Hello Reader,

Google Vault is one of those tools you hope you rarely have to touch. But when a FOIA request, subpoena, or serious student safety investigation lands on your desk, you will be immensely grateful if Vault is configured correctly.

👉 At least once a year I recommend that you perform a 15-minute Google Vault checkup. Let's do this together right now...

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🍁 Register for the Fall Admin Bootcamp!

The Google Admin Bootcamp is a comprehensive overview of the Google Admin console. You'll learn about the latest updates including a review of your Google Vault settings and policies. These LIVE virtual sessions are perfect for new and experience IT administrators.

Registration is limited to 30 participants.

Fall Cohort:

• Dates: October 6, 8, 13, 15, and 20
• Location: LIVE via Google Meet (sessions are recorded)
• Time: 1-2:30 pm EST
• Cost: $299/person

1.Review Vault permissions

Vault access should be restricted to an extremely small group of trusted administrators. Here are some best practices to keep in mind:

• The Google Vault services should be disabled for teachers, students, and other users who do NOT need access to Vault.
• Provide full Vault access to a small team via organizational unit or security group
• Create a custom Vault role to provide limited access to individuals who need to investigate assigned matters (human resources director, guidance counselor, dean of students, etc).

Tip: Refer to this article for instructions on how to create a limited vault role.

2. Review your retention rules

Take two minutes to verify that your default retention policies are active for each core service:

• 🆕 Google Calendar: Vault now supports calendar retention. This can be helpful in verifying attendance for IEP and board meetings.
• 🆕 Google Gemini: This policy supersedes a user's ability to delete chat history or use the temporary chat feature. Gemini history will be retained in Vault even if the user deletes these conversations.
• Gmail: Most states require public schools to retain email data for a defined period of time (3, 5, 7 years, etc). This is where you will ensure compliance with these retention policies.
• Google Drive: Retaining drive data provides an additional, emergency backup solution of critical files go missing. It's not pretty, but it can work in a pinch.
• Google Chat: As conversations migrate from email to chat application, data retention might fall under your state’s email record policy. I recommend you match your chat retention policy to your email configuration.
• Google Groups: If your district uses Google Groups for inter-department communications or board discussions, ensure group retention rules match your email policy.
• Sites & Keep: The data for these two services is saved in Drive. You can elect to have a defined retention policy, or match your retention to your Drive policy.

Tip: State and federal data retention requirements can be difficult to pin down. If you are unsure about your state’s retention policy, The National Freedom of Information Coalition is a good place to begin your research.

Upcoming Events for Google Admins

Want to host a Google Admin workshop in your area? Get in touch!

• ​Google Admin Bootcamp (Online) - October 6-20, 2026
• ​MassCUE Conference (Foxborough, MA) - Oct. 14, 2026
• ​Google Admin Bootcamp (Atlanta, GA) - Oct. 27, 2026
• ​Chromebook Academy (Online) - Nov. 5 - 19, 2026 (join wait list)
• ​HECC Conference (Indianapolis, IN) - Nov. 11-13, 2026
• ​Brainstorm Poconos (Pocono Manor, PA) - Nov. 15-17, 2026

3. Close old "matters"

Over the past year(s), you may have used Vault to investigate various situations. These “matters,” temporarily override your retention policies and serve as an open portal into district data. Over time, open matters create two huge problems:

• Legal Discovery Exposure: In many states, if you possess data—even data past your required retention schedule—you are legally obligated to produce it during discovery. Open matters increase your district's liability.
• Open data portal: It is possible to use an open matter to perform an “off book” search. These inappropriate searches are hidden inside of a legitimate investigation.

Your Action Step:

1. Go to Matters in Google Vault.
2. Filter by status: Active
3. Review and close any matters that have been resolved.
4. Establish a policy to close a matter once the active investigation has concluded.

During my fall Admin Bootcamp (starts Oct. 6) I will review each of these steps with you LIVE and answer questions along the way. Registration is open...I hope you will join me!