Use Google Vault to retain your business's emails, files and other data.

With hundreds, maybe thousands of emails coming in and going out of your organisation each week, it is handy to have an email retention policy in place. 

In some regulated industries, you must keep emails and other data for a specific time so they can be referenced in the future. And even if your business is not in a regulated industry, retaining your company emails is worthwhile. Doing this helped one of our clients avoid a £250K lawsuit.

You may think, "Why do I need an email retention policy when all my emails are in my inbox"? It is a good question, but the answer is equally as good, your inbox is a living entity changing daily. With new emails created daily and old emails deleted. It is essential that these emails get retained, as a deleted email is no use two years later. 

When you have a software-based email retention policy, it doesn't matter if a team member deletes an email from their inbox. A copy of that email is retained in a vault for future reference.

Using Google Vault to retain email messages

When you have Google Workspace by Kimbley IT running your email system, you get access to Google Vault - an eDiscovery service. With this service, data from all the core Google Workspace services can be retained, even if a team member deletes their copy of the data. 

So emails from Gmail, Google Drive files, Chat messages, and Google Meet video recordings can be retained for a set period or indefinitely. And unlike other office suites, Google Vault requires no configuration on your part, no extra software, and it's on by default when you partner with Kimbley IT. 

In addition, Google Vault allows you to search for specific emails and files easily. You can quickly discover and share information related to any legal inquiries, investigations or requests for records you may receive while running a business.

As mentioned earlier, Google Vault was able to prevent a client from a potentially costly legal case. Google Vault could show that an email had been forged before any legal processes started, which avoided an expensive legal process.

Next steps for your company

And that sums up why having an email and data retention policy and software to implement the procedure is vital for your business. Book a video call below if you want to learn more about deploying Google Vault and Google Workspace at your company.