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Google Vault: Keep Your Data Safe, Secure & Accessible

May 30, 2017
Google Vault: Keep Your Data Safe, Secure & Accessible

Information is this eras most valuable trading coin so everyone’s main concern is keeping their data safe and secure.  With such a large market there are plenty of solutions that offer layers of encryption, safe locations that no one can access, and various authentication methods that require more than one step for extra security. While all these methods sound safe they lack one important aspect: accessibility.

After all, in a company you need daily access to your safely stored information. Having to implement a complicated security measure every time you need to access a document is definitely a tedious and frustrating job!

That’s why Google created Google Vault – a secure location archiving your company’s most important information like emails, Drive content and even data from Groups and Hangouts. Google Vault is designed to manage, retain, search and export information that is usually sensitive within your company and could be lost if left in the care of employees.

In the event your business needed to retrieve historical scattered information and compile a report, this exercise could be very time consuming and costly. There is also a large chance you won’t be able to find all you need. Let’s say that one of your clients wishes to sue because of a previous project that was covered by a former employee. You would need to build a case by retrieving lots of documents and emails across multiple Google accounts. Even worse, if the former employee deleted the data (docs or emails) from their Inbox, it may not be retrievable at all. In such a desperate situation, Google Vault would come to the rescue with its eDiscovery features by performing a global search in your archive for everything concerning said client’s business. The search will bring up all historical documents and emails within seconds including deleted items allowing you to work on your court case with all the evidence you need.  

As you can see, Google Vault could really save the businesses a lot of time and expenses. Even more, it’s the perfect way to make sure you don’t lose any valuable information.

To learn more, take a look at the video below:

Why Google Vault?

Well, the app is easy to access (by people you trust) and can store information for as long as you need. We liked the fact that you can customise access privileges for each user so they’d only have access to files concerning their attributions.

You can also set retention policies (time for the data to be stored) for different groups which will allow you to differentiate between very important information and information you’ll need only for a while. Finally, the app also implements a Google Search style so you can find information quickly, even if accounts were closed or someone deleted the information on their computer or share of Drive. This way, you avoid data loss, accidental or intentional. However, you should know that this is not a backup solution since the Vault is designed for archiving and eDiscovery needs.

If you want to cover your business’s backup needs, we are partners with 2 of the best G Suite backup providers, Spanning & Backupify. So, please get in touch with us to find the best G Suite backup solution for your business.

Google Vault also offers the possibility to monitor an employee or department activity over a period of time. Thus, you can see emails sent, searches, chats, and more. So, if you’re still wondering why, Google Vault is a fantastic way to protect your business without increased costs.

How can I get Google Vault?

Vault is available only for customers using G Suite Business edition so it is time to consider an update (if you’re not a G Suite client yet). If you don’t have a G Suite Business account yet, we are here for you! Just give us a call or send us an email and we’ll help you through the entire process.

Related articles:

G Suite Cloud to Cloud Backups

G Suite Business – what’s included

Top 10 mistakes business owners make when using G Suite

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