Vault is not listed as an option to be assigned to the archive account, please contact we’ll get that sorted out. In the popup box, select Google Vault and click Save. Scroll down to the section with Licenses on the archive account.Ĭlick on "1 License” (this will vary depending on how many product licenses are active for that account) and click the blue "Manage Licenses" button in the top right. Select the archive account to access account-specific settings. Once that's confirmed, access the Users Panel for the G Suite domain through the Admin Console. Prior to starting this process, make sure to contact us to activate Vault on your domain. With the correct retention rules, simply delete all emails or files from the archive account - Vault will still have that data for an administrator to search and export at any time. No need to pay for additional storage, and no need to keep accounts open just to retain this data. What’s more is that there is no storage limit for data retained in Google Vault.Ĭombine Google Vault with the Cloudasta migration tool, and now there is one centralized account that can store all past employee data at minimal cost. Vault is Google’s native eDiscovery functionality that can indefinitely retain a user’s emails and Drive files even after they are deleted from that user’s account. We suggest, instead of paying for additional storage or for unlimited storage for all users, to simply add a single Google Vault license to the archive account. Either way, this can quickly become very expensive and unnecessary for most companies that are looking for a simple and affordable archiving solution. ![]() One possibility is to simply add additional Drive storage for that specific account, or to activate G Suite Business for the entire domain to get unlimited storage for every account. Now that the archive account has been created and we have successfully consolidated one inactive account into that archive, what should an administrator do if this archive account reaches the storage limits for Gmail and Drive? Adding Google Vault to an Archive Account
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