Keep eDiscovery-Compliant Legal Records with G Suite & Prodoscore
At some time in the life of a business, it will be embroiled in some kind of legal matter. When this happens, it is often necessary for businesses to produce digital documentation of work done on a client’s account, work that has been done (or not done) by an employee in human resources cases, and more. Discovery and legal holds on this documentation is a process that can take forever - and cost thousands of dollars in a lawyer’s time.
G Suite for Business and Enterprise are built to make the eDiscovery process easy for any digital document or communication - from email to spreadsheets - and to ensure that they are properly timestamped for use in legal matters. The built-in processes in G Suite that make your business ready for eDiscovery can also bring it into compliance with privacy regulations as well.
Google Vault: Built for eDiscovery
Google Vault is purpose-built to archive all of your business information for later eDiscovery if desired. It also allows you to manage internal security by keeping an eye on who is doing what within Vault by providing full audit reports.
When you set up Google Vault, you can determine which data you want to store and how long to store it for. You can create policies according to departments, date ranges and more. It is also important when Vault is running to not delete old user accounts, but to suspend them instead. Otherwise data associated with these accounts will be erased.
Once your archiving is set up, all you need to do to find items you need for eDiscovery is run a search within Vault, which is unsurprisingly easy with Google search technology.
Once an investigation is started, Google Vault allows you to place a “legal hold” on all communications and documents required, ensuring that they cannot be deleted or altered in any way. A user can still delete messages, but copies will remain on Google’s servers.
Additionally, Vault offers support for non-Gmail email - so any email which is sent or received can be stored in Vault.
If you sign up for G Suite for Enterprise, you are also able to take advantage of data loss prevention (DLP) for both Gmail and Drive, which affords additional security measures such as the storage of email drafts and the ability to stop emails going outside the organization with specific words in them. If, for example, you are working on a product launch that is embargoed until a certain date, you can create policies in Gmail to stop all email from being sent outside your organization with the name of the product that is being launched.
When You Need More Information: Monitoring Employees With Prodoscore
Retaining records for eDiscovery doesn’t stop with G Suite. Prodoscore is a solution that allows you to monitor tasks that employees perform in G Suite. While it is usually used for providing real-time feedback for management with a productivity score, it can be useful in legal and human resources cases. Specifically, if an employee claimed they performed certain actions or tasks, and they didn’t, this can be proven with Prodoscore.
Prodoscore’s data goes back three months, but if needed, there is an option to mine specific data for an additional fee that goes further back than that.
If you would like to take advantage of G Suite’s eDiscovery options by upgrading G Suite, or to explore Prodoscore, get in touch with UpCurve Cloud today.