Google Vault retention and eDiscovery basics

What is Google Vault?

Google Vault is the retention and eDiscovery tool for Google Workspace. It works on data in supported apps, including Gmail, Drive, and Google Chat, and you manage it from its own console with administrator privileges.

Vault is included in Business Plus and Enterprise editions. It is not included in Business Starter or Business Standard. Business Plus is $22 per user per month on an annual plan, as of October 2026. If you are deciding between editions, compare Business Standard vs Business Plus.

Vault is not a backup tool. It preserves and finds data for policy and legal reasons, but it is not designed to restore a user's mailbox or Drive to an earlier state. For where Vault fits in your wider setup, see our Google Workspace security and HIPAA guide.

How do retention rules work?

Retention rules tell Vault how long to keep data in a given app. There are two kinds:

• Default retention rules apply to all data in an app across your organization.
• Custom retention rules apply to a narrower scope, such as one organizational unit, or mail that matches certain terms.

A rule can keep data indefinitely or for a set period. When a set period ends, data covered by the rule can be permanently deleted, and in some cases that includes items still in users' accounts. That is why a careless rule can do real damage.

Before you create a rule:

1. Write down your retention policy for each type of record, with input from your compliance officer or counsel. Federal and state rules may set minimum periods for some records.
2. Start with a narrow scope, such as a test organizational unit, and confirm the rule behaves as expected.
3. Document every rule and the reason for it.

What is the difference between a retention rule and a hold?

A retention rule is a standing policy for everyone over time. A hold preserves data for specific people or organizational units for as long as the hold is in place, usually because of a legal matter or investigation. Holds take priority over retention rules, so data under a hold is preserved even if a retention rule would otherwise delete it.

Holds are created inside a matter, which is Vault's term for a case or project. Remove holds when the matter is closed, so data returns to your normal retention policy.

How does eDiscovery search and export work?

eDiscovery in Vault works by creating a matter, searching for data, and exporting what you find. You can search by account, organizational unit, date range, and search terms, preview results, and export them in standard formats. Mail exports can be produced as MBOX or PST files.

Vault records what administrators do inside it in an audit log. Limit Vault access to the few people who need it, because it can reach data across the whole organization.

What happens to Vault data when someone leaves?

When you delete a user's account, Vault no longer preserves that user's data, even data under a hold. Files the user stored in shared drives belong to the shared drive and stay. Before you delete anyone whose data you may need, export it, or move the user to an Archived User license if your edition offers it. That keeps the data available to Vault at a lower cost than a full license. Our guide to offboarding employees in Google Workspace covers the full sequence.

If you handle protected health information, retention is part of your HIPAA program. Compliance depends on configuration and use, so confirm your retention periods with your compliance officer or counsel, and read Is Google Workspace HIPAA compliant?.

Next step

If you want help setting up Vault rules that match your policy, see our HIPAA setup service or contact us.