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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.
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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.
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