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JISHA KAMBO: Welcome to the Google Cloud Security Showcase,
a special web series where we'll focus
on security and information governance
use cases that customers can solve with G Suite.
My name is Jisha.
And I'm a product manager at Google Cloud.
Today we'll be walking through one of the top questions
we get from customers.
How can I control how long data is retained?
And what if my legal team needs my help?
With Google Vault, you can manage your G Suite data
according to your preferences using retention rules
as well as support your e-discovery needs
with advanced search and export capabilities.
Vault does not make a copy of data
and is therefore not a backup solution.
Instead, retention rules set in Vault act
on data in the original storage systems
and give you advanced control over your G Suite data,
letting you specify how long to keep certain data
and when to permanently delete it.
When faced by litigation or compliance needs,
you can use Vault to set holds, search your data,
and export it out of G Suite.
Now let's see Vault in action.
I'm now on the home page of Google Vault.
I'm going to first click on retention
in the left-hand menu.
And on this page, I see a list of all existing rules.
Let's say your legal team wants to keep all Google Drive
data for five years.
On this page, you can hover over Drive
and click on the Edit icon to set a new rule.
I'm going to choose the duration of five years
from the date a file is created.
And then I can choose whether to only get rid of documents
that users have already cleared from trash
or get rid of all documents after five years.
I'm going to choose the second option, which
means that users will also lose documents that they still
have access to if they are more than five years old.
I'm going to now hit Save to save this rule.
And I'm asked to acknowledge a few things.
Note that if any users are on hold,
the hold will override this retention rule.
And their documents will be kept indefinitely.
I'll show you holds in just a bit.
With this retention rule we just created,
you have now ensured that all drive data
is available through Vault for five years
even if users delete documents.
Now if you need to discover and export
relevant data for a legal investigation,
you can perform e-discovery related operations
within a construct we call a matter.
Suppose your legal team has asked
you to find the secret formula for instant coffee developed
by a team of researchers at your company.
Let's create a matter for this investigation.
I'm going to click on Matters in the left hand menu here.
And then I'm going to hit Create and name this matter secret
formula.
When I create a new matter, I first land on the holds page.
My legal department has asked me to put a key user
Ashley on hold so her drive data stays intact
until this investigation is complete.
To create a new hold, I'm going to hit Create Hold
in the left hand menu here.
I'm going to name this hold secret formula.
I'm going to choose to apply it to Google Drive
and pick Ashley as the user that this hold applies to.
This hold we just set will ensure
that drive documents accessible by Ashley
are held indefinitely until this hold is removed.
Now let's try to search for this secret formula document.
I'm going to hit Search in the left hand menu
and choose to search drive data.
And let's start by searching Ashley's account.
I can put a few more conditions in this search
such as dates or terms.
I'm going to use the keyword formula.
And let's see if something matches.
I can click on the results to preview them
within Vault. So let me click on the first results here.
And this document looks promising.
It looks like the secret formula my legal team is looking for.
So I can export these results right from this page
by hitting export results.
I'm going to name this export secret formula as well.
And once I kick off this export, I
can see the status of this export from the Export tab
in the left hand menu.
And when this export is complete,
I can download a zip of results.
With that, you've successfully discovered and collected
information for a legal investigation.
If you have G Suite business or G Suite Enterprise,
you're already licensed for Google Vault and can access it
at e-discovery.google.com.
Thank you for tuning in.
Please visit cloud.google.com/security
for more content from Google Cloud experts.
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