Place Google Voice data on hold

As part of your Google Workspace data eDiscovery projects, you can use holds to preserve supported Google Voice for Google Workspace data types indefinitely to meet legal or preservation obligations. You can apply a hold to individual accounts or all accounts in an organizational unit. Holds override retention rules, so data on hold is protected from your normal data governance rules that might purge it otherwise.

If your Google Workspace administrator deletes a user's account in the Admin console, the user's data is no longer available in Vault and cannot be restored. If you want to hold or retain a user's data, the user must have both Google Workspace and Vault licenses. Learn more about Preserving data for users.

For more information about holds, see the holds FAQ.

Important information about Voice and holds

Voice license requirements

A user must have a Voice Standard or Premier license for Vault to retain, search, hold, or export their Voice data.

For text messages, the Voice user must have a phone number that supports text messaging. Learn more

Vault doesn't support retention or holds of Voice data for accounts with Archived User or Vault Former Employee licenses.

Items on hold are visible to users

When you create a hold, items covered by the hold remain visible to the user, even when a retention rule should have removed the files from that user's view.

Voice text messages are bundled into daily conversations

In supported countries/regions, Voice users can exchange text messages with other Voice users and with non-Google phone numbers. Vault handles text messages as follows:

  • Text messages exchanged between participants in a day are bundled into a conversation. For Vault purposes, the day begins at 12:00 AM (GMT-7) and ends at 11:59 PM (GMT-7).
  • When a conversation exceeds 500 messages or 4 MB (not including attachments), Vault splits it into smaller groups of messages for preview and export.
  • The last modified date of a conversation is based on when the last message in the conversation was sent. The last modified date isn't affected when a user deletes a message.

Place a hold on Voice data

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

  1. Sign in to vault.google.com.
  2. Click Matters.
  3. If the matter already exists, click it to open it. Otherwise, create a matter:
    1. Click Create.
    2. Enter a name for the matter and, optionally, a description.
    3. Click Create.
  4. Click HoldsCreate.
  5. Enter a unique name for the hold.
  6. Click Choose serviceand then Voice.
  7. Click Continue.
  8. Select the scope of the hold:
    • Specific accounts—Enter one or more account or group email addresses.
    • Organizational unit—Select an organizational unit.
  9. Select what kind of data to hold. By default, all supported Voice data types are selected. To exclude a data type, uncheck the box.
  10. Click Create.

Edit a hold on Voice data

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

You can change some hold parameters, but you can't change the service (Voice to another service) or the scope type (such as accounts to an organizational unit).

  1. Sign in to vault.google.com.
  2. Click Matters and then the matter that contains the hold.
  3. To change the accounts or organizational units that are covered by the hold:
    1. Click Scope.
    2. Add or remove accounts or change the organizational unit.

      Note: You can't add accounts to a hold that covers an organizational unit, and you can't add organizational units to a hold that covers specific accounts.

      If you remove all accounts, you're prompted to delete the hold.

  4. To change the data types the hold applies to:
    1. Click Scope.
    2. Check or uncheck the boxes next to the data types.
  5. Click Save.

Use classic Vault

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

Place Voice data on hold in ediscovery.google.com

Place Voice data on hold

  1. Create or open the matter that will contain the hold.
  2. Click Create Hold.
  3. Enter a unique name for the hold. 
  4. Choose the type of hold: Voice.
  5. Choose which types of Google Voice data the hold applies to.
  6. Click the user drop-down list to apply the hold to either individual accounts or to an organizational unit:
    • Accounts—Enter one or more email addresses for the accounts to put on hold.
    • Organization—Choose an organizational unit from the drop-down list.
  7. Click Save to create the hold.

Modify an existing hold on Voice

You can change some of the criteria of a hold. However, you can't change the name or service, or switch between accounts and organizational units.

  1. Open the matter that contains the hold.
  2. Click the hold, then click Edit Hold.
  3. Modify any of the following criteria:
    • Google Voice data—Add or remove type of Google Voice data that the hold applies to.
    • Accounts or organizational unit—Add or remove accounts or organizational units. If you try to remove all users, you're prompted to delete the hold. 
  4. Click Save.
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