Google Apps Vault FAQ
Purchasing and availabilityHow do I buy Google Apps Vault for my domain?
For instructions on buying Vault or starting a free trial, see Buy Google Apps Vault.
General administrationIf I delete a user from Google Apps, is this user's Google Apps Vault data also deleted?
Yes. If you delete a user, all the data associated with the user's account will be removed from Google. As a best practice, Google recommends suspending user accounts instead of deleting them. When using a tool like Google Apps Directory Sync, ensure that the tool is configured to suspend accounts instead of deleting them.
Do not delete the account. If you delete a user, you also delete that user's Vault archive.
If a user leaves your organization and you want to continue preserving that user's data in Google Apps Vault, a Google Apps administrator should suspend the user's account. Email data is preserved for a suspended account, but the account can receive no new mail. Note that suspended accounts are billed the same as active accounts.
No. For security reasons, Vault can only be accessed through ediscovery.google.com.
Vault supports queries in every language that Gmail supports.
RetentionIf I am an existing customer and I enable Vault, will my retention rules apply to existing content?
Yes. As soon as retention rules are enabled, Vault acts on all messages in Gmail, new and existing.
Retention periods can be changed by adjusting the period of the retention rule. If a message is subject to multiple rules with different retention periods, the message will be retained based on the rule with the longest duration.
Google Groups data are not in the scope of Google Apps Vault. However, email sent to a Google Group that delivers to user mailboxes is saved within Google Apps Vault. If Google Groups are configured to not deliver email directly to user mailboxes, the Group content is not saved in Google Apps Vault.
No. If you create retention rules with Google Apps Vault, a Google Apps administrator should disable the Email Retention setting in the Google Apps Admin console (under Settings > Email).
- If one email in a thread is retained, the entire thread is also retained.
- If one email in a thread is subject to being expunged, only that email will be expunged.
- Search results show only one email per thread. To view the entire thread, click the message.
- Exports will include the entire thread if one of its messages is matched by a query.
- Retention rules based on labels use the date of the last-labeled email in a thread for retention purposes, keeping in mind that emails sent after the label is applied may not have that same label. For example, if Email1 is labeled “Business” on April 4, and Email2 is sent in the same thread on April 15 (but isn’t labeled “Business”), a retention policy with the term “label:Business” applies its retention and expunge rules to Email1, but not Email2.
- The "conversation view" setting in user's account has no effect on these behaviors.
Gmail and chatIf a message isn't delivered in Gmail (for example, spam messages that are blocked), will Vault store it?
No. The message must be delivered to the mailbox for it to be archived in Vault.
Yes. Only "on the record" chats will be archived.
No. Admins can only require chats to be "off the record." Learn more.
There is no impact to Vault when users exceeds their Gmail quota. If users do hit their Gmail quota, they are subject to the normal Gmail restrictions once the quota is reached.
There is partial compatibility between Hangouts and Vault:
- Any history-on (in other words, on-the-record) messages can be searched, exported, and placed on hold for eDiscovery purposes.
- Retention and archiving policies will not be properly applied to history-on messages. For example, once a retention period has expired, history-on messages will be expunged from Vault, and they will no longer be searchable or exportable by Vault administrators or Vault users with the appropriate privileges. However, your users will still have access to their Hangouts histories.
To enable Google+ Hangouts, you must understand how Hangouts works with Vault and then accept a Vault-Hangouts amendment. This amendment appears for your acceptance when you opt in to Hangouts in the Admin console. Learn more.
If email messages are retained in Vault but have been deleted from a user’s Gmail mailbox, they can be restored. Note that this does not apply to chat messages. Before you restore messages, ensure that you comply with your organization’s legal and business policies.
- Follow these directions to export the messages from Vault to an MBOX file.
- Choose one of these options to import the MBOX file to Gmail:
- Import the MBOX file using a third-party tool such as EmailChemy.
- Convert the MBOX file to PST format using a third-party tool, such as Aid4Mail, then import the messages to Gmail using Google Apps Migration for Microsoft Exchange.
- Use Google Email Uploader for Mac. Note that you’ll need the username and password for the Gmail account you want to import the MBOX file to. If you are not a super administrator and the account has 2-step verification enabled, you’ll also need to disable it.
- Enable the Migration API.
- Download the Google Email Uploader.
- In Google Email Uploader, select the File menu.
- Select Add folder of MBOX files.
- In the Select mailboxes to upload window, select the MBOX file.
- Enter the username and password for the Gmail account you want to import the MBOX file to. We strongly recommend that you don’t select additional options.
- Click Upload.
MattersWhat happens to a matter when the account of the user who created that matter is deleted?
The matter remains in Vault. Any Vault user with the "Manage Matters" privilege can still share that matter with other Vault users.
It's important to remember, however, that user accounts on hold in the matter must not be deleted in the Admin console and also require a Vault license to stay on hold.
Add the following operator to your search terms: -(label:^deleted AND label:^r)