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Your Complete Guide to eDiscovery with Google Workspace

by Aware

Google Workspace productivity tools serve the needs of businesses of all sizes, but adoption of digital workplace tools comes with exponential growth of electronically stored information (ESI). The process of collecting, preserving, and searching the information in response to litigation and internal investigations is known as eDiscovery. Making Workspace data discoverable is essential to the security and compliance posture of the modern enterprise.

This post will explore how eDiscovery applies to Google Workspace, the challenges of performing discovery within this dataset, and how best to effectively manage eDiscovery requests in this complex environment.

Contents

What is eDiscovery?

eDiscovery is a critical component of legal and compliance processes that enables users to search for, export, and analyze user data. These functionalities are essential for efficiently managing electronic information during legal proceedings. During eDiscovery investigations, it is important that data be closely managed using granular user access permissions and role-based controls (RBAC), and information retained under legal holds is preserved in an immutable archive that is legally defensible.

The Ultimate Guide to eDiscovery in Google Drive

Learn more about eDiscovery in Google Drive

What is Google Workspace?

Google Workspace (formerly G Suite) is a set of apps that enable business users to work collaboratively from any location in real time. Google Workspace has been around in some form since 2006, when it was launched as Google Apps for Your Domain. As such, it is a well-established and trusted productivity platform that enjoys widespread adoption by businesses of all sizes.

Core applications include Gmail for email communication, Google Drive for file storage and sharing, Google Calendar for scheduling and organizing events, and Google Meet for virtual meetings and video conferencing. Noted for its user-friendly interface, scalability, and the ability to facilitate effective communication and collaboration within organizations, Google Workspace also offers robust security features, including data encryption, two-factor authentication, and advanced access controls.

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Understanding your Google Workspace plan

All Google Workspace plans include the core suite of apps, including Chat, Docs, Slides, and more. They also come with custom, secure business email, video meeting capabilities, and varying storage capacity. Every account also comes with standard security and user management controls. However, not all Google Workspace plans provide eDiscovery capabilities.

Google Workspace Security Features by Plan

 

Business Starter

Business Standard

Business Plus

Enterprise

Security controls

X

X

X

X

User management

X

X

X

X

Google Vault

 

 

X

X

Endpoint management

 

 

X

X

Data loss prevention (DLP)

 

 

 

X

Data regions

 

 

 

X

*As of Dec. 2023

What is Google Vault?

Users of Google Business Plus or Enterprise accounts can use Google Vault, an eDiscovery tool designed to simplify workflows for Google Workspace apps. Using Google Vault, legal teams can find and export data from across Google systems and apps.

Google Vault plays a crucial role in ensuring data integrity and security by allowing administrators to set automated data retention policies, perform searches, and place legal holds on an organization’s data as required. Additionally, Vault maintains audit reports of all behavior within the admin console. While valuable for its core functionality, Google Vault lacks certain features like advanced search capabilities and customization options, making it suitable for organizations with simpler eDiscovery needs.

What are the limitations of Google Vault?

Although Google Vault has a number of useful capabilities to support eDiscovery in Google Workspace, it does have limitations that admins should consider, especially if they are part of a highly regulated industry or manage a large Workspace with many users and lots of data. Some key limitations include:

  • Lack of visibility into file history. No matter the retention rules in place, Google Vault only stores the most recent version of Workspace files, which can lead to spoliation if users edit their contents.
  • Data loss from inactive user accounts. If a Google Workspace user account is deleted, corresponding information from that custodian is also removed from Vault, even with a data hold in place.
  • Users can turn off Vault for Chat. In Google Chat, end users retain the ability to switch off Chat history, preventing a complete archive of conversations from being stored in Vault. While admins can force history to remain on, this excludes users in some regions from being able to access Chat.
  • Few export options. Google Vault exports message content to PST or mbox file types, depending on the source of the data export. Google recommends reviewing these data types in an email client or text editor.
  • Hacker and corruption vulnerabilities. Because Vault doesn’t store a separate copy of Google Workspace data, it’s vulnerable to the same risks and any data loss from the primary Workspace will carry into Google Vault.
  • Limited search and export capability. Google Vault lacks features like concept searching, fuzzy matching, and clustering. In addition, Vault struggles with high-volume exports and power users may run up against usage limits.

What is the difference between Google Vault, Drive API, and Takeout?

Google Vault is an integrated governance and eDiscovery application for Google Workspace and has only limited capabilities with add-on apps. By contrast, Drive API enables users to create and connect their own apps to Google Drive, including bespoke and third-party eDiscovery applications. Google Takeout is a free export tool that enables users and small businesses to download their data from any Google app.

Is Google Drive Secure

What you need to know to secure Google Drive today

Why companies integrate Google with Aware

By integrating Google with Aware, organizations can overcome the limitations of Google Vault and gain a comprehensive solution for managing eDiscovery and information governance in Google cloud. Using Drive API to connect seamlessly to Google data enables Aware to support a range of use cases, including automated DLP workflows, compliance monitoring capabilities, and federated search and discovery functionality, without impacting the end user.

Aware’s AI and machine learning models are based on proprietary, best-in-class natural language processing (NLP) capabilities designed for the unique complexities of digital collaboration data. Using Aware, admins can enhance compliance adherence, increase risk mitigation, and accelerate eDiscovery processes for Google, Slack, Microsoft Teams, Zoom and more from a single centralized platform. Learn more about how Aware supports eDiscovery for Google Drive now.

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Topics:Google Drive SecurityeDiscovery