Retention Policy in G Suite Backup

A data retention policy is an agreement on retaining data for operational or regulatory compliance needs.

A data retention policy appears as a part of an overall data management and plays a significant role since the definition of the terms of keeping a company's data is crucial. Data retention on longer periods than needed produces unnecessary storage usage and increases storage costs.

If user data is modified or deleted during the retention period, a copy of the original content can be always found in the backup storage.

Objects in backup storage which retention period has expired, are deleted automatically, according to a retention policy settings, so this keeps the backup storage size under control. The duration of data retention policy can be ranged from days to years.

Create Retention Policy

  1. Sign in G Suite Backup as an administrator.

  2. Open the Users page, then select users the retention policy to be assigned to.

  3. Click Retention Policy.

  4. Click Go to list and click Create Retention Policy to create a new retention policy

  1. Specify the name for the new retention policy and the service the policy will be applied to.
  2. Specify the retention policy parameters.
  • Delete Older Than. There are two options to retain your files. The first way is to delete all files that were modified or created before the specified date (day, week, month, and year periods are available).

Consider the following example. Let’s assume that your company requires to store all revised financial documents created less than three months ago. In this case, to ensure data is in the backup storage, select 3 months value for the Delete older than option. With this value selected, backup data will be automatically deleted from the backup storage

  1. In the pane to the right, select the existing retention policies for all services you want.

  2. Click Save. The selected retention policies are assigned to selected users.

Edit Retention Policy

  1. Open the Users page, then select users the retention policy to be assigned to.
  2. Click Retention Policy.
  3. In the pane to the right click Go To List.
  4. Click the retention policy you want to change, than select Edit Retention Policy in actions

Once you are done with the retention policy parameters, click Create.

  1. The new retention policy is created
  2. Click Back to proceed with retention policy assignment as described below.

Assign Retention Policy

  1. Sign in G Suite Backup as an administrator.

  2. Open the Users page, then select users the retention policy to be assigned to.

  3. Click Retention Policy.

  4. Select the existing retention policies for the backup services

  5. Click Save to assign selected retention policies to selected users.

Edit Retention Policy

  1. In the user menu click Retention Policies
  2. In the retention policy grid select the retention policy you want to edit and click Edit.
  3. Change the retention policy settings and click Save.

Delete Retention Policy

  1. In the user menu click Retention Policies

  2. In the retention policy grid select the retention policy you want to delete and click Delete.

  3. Confirm the deletion of retention policy. The default retention policy will be assigned instead the deleted one. By default, your data will be stored forever.

  4. Confirm the deletion of retention policy. The default retention policy will be assigned instead the deleted one. By default, your data will be stored forever.