Set retention rules for Hangouts Meet

Use retention rules to control how long Hangouts Meet data is retained for eDiscovery purposes.

Before you set retention rules, we strongly recommend you read about how retention works.

WARNING: An improperly configured retention rule can cause the immediate and irreversible purging of data from user accounts. Use caution when creating or changing retention rules. We recommend that you test new rules on a small group of users before applying them to your entire organization.

Important information about Hangouts Meet and retention

Don't enable retention for Hangouts Meet until you create retention rules

Retention for Hangouts Meet is disabled by default. You must create retention rules for your Hangouts Meet recordings before you turn this feature on.

If you turn on Hangouts Meet retention before retention rules are in place, Meet recordings will be unprotected. Some recordings could be expunged during this lapse in retention coverage.

Meet retention rules apply only to original recordings

Recordings aren't subject to Meet retention rules when users:

  • make a copy of a recording
  • download a recording, and then upload it to Drive

Copies of Meet recordings are instead subject to any applicable Drive retention rules.

Create custom retention rules for Hangouts Meet

  1. Sign in to Vault and click Retention.
  2. Click Create Rule.
  3. Choose Hangouts Meet and choose an entity from the drop-down list:
    • Organizational unit:
      1. Click the button to choose an organizational unit
      2. (Optional) Check Include results from Team Drives if you want this rule to apply to Team Drives associated with members of the organizational unit.
    • All Team Drives—Apply the rule to all Team Drives in the domain.
    • Specific Team Drives— Click Find Team Drives to enter a member account and apply the rule to a specific Team Drive.
  4. Choose how long to keep files:
    • Choose indefinitely to permanently retain recordings covered by this rule. Click Save to create the retention rule. You're done!
    • To discard files after a period of time, enter the number of days, from 1 to 36,500. Specify whether the rule will be based on when each file was created or when it was last modified.
  5. Click Preview to display a list of files that will be covered by this retention rule. Examine the list to verify that you've set the rule correctly. Make sure it does not permanently delete data that users may need.
  6. Click Save to create the rule.

Create a default retention rule for Hangouts Meet

  1. Sign in to Vault and click Retention.
  2. On the list of Default retention rules, click Hangouts Meet.
  3. Check the box to set a default retention rule for Hangouts Meet.
  4. Choose whether to keep recordings indefinitely or expunge them after a period of time.
  5. Choose how long to keep files:
    • Choose indefinitely to permanently retain all files. Click Save to create the retention rule. You're done!
    • To discard files after a period of time, enter the number of days, from 1 to 36,500. Specify whether the rule will be based on when each file was created or when it was last modified.
  6. Choose what to do with files past the duration you selected:
    • Choose the first option to expunge just the files that users have already deleted.
    • Choose the second option to expunge all files. This includes recordings that are in users' Drives. It also includes recordings that have already been deleted.
  7. Click Save to create the rule.

(Optional) Enable dedicated retention rules for Hangouts Meet

Once you've created retention rules for Hangouts Meet, you're ready to apply those rules to your domain's recordings:

  1. Sign in to Vault and click Retention.
  2. Click Settings and check the box for Hangouts Meet; click Save.
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