- What is Google Vault?
- Use Cases for Google Vault
- Who Needs Google Vault and Who Does Not?
- Understanding the Difference between Backup and Archive
- Why Shouldn’t You Use Google Vault as a Backup Solution?
- Use Cases for Backup Solution
- Frequently Asked Questions about Google Vault
Despite common thought, Google Vault is not a backup solution.
What is Google Vault?
Use Cases for Google Vault
1. Retain organizational data for as long as necessary,
2. Search for some specific data in case of inquiries, and
3. Export the search results for further review.
How to Retain Data using Google Vault?
How to Search for Data in Google Vault?
Note:Advanced search option includes searching within account(s), emails sent on a specific date range, and searching for emails with attachments, to name a few.
How to Export the Search Results from Google Vault?
Note: Emails will be downloaded in either PST format or MBOX format. You will need an email client like Outlook to view them.
To know about creating holds and matters, setting retention rules, and generating reports in Google Vault, check out Google Vault: The Ultimate Guide for IT Administrators 2019.
Who Needs Google Vault and Who Does Not?
Small Businesses Don’t Need Google Vault
Note: SysCloud provides basic search functionality that will address the eDiscovery needs of a small business.
Large Organizations Need Google Vault and a Backup Solution
Why Shouldn’t You Use Google Vault as a Backup Solution?
- Without a built-in restore feature, organizations will have a hard time restoring data in the event of a data loss.
- Google Vault does not retain data of deleted accounts; however, Google Vault retains (not backs up) the data of suspended users. Be aware that you will be billed for suspended users as active users.
- Even though Google Vault restores data from Gmail, Drive, Groups, and Meet, restoring data from Google services like Calendar and Contacts is not possible.
- There is no second copy of your organizational data. This can become a problem during Google outages.
- Google Vault does not retain sharing permissions and folder structure which makes it difficult for the users to organize their exported data from Google Vault.
Understanding the Difference between Backup and Archive
Backup: A backup solution is meant to protect the data that’s currently in use at an organization by continuously taking second copies and securing them.
Archive: An archive is used for keeping your historical data aside in an organized way for future reference. This becomes helpful when you have to search for a specific piece of data, which is decades old.
- Allows to recover and restore critical business data in case of unforeseen data loss
For example, backup solution platforms like SysCloud take a scheduled backup of all the Google Workspace apps and data is available for instant restore.
- Contains historical data stored for investigation or legal purposes.
- Archives are meant for data search and do not have an option to recover or restore data
For example, Google Vault is an archiving and eDiscovery tool that retains data for as long as necessary. It is not meant to recover data as a backup solution does.
Use Cases for Backup Solution
A backup solution like SysCloud lets you do two major things:
- Back up your organizational data.
- Restore/Export the backed up data.
Viewing Your Backed-up Data
Restoring Data Using SysCloud Backup Solution
Restore All Your Emails
Here is how you restore your entire email account with SysCloud.
To know more about Backup, Check out our in-depth article on Gmail Backup and Google Drive Backup.
Frequently Asked Questions about Google Vault
Q: Is Google Vault a backup?
A: No. It is an archiving and eDiscovery solution.
Q: How much does Google Vault cost?
A: Google Vault comes as an add-on for Google Workspace Business, Enterprise, and Education plans. A Google Workspace Business plan costs $10 per user/per month, whereas the Enterprise plan costs $25 per user/per month. The Education plan is free.
Q: Does Google Vault backup Google Drive?
Q: Does Google Vault back up Calendar?
A: Google Vault does not back up anything. Google Vault archives Gmail, Drive, Hangouts, Chat, and Groups but not Calendar or Contact.
Q: How long is data kept in Google Vault?
A: The data can be stored in Google Vault based on different retention policies the organizations set for Vault. In case of accidental deletion, administrators can recover the data within 30 days for active users and within 20 days if the user is deleted.
Q: Can I back up user data to Google Vault before deleting a user?
A: No. Once an admin deletes a user, Google removes all the data associated with that user.
Q: Does Google Vault archive the data of former employees?
A: It depends. Google Vault archives the data of suspended users and not deleted users. Google Workspace admins can suspend the user, but suspended users will be billed as active users.
Q: Is Google Vault a backup solution if set for a long period?
A: Google Vault is an archiving solution used to retain historical data for a long period. It can never replace a backup solution.