Understanding Gmail Retention Policy? In Simple Terms
Gmail retention policy allows you to manage your data more efficiently and keep it from being lost. In this article, we’ll talk about data retention across multiple Google services and how to use it effectively. Although, you will also learn about user account data retention.
What is Gmail Data Retention?
Gmaildata retention is described as the preservation of emails in order to prevent the loss of critical information or to meet compliance requirements.
Additionally, Google does not accept responsibility for the security of any user Gmaildata, and this falls on an organization’s IT administrator.
Default Gmail retention policy in Google Workspace
Deleted Gmail emails are relocated to the user’s Trash folder and held there for 30 days before being directly recovered. After 30 days, users will be unable to view deleted emails in their trash. However, an Administrator can restore the email from the Admin Console within the next 25 days; after that, the email is permanently erased.
Limitations of Default Gmail Retention Policy
The default retention setting in Google Workspace is not sufficient:
The emails saved in a user’s Gmail account are counted toward the total Google storage including email attachments and emails in the Spam and Trash folders.
Emails are permanently destroyed once the retention period expires. Moreover, destroyed emails are only saved for a limited time in the individual user recycle bin and the admin panel before being permanently destroyed.
Native Retention Settings to Protect Gmail
Google Workspace now adds native retention settings in Google Vault, allowing organizations to retain Gmail emails more effectively and for longer periods of time, even if the user deletes them.
According to Google, Vault is an information governance and eDiscovery tool that helps businesses keep, store, search, and export Google Workspace data.
With Vault, organizations can:
- Set up Gmail email retention policy to keep data for a certain duration.
- Set up Gmail email retention policy to remove data after a specific date.
- eDiscovery involves identifying, preserving, and collecting user data.
Gmail Retention with Google Vault Retention Rules
Organizations can safeguard emails by implementing certain Gmail retention policy. Using retention rules, companies can:
Retain Emails for a Specific Duration: Organizations can set up retention policies in Google Vault to keep relevant Gmail emails for a set duration. Even if users delete the file, these emails will be kept.
Delete Emails that are no Longer Needed: Organizations can define a Gmail retention policy to delete sensitive or undesired emails from user accounts and remove them from Google services.
There are two types of retention rules for Google Workspace data:
- Default Retention Rules and
- Custom Retention Rules
Default Retention Rules
Organizations can modify/use a default retention rule to keep emails in service for all licensed accounts for a particular period of time. Further, default retention rules cannot be adjusted to specific accounts or time periods, and each service may have only one default retention rule.
Custom Retention Rules
Custom retention rules, as opposed to default retention rules, can be completely tailored to an organization’s specific requirements. Moreover, the Custom retention rules for Gmail and Groups can be established based on organizational units, date ranges, and specific search phrases.
How Can I Safeguard Emails with Retention Rules?
To create a custom retention rule for Gmail emails, follow these steps:
Step-1: Sign in to Google Vault using the Super Administrator credentials.
Step-2: Click on “Retention”.
Step-3: Click “Custom Rules” in the top navigation bar.
Step-4: Click “Create”.
Step-5: pick “Gmail” from the Service drop-down, then pick the Scope (organizational units), and any restrictions (e.g., sending date, subject line, username). However, the duration of the retention period, and the action to be taken once the policy expires.
Step-6: Click “CREATE”.
What Happens if a Gmail Email is Removed After Setting a Retention Rule?
When a retention rule is enforced, the data is stored for the set retention period, even if the user deletes it from their account or Trash. The diagram below shows how a deleted Gmail email can be recovered when a Gmail retention policy is enforced.
Gmail Preservation with eDiscovery in Google Vault
E-discovery is the process of finding, preserving, and presenting data as essential evidence in a court procedure. However, the Administrators can use Google Vault’s “Matters” feature to conduct searches for and apply holds on Gmail emails from various accounts. Google eDiscovery can protect Gmail messages and attachments in the Sent, Drafts (not deleted), Trash, Archive, and Spam folders.
How Do I Use eDiscovery to Secure Emails?
To place a hold on Gmail emails using the eDiscovery tool in Google Vault, follow these steps:
Step-1: Log in to a Google Vault using Super Administrator credentials.
Step-2: Click on “Matters”.
Step-3: Select “Create” or open an existing Matter.
Step-4: Click “HOLDS” in the top navigation bar.
Step-5: Click “Create”. Enter a name for the Hold and select “Gmail” from the Service drop-down. Choose a specified account or organizational unit as the Hold’s scope, and then specify search conditions (sent/received date, query terms). Click on “CREATE“.
Administrators can clear the hold by deleting it.
Can you Delete Emails Placed on eDiscovery Hold in Google Workspace?
Even with an eDiscovery hold in place, users can remove emails from their accounts. The emails are then removed from the individual user’s account. The Super Administrator or a Vault user with particular capabilities can, however, continue to search for, preview, and export deleted emails from the Vault.
Can Retention Rules and eDiscovery Holds be Used Instead of Backup to Secure Gmail Emails?
eDiscovery and retention regulations are not a substitute for a third-party Gmail backup solution. While these regulations help prevent crucial data from being deleted, third-party backup solutions, like SysTools Gmail Backup, offer more. They provide features such as automated backups, single-click restores, and access the data in offline mode. This Automated Software speeds up the recovery process and minimizes productivity loss.
Conclusion
Understanding and utilizing Gmail retention policy, alongside eDiscovery, helps in safeguarding important emails. However, third-party solutions offer enhanced protection and features, such as automated backups and offline access, ensuring quicker recovery and minimizing productivity loss. Always consider additional backup for comprehensive data security.
FAQ
Q1. For how long are emails preserved under the policy??
A1. The retention duration may vary depending on organizational needs and regulatory restrictions. While common Gmail retention policy durations range from one to seven years. Moreover, the organization’s policy should include specific time frames.
Q2. What categories are included in the Gmail retention policy of emails?
A2. The policy normally applies to all business-related emails, such as customer interactions, internal communications, and emails containing sensitive information or attachments. Personal emails are typically excluded.
Q3. What happens if the retention term expires for emails?
A3. When the retention period expires, emails are either saved for long-term storage or permanently deleted, depending on a company’s policy.
Q4. Can employees manually delete emails before their retention term ends?
A4. Policies differ but employees are generally discouraged from deleting business-critical emails before the retention period expires to guarantee legality and data integrity.
Q5. Why should I consider third-party backup solutions for Gmail emails?
A5. Third-party backup solutions like SysTools GmailBackup offer additional features such as automated backups, and single-click restores, which improve recovery speed and reduce productivity loss compared to using only Gmail retention policy.