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Google Vault questions... 2 Recommended Answers 6 Replies 10 Upvotes
1) Does Vault archive Drive files that are just owned by me, or all files I've added to My Drive?
2) Can I activate Vault to archive just Drive, and not Gmail (and do this by user as well)?
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Yes. That document would be searchable as it is shared with you directly.
If it was made public (with link only) it would not be shared directly, thus then not discoverable.
If you "Add to my Drive" then it becomes directly shared and then discoverable.
Key point: If the document is unshared, then it's no longer discoverable. I have just tested this to confirm.
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Hi Dan Keyes,
Welcome to the G Suite Administrator (formerly Google Apps) Forum.
If you are an Enterprise subscription you can apply Drive only retention policy.
Note: Drive Enterprise customers can set retention rules only for Drive.
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Rob Ardill
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G Suite Administrator Help Community
Regards
Rob Ardill
Product Expert
G Suite Administrator Help Community
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Hi Dan Keyes,
Welcome to the G Suite Administrator (formerly Google Apps) Forum.
If you are an Enterprise subscription you can apply Drive only retention policy.
Note: Drive Enterprise customers can set retention rules only for Drive.
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Regards
Rob Ardill
Product Expert
G Suite Administrator Help Community
Regards
Rob Ardill
Product Expert
G Suite Administrator Help Community
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Neither of my questions is answered in the links provided above.
I am ready to activate Vault for my organization, but we're not sure we want to archive Gmail for certain employees. Can I activate for Drive only for those specific people?
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The next question is, if I add files owned by someone else to My Drive, do those files become searchable in the Vault archive, even if the owner does not have a Vault license?
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Hi Dan,
Apologies if it wasn't clear.
1st link states if you have an Enterprise Subscription you can enable Vault for just Drive only. All other editions you only have the option to enable Vault (Gmail + Drive).
Vault is on for all users that have licenses. If you are using a Basic subscription, only those accounts with licenses will be subject. All other editions have it included. There you need to setup custom retention rules per OU.
If you don't want Vault on for some users you can create custom policies for Drive and not mail or vice versa. You can tell Vault to expunge email/files after 1 days if the user has deleted it.
If you don't want Vault on for some users you can create custom policies for Drive and not mail or vice versa. You can tell Vault to expunge email/files after 1 days if the user has deleted it.
Vault can search Drive for all files owned by and directly shared with the users specified in your search entry.
I trust that answers your question.
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Rob Ardill
Product Expert
G Suite Administrator Help Community
Regards
Rob Ardill
Product Expert
G Suite Administrator Help Community
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Here's my concern. We are setting up Google Vault for our organization. Using me as an example, say my wife, who not a part of our organization but who has a personal Google account, shares a Google Doc for a household grocery list with me at my work address. Are you saying that that document would be then searchable by Vault administrators, since it was shared to my work account?
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Yes. That document would be searchable as it is shared with you directly.
If it was made public (with link only) it would not be shared directly, thus then not discoverable.
If you "Add to my Drive" then it becomes directly shared and then discoverable.
Key point: If the document is unshared, then it's no longer discoverable. I have just tested this to confirm.
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