How to Set up Default Retention Rules in Google Vault

Quick and easy-to-follow guide for Google Workspace administrators

The first step in your Google Vault setup

  • Your very first step in Google Vault should be to set up your default retention rules.

What do default retention rules do?

  • Default retention rules allow you to ensure that all data in specific services is stored in Google Vault.
  • It will remain there even after users delete it from their accounts. 

Who do default retention rules apply to?

  • They only apply to users who have a Vault license assigned.

The priority of default retention rules

  • Default retention rules have the lowest possible retention priority in Vault.
  • This means that if you have any custom retention rules or holds that match the same type of data as your default retention rules, the custom retention rules and holds will apply.

Default retention rules limits

  • You can only apply default retention rules to all users in your organization.
  • Also, you can only have one default retention rule for each service.

How to set up default retention rules in Google Vault step-by-step with images

Step 1

How To Set Up Default Retention Rules In Google Vault - Step 1

To configure a default retention rule for all licensed users in your account, open Vault at https://vault.google.com and click Retention.

Step 2

How To Set Up Default Retention Rules In Google Vault - Step 2

Under the DEFAULT RULES tab on top, click a service.

In this example, you will set up a default retention rule for Gmail data, but you can also set it up for Drive, Groups, Chat, Meet, and Sites by following the same steps.

Step 3

How To Set Up Default Retention Rules In Google Vault - Step 3

Under Duration, select Retention period to choose how long to keep messages (or other data if you selected another service).

It’s usually best to set this to Indefinitely. This way, all data gets retained in Vault even after users remove it from services. Data stored in Vault doesn’t take up any storage space.

You can also choose to set a Retention period. Click CREATE.

Step 4

How To Set Up Default Retention Rules In Google Vault - Step 4

If you chose to specify a Retention period, you must now select a number of days. 

Then you must also choose the Action after the expiration of the number of days you specify.

The retention period starts when emails are sent or received.

Purge only permanently deleted messages means that after the retention period passes, all messages that users have removed from their Trash folder in Gmail will be lost for good. 

Purge messages from Gmail mailboxes and permanently deleted messages. This rule purges drafts. – means that after the retention period passes, all emails will be purged from users’ Gmail as well as from Vault.

When you’re ready, click CREATE.

Step 5

How To Set Up Default Retention Rules In Google Vault - Step 5

Check the boxes to confirm that you are aware that:

  1. Custom rules and holds still apply and have higher priority than the default retention rule.
  2. After expiration, the rule purges emails that you may not be able to recover. 

Click ACCEPT.

Step 6

How To Set Up Default Retention Rules In Google Vault - Step 6

Your default retention rule is now active. Next, you can set the default retention rules for other services.

To remove a default retention rule, hover over it and click Delete on the right.

That's all! You reached the end of the article. Continue to:

If you find this useful, share and help others!

Email
Reddit
Facebook
Telegram
Twitter
LinkedIn
Pinterest
  • Related articles
Protect And Secure Google Workspace
Backup and protect your data
Data protection and security tools are crucial, especially if you store any sensitive data in your accounts.
See recommendations
Email Marketing Tools
Better Gmail and email marketing
If you work with Gmail or do email marketing, you will appreciate what these services can do for you.
See recommendations
Collab And Optimization Tools
Process optimization and collaboration
You can use these services to make tedious processes a whole lot easier, improve teamwork, save time, and get better results.
See recommendations
Website Tools and Resources
Resources for website creators
Awesome tools and services for easy and effective site building, content creation, SEO, email marketing, and more.
See recommendations

Click here and be the first to know about Google Workspace and Workspace123 news and updates and get special offers.

© 2022 Workspace123. All rights reserved. | Terms of Service | Privacy Policy

Submit Feedback

Think we could do something better or just want to tell us how happy you are with the site? We would love to hear from you – your feedback is more valuable than you can imagine.

Fill out this form, and we will get back to you.

Report An Issue With Workspace123

Are you running into an issue with the site? Maybe you found a broken link, or something else is wrong?

Fill out this form to let us know, and we will address it as soon as possible.

Please make sure to be very specific and add as many details as possible.

Missing Content

Our goal is to run the number one site in the world for you to get help with and learn how to use Google Workspace. This can’t be so if there is any missing information.

If you believe we need to add something, fill out this form, and we will do our best to add any missing content as soon as possible.

This site uses cookies to ensure you get the best experience. Click here to see our Cookies Policy.

Accept and close

Be the first to know

You can stay on top of news and updates in Google Workspace and Workspace123 and get special offers by subscribing to our newsletter.

Subscribe by email for news and updates