To ensure data security, regulatory compliance, and seamless operations, businesses require a robust archiving system. Google Vault is a powerful solution that provides comprehensive archiving functionalities. In this guide, we will explain what Google Vault is and answer key questions.
What is Google Vault?
Google Vault is an information governance and eDiscovery tool for Google Workspace users. It helps organisations retain, search, and export users’ Google Workspace data, including Gmail inboxes, Drive files, Chat messages, Meet recordings, Groups messages, Voice for Google Workspace text messages, voicemails, and call logs.
Vault is a powerful tool for organisations that need to comply with legal, regulatory, or industry-specific requirements. It can also be used to investigate incidents, protect sensitive data, and manage data retention.
Benefits of using Google Vault
There are many benefits to using Google Vault, including:
- Compliance: Vault helps organisations comply with legal, regulatory, and industry-specific requirements by providing a way to retain and export data for specific periods of time.
- eDiscovery: Vault makes it easy to search and export data for use in eDiscovery cases.
- Incident response: Vault can be used to investigate incidents and identify compromised data.
- Data protection: Vault can be used to protect sensitive data by allowing organisations to retain and export data for specific periods of time, and by preventing users from deleting data that is subject to a hold.
- Data retention management: Vault helps organisations manage data retention by providing a way to set rules for how long data is retained.
How does Google Vault work?
Vault works by retaining a copy of all Google Workspace data that is subject to a hold or retention rule. This data is retained even after users delete it from their accounts.
To use Vault, organisations must first enable it and create a matter. A matter is a container for the holds, searches, and exports related to a specific investigation or case.
Once a matter has been created, organisations can add users to it and place holds on their data. A hold prevents users from deleting data that is subject to the hold.
Is Google Vault a backup solution?
While Google Vault offers archiving and retention capabilities, it is not primarily designed to function as a comprehensive backup tool. Google Vault focuses on helping businesses meet their compliance and legal requirements by enabling them to retain, search, and export data, including emails and files, from their Google Workspace accounts.
However, for comprehensive data protection and recovery purposes, it is recommended to use dedicated backup solutions in conjunction with Google Vault.
Is Google Vault free?
No, Google Vault is not free. It is a paid add-on to Google Workspace. The cost of Vault depends on the number of users in your organisation and the amount of data that you need to retain. A UK Google Partner such as Refractiv can help you set up Google Vault for your organisation.
How much does Google Vault cost?
For most organisations, the best way to get Google Vault is by subscribing to specific Google Workspace editions, though it can occasionally be purchased as a standalone add-on for compatible lower-tier plans. If you need Vault for all users, the most common route is to move to Business Plus or an Enterprise plan.
If you are on a plan that doesn’t include Vault (like Business Starter or Standard), you may be able to purchase it as an add-on. Below are the UK list prices (ex-VAT) for 2026:
Annual Commitment: £3.60 per user/month
Flexible Plan: £4.32 per user/month
To search or retain a user’s data, both the admin using Vault and the user whose data is being searched must have a Vault license.
Does Google Drive have a personal vault?
No, Google Drive does not have a personal vault. Vault is a feature that is only available to organisations using Google Workspace.
How do I access Google Vault data?
Accessing data on Google Vault is a streamlined process. Authorised administrators can log in to the Google Vault platform using their Google Workspace account. Once logged in, administrators can use the search and export functions to access specific information and manage data retention policies as required.
Does Google Vault keep deleted files?
Yes, Google Vault does have the capability to retain deleted files based on the organisation’s retention policies. Administrators can set specific retention rules for different types of data, including emails and files stored in Google Drive. This feature ensures that crucial information is not lost and can be accessed in case it is required for legal or compliance reasons.
If a file is subject to a hold, it will be retained in Vault even after it is deleted from the trash.
Is Google Vault GDPR or UK GDPR compliant?
Google Vault is considered to be compliant with the General Data Protection Regulation (GDPR). Compliance with GDPR/UK GDPR is crucial for any organisation dealing with the data of EU and UK residents.
Google has made substantial efforts to ensure that its services, including Google Vault, align with GDPR requirements. This includes providing data processing terms that meet the GDPR standards, offering data protection features, and allowing customers to control their data in line with the GDPR principles. Google also provides tools and resources to help organisations understand how to use their services in a manner compliant with the GDPR.
Summary
In summary, Google Vault is a secure, user-friendly, and essential archiving tool that helps organisations in managing their data efficiently and complying with legal and regulatory requirements. Its seamless integration with Google Workspace makes it an indispensable asset for businesses, providing peace of mind and data compliance.
