Retain Google Meet recordings and logs with Vault

As part of your organization's information governance plan, you can control how long Google Meet recordings and logs are retained. Use retention rules to set how long to keep Meet data and when to delete them, if ever. By default, Meet data is subject to retention rules for Drive because the files are stored in Drive. To manage the retention of Meet data separately from other Drive items, you can set Meet-specific retention rules. These rules don't take effect until you enable Meet retention rules in Vault's retention settings.

Set custom retention rules to keep data that matches specific conditions for set time. Set a default retention rule when you need to keep all data for a service for all licensed accounts in your organization for a set time. Custom retention rules override default retention rules, even when the default retention rule has a longer retention period.

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

WARNING: An improperly configured retention rule can allow Meet to immediately and irreversibly purge recordings and logs. Use caution when you create or change retention rules. We recommend that you test new rules on a small set of accounts before you apply the rules to your entire organization.

Important information about Meet and retention

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

Meet-specific retention is disabled by default and Meet data is retained according to Drive retention rules. If you turn on Meet retention before you set Meet retention rules, Meet data isn’t protected from deletion. Some Meet data might be purged during this lapse in retention coverage because it’s no longer protected by Drive retention rules.

Meet retention rules apply to original records and chat, Q&A, and polls logs

Meet retention rules apply to original Meet recordings and the logs for in-Meet chat, Q&A, and polls associated with recorded meetings.

Copies of these files, or versions that were downloaded and uploaded to Drive, are subject to Drive retention rules.

Drive holds always apply to Meet recordings and their associated logs

When you turn on Meet-specific retention rules, Drive holds still apply to Meet recordings and chat, Q&A, and polls logs.

Set a custom retention rule for Meet

These steps are for new Vault (vault.google.com). Go to steps for classic Vault

  1. Sign in to vault.google.com.
  2. Click Retentionand thenCustom Rulesand thenCreate.
  3. For the service, select Meet and then click Continue.
  4. Choose an entity:
    • Organizational unit—Apply the rule to a specific organizational unit:
      1. Click the field and choose an organizational unit.
      2. (Optional) To apply the rule to shared drives that accounts in the selected organizational unit are members of, enable Include results from shared drives.
    • All shared drives—Apply the rule to all shared drives in your organization.
    • Specific shared drives—Apply the rule to a shared drive shared with a specific account.
      1. Click Add shared drives.
      2. Enter one or more accounts and click Find.
      3. Select one or more shared drives.
      4. Click Add.
  5. Click Continue.
  6. Choose how long to keep files:

    • To permanently retain files covered by this rule, select Indefinitely.
    • To discard files after a set time:
      1. Select Retention period.
      2. Enter the number of days, from 1 to 36,500.
      3. Select the reference time for the start of the retention period.
  7. If you set a duration, choose what to do with the data after the retention period ends:
    • To purge only the data that users deleted, choose the first option.
    • To purge all data, choose the second option. This rule can purge both deleted data and data in users' Drives.

      Warning: If you enabled dedicated Meet rules, Vault immediately allows Meet to purge data that exceeds the retention duration when you create a rule. These files might include data users expect to keep. Do not proceed to the next step until you’re sure the rule is configured correctly.

  8. Click Create. If you set a retention period, Vault asks you to confirm you understand the rule's effects. Check the boxes and click Accept to create the rule.

Set the default retention rule for Meet

These steps are for new Vault (vault.google.com). Go to steps for classic Vault

When turned on, the default Meet retention rule applies to all Meet data that isn't covered by a custom rule or a hold, including recordings in My Drive and in shared drives.

  1. Sign in to vault.google.com.
  2. Click Retention. The list of default retention rules opens.
  3. Click Meet "".
  4. Choose how long to keep files:

    • To permanently retain files covered by this rule, select Indefinitely.
    • To discard files after a set time:
      1. Select Retention period.
      2. Enter the number of days, from 1 to 36,500.
      3. Select the reference time for the start of the retention period.
  5. If you set a duration, choose what to do with data after the retention period ends:
    • To purge only the data that users deleted, choose the first option.
    • To purge all data, choose the second option. This rule can purge both deleted data and data in users' Drives.

      Warning: If you enabled dedicated Meet rules, Vault immediately allows Meet to purge data that exceeds the retention duration when you save the rule. These data might include files users expect to keep. Do not proceed to the next step until you’re sure the rule is configured correctly.

  6. Click Save. Vault asks you to confirm you understand the rule's effects. Check the boxes and click Accept to save the rule.

(Optional) Enable dedicated retention rules for Meet

These steps are for new Vault (vault.google.com). Go to steps for classic Vault

Meet recordings are retained by Drive retention rules until you change Vault settings and enable Meet retention rules.

To apply Meet retention rules to Meet recordings and associated logs instead of Drive retention rules:

  1. Sign in to vault.google.com.
  2. Click Retentionand thenSettings.
  3. Next to Meet, select Retained by Meet rule.
  4. Click Save.

 


Use classic Vault

Click below to open steps for classic Vault (ediscovery.google.com). Go to steps for new Vault

Set retention rules for Meet in ediscovery.google.com

Create a custom retention rule for Meet

  1. Sign in to Vault and click Retention.
  2. Click Create Rule.
  3. Choose Meet and choose an entity from the entity menu:
    • Organizational unit:
      1. Click the menu and choose an organizational unit
      2. (Optional) Check Include results from shared drives if you want this rule to apply to shared drives associated with members of the organizational unit.
    • All shared drives—Apply the rule to all shared drives in the organization.
    • Specific shared drives— Click Find shared drives to enter a member account and apply the rule to a specific shared drive.
  4. Choose how long to keep files:
    • To permanently retain recordings covered by this rule, choose Indefinitely.
    • To discard files after a set time, enter the number of days, from 1 to 36,500. Choose the reference date for the duration, either when a recording was created or when it was last modified.
  5. Click Preview to display a list of files that are covered by this retention rule. Examine the list to verify that you set the rule correctly. Make sure it doesn't permanently delete data that users might need.
  6. Click Save to create the rule. Vault asks you to confirm you understand the effects of this retention rule. Check the boxes and click Confirm to create the rule.

Set a default retention rule for Meet

The default retention rule applies to all recordings that aren't covered by a custom rule or a hold, including recordings in My Drive and in shared drives.

  1. Sign in to Vault and click Retention.
  2. On the list of Default retention rules, click Meet.
  3. Check the box to set a default retention rule for Meet.
  4. Choose whether to keep recordings indefinitely or expunge them after a set time.
  5. Choose how long to keep recordings:
    • To permanently retain all recordings, choose Indefinitely.
    • To discard recordings after a set time, enter the number of days, from 1 to 36,500. Choose the reference date for the duration: when a recording was created, when it was last modified, or when it was deleted.
  6. If you set a duration, choose what to do with recordings after the retention period expires:
    • To expunge only the recordings that users have already deleted, choose the first option.
    • To expunge all recordings, choose the second option. This rule can expunge both deleted recordings and recordings in users' Drives.
  7. Click Save to create the rule. Vault asks you to confirm you understand the effects of this retention rule. Check the boxes and click Confirm to create the rule.

(Optional) Enable dedicated retention rules for Meet

After you create retention rules for Meet, you can apply those rules to your organization's recordings:

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

 

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