Memory hook: Retain evidence; restrict leakage; label meaning.
Must remember
- Vault supports retention, legal holds, search and export for supported services and editions. A hold preserves relevant data for a matter; retention rules govern its ordinary lifecycle. Vault is not a general operational backup service.
- Do not delete accounts or remove required licensing while relying on retained data without checking the consequences. Validate scope, dates, custodians, export location and audit records.
- DLP detects sensitive content using built-in detectors or custom patterns and applies supported actions. Start with audit or test rules, assess false positives, then enforce narrowly.
- Drive trust rules control permitted sharing relationships; labels classify content and can feed policy. Classification alone does not enforce every sharing restriction.
- Data regions address supported data placement; Takeout and administrator Data Export address different export needs. Export access, processing location and retention still need governance.
- Enable Gemini, extensions and other AI features for appropriate users and editions, review enterprise data terms and monitor usage. AppSheet builds low-code apps; Apps Script automates Workspace tasks; both need scoped permissions and ownership.
Review details
A Vault matter organizes an investigation; a hold targets relevant custodians/data, and search/export produces evidence. Holds take precedence over ordinary retention expiry for covered data under supported account/licensing conditions. They do not let a user restore deleted mail as if Vault were a backup product.
DLP in Gmail, Drive and Chat has service/edition-specific detection and actions. Test a rule against expected allowed and blocked cases, configure understandable notifications, and monitor false positives. Classification may be user-applied, default, automated DLP-driven or supported AI classification; a label can feed enforcement but does not replace a sharing policy on its own.
Choose under exam pressure
| Requirement | Choice and reason |
|---|---|
| Preserve records for litigation | Vault hold on the required supported data, with correct licensing. |
| Prevent card numbers leaving through supported channels | Tested DLP rules and a clear user notification. |
Traps
- A legal hold is not the same as a user-visible restore mechanism.
- Labels and data-region settings do not replace access control.
Active recall
1. What wins over ordinary deletion during a relevant hold?
The hold preserves the covered data subject to service support and licensing.
2. How reduce DLP disruption?
Pilot detectors, inspect false positives and tune scope before blocking.
3. What controls who may share with an external organization?
Supported sharing settings and Drive trust rules.
4. Why review an AI extension?
It may access organizational content and needs appropriate authorization and data handling.
5. Which automation tool fits a spreadsheet-triggered script?
Apps Script, with limited scopes and an accountable owner.