Collecting Evidence from Google Vault

Google Vault is one of the most commonly referenced tools in cloud-based eDiscovery, but knowing it exists and knowing how to use it defensibly are two very different things. This guide breaks down what Google Vault does, how it works, and where organizations run into trouble when they try to collect evidence on their own. 

What is Google Vault?

Google Vault is an eDiscovery and compliance archiving application built into Google Workspace. It allows companies to manage, retain, search, and export data from the following applications including Google Mail, Google Hangouts, Google Talk, Google Groups, Google Drive, Google Chat, and Google Meet. As it is entirely web-based, there is no need for installation or maintenance of any software. This makes it easy for companies to jump in and start protecting themselves. For organizations already running their operations in the cloud, Google Vault serves as a foundational tool for eDiscovery in the cloud. 

Why would you use Google Vault?

Companies of all shapes and sizes use Google Vault to ensure eDiscovery compliance with various laws and regulations as well as for data retention in cases of possible litigation. Some key examples of when Google Vault would be useful are: 

• A customer is threatening litigation based on a chain of emails that have since been deleted by the user. Google Vault would allow you to go back and retrieve that chain of communications assuming it was still within the set retention period. 
• If an employee is suspected of stealing intellectual property, Google Vault would allow the employer to search through all said employee’s archived data to determine what, if anything, had been stolen as well as how they did it. 
• It is suspected that the only copy of an important document resides in an ex-employee’s Drive. Google Vault would allow the employer to dig through the drive and locate said document, assuming the user was archived rather than deleted. 

What can Google Vault do?

Google Vault has four main features. 

Archive allows you to set retention rules for the data on user accounts and Google Workspace systems. 

Legal hold lets administrators place indefinite holds on a user’s data. In simple terms, a legal hold is a directive that preserves all relevant records when litigation is reasonably anticipated. Understanding what a legal hold is and how to apply one correctly is critical, because the triggering event for a legal hold can happen well before a lawsuit is formally filed. Once triggered, a legal hold notice must go out promptly, and all potentially relevant data needs to be preserved in place. 

Search gives you the ability to search your domain’s data by user account, organizational unit, date, or keyword. 

Export enables you to pull data out of any account for review or production. 

Audit reports allow you to check the actions Vault users have taken during a specific period. 

Searching in Google Vault 

While Google Vault’s search functionality is powerful, getting precise results requires familiarity with its search syntax. Vault supports Boolean search operators, which allow you to combine terms using AND, OR, and NOT to narrow or broaden your results. For example, you can search for messages containing “contract” AND “termination” while excluding routine newsletter communications. 

You can also filter results by specific date ranges, which is particularly useful when litigation involves a defined time window. Vault lets you search by sender, recipient, or even specific labels applied within Gmail. 

However, constructing defensible search queries is more nuanced than it appears. A poorly written search can miss critical documents or pull in so much irrelevant data that review costs skyrocket. This is one of the areas where working with an experienced forensic team makes a measurable difference. 

What data does Google Vault handle?

Google Vault supports the following sets of data.

• Gmail messages 
• Chats in Hangouts with history turned on 
• Google Talk chats that are on the record 
• Google Groups 
• Files in Google Drive 
• Conversations in Google Chat with history turned on 
• Recordings in Google Meet 

The MBOX Export Problem 

When you export email data from Google Vault, the output arrives in MBOX format. While MBOX is a standard file type, many legal review platforms and litigation support teams work primarily with PST files. This mismatch can create a real bottleneck during eDiscovery processing, often requiring conversion steps that add time, cost, and risk to the workflow. 

Beyond the format issue, Vault exports can also strip or alter metadata if the export is not handled carefully. For legal matters where defensibility is on the line, the integrity of exported data is everything. ArcherHall specializes in converting and processing Google Vault exports into formats that legal teams can work with immediately, without compromising the chain of custody. 

The Risks of Self-Collection 

It can be tempting to have your internal IT team handle a Google Vault collection on their own. The interface is accessible, the tools are familiar, and it seems straightforward enough. But in a litigation context, self-collection introduces serious risks. 

First, there is the question of bias. When someone inside the organization collects and filters the data, opposing counsel will almost certainly challenge the objectivity of the process. Second, chain of custody becomes difficult to establish without proper forensic documentation. If the collection methodology cannot be clearly explained and defended, the evidence may be excluded or given less weight. 

Third, IT administrators may not fully understand the legal requirements around preservation scope, keyword validation, or de-duplication, all of which affect the defensibility of the collection. Courts have sanctioned parties for improper self-collection, and those sanctions can range from adverse inference instructions to monetary penalties. 

A third-party forensic firm like ArcherHall removes these risks entirely. Our collections follow defensible, court-tested protocols that stand up to scrutiny. 

How do I access Google Vault?

Google Vault is available to companies subscribed to Google Workspace Business or Enterprise plans. A Google Workspace Admin can access and manage Google Vault either through the Google Apps icon or at ediscovery.google.com. 

But having access to the tool is the easy part. Building a defensible, court-ready collection is where most organizations run into trouble. If your team is facing litigation, an internal investigation, or a regulatory inquiry that involves Google Workspace data, ArcherHall can help. Our forensic specialists handle everything from preservation and collection to processing and review-ready export, so your evidence holds up when it matters most. 

Frequently Asked Questions About Google Vault 

What is a legal hold and when is one required? 

A legal hold is a directive to preserve all documents, communications, and data that may be relevant to pending or reasonably anticipated litigation. A legal hold is required as soon as a triggering event occurs, which could be a formal complaint, a threatening letter from opposing counsel, or even an internal discovery that suggests a dispute is likely. Organizations that fail to issue a legal hold notice promptly risk court sanctions and spoliation penalties. 

Can Google Vault recover permanently deleted emails? 

Google Vault can recover emails that fall within your organization’s retention policy, even if the user has permanently deleted them from their inbox. However, if the retention period has expired and no legal hold was in place, that data may be gone for good. This is why setting appropriate retention rules and placing legal holds early are both critical steps. 

Is Google Vault the same as a backup? 

No. Google Vault is an archiving and eDiscovery tool, not a backup solution. It preserves data based on retention rules and legal holds, but it does not create copies of your data that can be restored in the event of accidental deletion or a system failure. Organizations that need true backup and recovery should consider a dedicated backup solution alongside Vault. 

What is the difference between MBOX and PST files? 

MBOX and PST are both email archive formats, but they are used by different platforms. Google Vault exports email data in MBOX format, while most legal review platforms and Microsoft-based environments work with PST files. Converting between the two requires careful handling to preserve metadata and maintain chain of custody, which is why many legal teams rely on a forensic specialist for this step. 

Does Google Vault support eDiscovery compliance? 

Google Vault provides core eDiscovery functionality, including data retention, legal holds, search, and export. These features support compliance with common eDiscovery obligations. However, the tool alone does not guarantee compliance. Defensible collection practices, proper documentation, and chain of custody protocols are all necessary, and those typically require expertise beyond what the platform provides on its own. 

Can I use Google Vault for an internal investigation? 

Yes. Google Vault allows administrators to search across Gmail, Google Drive, Google Chat, and other Google Workspace applications by user account, date range, or keyword. This makes it a useful starting point for internal investigations. That said, if the investigation could lead to litigation or regulatory action, having a third-party forensic firm handle the collection protects the organization from challenges to the integrity of the process. 

Contact ArcherHall to ensure your Google Vault collection stands up in court.