Google Vault

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Google Vault is an add-on for Google Apps that lets you retain, archive, search, and export your organisation’s email for your eDiscovery and compliance needs.

Vault is entirely web-based, so there’s no need to install or maintain any software. You can buy Vault licenses for an additional $7 per user, per month.

Why use Google Vault?

Google’s cloud servers are the most secure servers on the planet, so why would anyone need an additional backup system? There are 2 main reasons:

  1. Compliance: Some organisations need to archive emails instantly to a place where these emails can’t be deleted or tinkered with, and which provides them with a quick and easy way of retrieving information for a given search criteria, or “matter”.
  2. User Error: As safe as those cloud servers are, they can’t protect you from user error or deliberate sabotage. If an employee accidentally or deliberately deletes emails, there is only a small window of time to recover them, and may involve numerous hurdles to find what you are looking for. With Vault, everything is retained indefinitely by default without the ability of any user to delete or modify content.

Why Use Google Vault

Google Vault provides the following eDiscovery services:


Retention Policies

Define retention policies that are automatically applied to your email and chat messages.

Email & Chat Archiving

Your email and chat messages are archived and retained according to your policies, preventing inadvertent deletions.

E-Discovery & Search

Be prepared for litigation and compliance audits with powerful search tools that help you find and retrieve relevant email and chat messages.

Legal Hold

Place legal holds on users as needed. Email and chat messages can’t be deleted by users when they’re placed on hold.


Export specific email and chat messages to standard formats for additional processing and review.

Audit Reports

Run reports on user activity and actions in the archive. Searches, message views, exports and more are shown.

Drive file search

Search your domain’s Google Drive accounts by user account, organizational unit, date, or keyword. Search results include Google file types as well as non-Google file types such as PDF, DOCX, and JPG.

Email search

Search your domain’s email and on-the-record chats by user account, date, or keyword. Vault supports Boolean, Gmail-specific, and wildcard operator searches.

How it works Google Vault


How it works

All of your company’s emails are routed through Google’s Vault servers which capture all data (sent/received emails, chats and attachments) that a user has in their account. Vault can also search your domains Google Drive files of individual users or across the entire organisation to locate many different file types.  The Vault repository can only be accessed by your designated Administrators who will be able to perform detailed searches on any criteria in question, and can search for items throughout your entire domain (ie. across all users). Search results can be based on key words or messages and are returned within seconds, making Vault a very powerful tool for organisations who require e-discovery for things like legal matters, medical records, financial records, etc.

Google Vault allows Administrators to grant end users within the domain, the ability to search their own records and create “matters”, which helps to group and organise searches.


If you would like to learn more about Google Apps for your organisation, you can either complete our online form or download our brochure and complete the application form. You will be contacted by a CloudM8 representative to discuss taking you to the cloud.

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CloudM8 is the cloud division of Crystal Integrated IT Solutions. We specialise in delivering cloud based solutions to small and medium sized businesses. We help our clients to thrive by aligning available cloud technologies with their goals, objectives and cost requirements. We leverage our expertise, vendor relationships, and a diversified range of best-of-breed cloud services to create custom solutions with tangible value.

CloudM8 are a Google Apps Authorised Reseller and we offer assessment, deployment, training, and consulting services designed to assist you through the full life cycle of your Cloud Solutions. Beyond picking products, running trials, and setting up accounts, we focus on making sure that your Cloud Solutions integrate with your people and processes, as well as your existing technology and functional needs.