Secure Your Business Data with Google Vault | The G Suite Show

Secure Your Business Data with Google Vault | The G Suite Show

[MUSIC PLAYING] JIMMY TRAN: Hi there. Welcome to another episode
of the G Suite Show. KEVIN HANSON: So here’s
an important question for businesses. How do you keep your data
safe and secure, while also keeping it accessible? For example, imagine
your company’s data was this plate of cookies. JIMMY TRAN: Are those
your mom’s famous cookies? KEVIN HANSON: Oh. And you wanted to keep
them away from someone who should remain nameless. JIMMY TRAN: Oh, OK. KEVIN HANSON: Like
maybe put them inside of a safe, behind
lock and key, deep inside a lair of
self-driving car development. JIMMY TRAN: Seems
a bit dramatic. Also makes it
sound like it would be difficult to snack on
them if you wanted them. KEVIN HANSON: That’s true. JIMMY TRAN: Anyways, that’s
why we created Google Vault– to show that you don’t have
to sacrifice security for ease of access and flexibility. [SOUND EFFECTS] Google Vault lets you
retain, search, and export your company’s valuable data. Vault can archive
your Gmail accounts, Drive files, and even the
data from Groups and Hangouts. KEVIN HANSON: And it’s
entirely web-based, so there’s no need to
install any software. JIMMY TRAN: So who has
access to all these cookies– I mean data, anyways? KEVIN HANSON: Me, my
best friend Ria, and you. With Google Vault, you
can customize exactly what your administrators have
access to with highly customizable privileges. JIMMY TRAN: An administrator
can have the ability to look at and manage the
data for the entire company. KEVIN HANSON: So much power! JIMMY TRAN: Or just the ability
to search data from users in a specific department,
say narrowed down to HR. So there are a few different
things you can do with Vault. KEVIN HANSON: For
example, if you want to set how long files
or messages should be kept, administrators have access
to set retention policies. And they can be kept for either
a month, or a year, or forever. JIMMY TRAN: And you can set
different retention policies for different organizational
units or Team Drives. For example, I can
create a custom retention rule for Gmail. I click Retention,
then Create Rule. The rule can apply to
the whole org, or just one organizational unit. I’ll apply this rule
to the Support team. I can set a date
range so that I only retain email from
that time period, and add any terms to the search,
like Has Attachment or Is Set. Next, I choose how
long to retain them, and what to do after
that time period ends. KEVIN HANSON: This way, you
can have a default retention of three years for your
whole organization, keep HR documents for two
years, and Finance for seven. JIMMY TRAN: The administrator
can also place any legal holds on employees’ files so that they
are preserved in Google Vault, even if the employee
deletes them. Holds are useful for
legal or compliance requests, such as lawsuit. KEVIN HANSON: Lawsuit. You mean if purely
hypothetically, I got sued because I turned the
water cooler into a fish tank, and then someone
drank my goldfish. JIMMY TRAN: That
seems pretty specific for a hypothetical situation– KEVIN HANSON: Look,
Frank needed more space. JIMMY TRAN: Oh, yeah. Yeah, Carol wasn’t happy
with drinking that fish. KEVIN HANSON: No. JIMMY TRAN: To place a hold, I
click Create Hold, and name it. I can specify Mail,
Drive, or Groups. And I can set it for a
whole department, or just a specific account. Once I’ve made my hold, I can
search for specific users, or within Team Drives. Or even choose between searching
only the users’ held data or all data they have access to. When I find the files I
need, I can just export them. So what happens if somebody
leaves the company? KEVIN HANSON: Ah,
like my goldfish. Rest in peace, Frank. JIMMY TRAN: No, I
meant actual people. What happens to their data? KEVIN HANSON: Actual
people, right. So when a user
leaves the company, the admin will
suspend their account. And once the account
is suspended, the data is still
fully protected and searchable inside
of Google Vault. JIMMY TRAN: You can then
easily search that user’s files within Vault. Go
to the Search page, choose the corresponding
parameters, enter terms, and click Search. KEVIN HANSON: Vault
uses in-place archiving, which means it doesn’t
make copies of my data. Instead, it just tags
the actual live data for archiving and searching. I don’t need to
worry about securing multiple copies of
my data or having separate indexes to search. JIMMY TRAN: It’s
all in one place, covered by Google-grade
security and accessible with the Google-grade search. KEVIN HANSON: See,
with Google Vault, it’s easy to keep
your data secure, organized, and accessible,
like these cookies. Hey, where did they go? JIMMY TRAN: What cookies? KEVIN HANSON: Ah! Well let us know what
you think about Google Vault in the comments. JIMMY TRAN: Until next time. Hey, they’re really good, man! Hey, we’re rolling out Google
Cloud Search for our G Suite business and enterprise users,
allowing them to effortlessly search across all
their G Suite Apps. To learn more, check
out last week’s episode. [MUSIC PLAYING]

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About the Author: Oren Garnes


  1. if the cookies represent data being kept from Jimmy inside vault, does him eating them all at the end represent a data hack?

  2. is that correct that the "restore" of the files for Drive, is doing a conversion? and not just restoring the datas on the same place (or better with the option to restore somewhere else) ???

  3. Must say i'm looking forward for these videos. First to learn more about the G suite but also the videos themselves are entertaining.

  4. When an employee leaves the company we delete the mailbox (not suspend) so we won't pay extra for a not used mailbox. in that case, will Google Vault still keep all his mails etc?

  5. G-Suite Kalender Funktionalität leidet extrem dank von Google neu 2017 erzwingen Design!!!
    Google ist böse und hat keinen Kunden-Support !!!

    G-Suite Calendar functionality suffers greatly thanks to Google re-enforcing 2017 design !!!
    Google is evil and have no customer Support !!!

  6. ????!!! Welcome$! Thanks for the prerecorded which is raised . The concourse lends you the G suite supply for you & your party #GSuiteGoogleEmailHosting

  7. I don't understand, earlier it said that emails were in vault even if employee deletes, but then at the end it says that searching flags the live data, so if employee deletes an email, is it still searchable? Is it live data? Or is it copied into vault?

  8. Anyone else think Jimmy was told to put that jumper on because his shirt was too similar to Kevins?

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