As part of your organization's information governance plan, you can control how long Google Voice for Google Workspace data is retained. Use retention rules to set how long to keep messages and when to delete them, if ever.
To keep data that matches specific conditions for a set time, create a custom retention rule. To keep all service data for all licensed accounts for a set time, create a default retention rule.
Important information about Google Voice retention
Before you set retention rules, we strongly recommend you read about how retention works and review the Voice data supported in Vault.
WARNING: An improperly configured retention rule can allow Voice to immediately and irreversibly purge data. Use caution when you create or change retention rules. We recommend that you test new rules on a small group of users before you apply them to your entire organization.
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What data can be retainedCovered:
- Text messages
- Voicemails and their transcripts
- Call logs and recordings
Not covered:
- Voice data for a number assigned to more than one user
- Voice data created before June 5, 2019 (GMT-7)
- Voice data for accounts with Archived User licenses
For details, see Supported services and data types.
The retention period is calculated as follows:
- Text messages—Retention begins 11:59 PM UTC-7 the day the message was sent
- Voicemails and their transcripts—Retention begins at item creation time
- Call logs and recordings—Retention begins at call start time
- When you create or update a retention rule for Voice, it can take up to 24 hours for the rule to propagate. Items deleted by users during this propagation period aren't retained and can't be retrieved.
- When a retention period expires, it can take up to 30 days for Voice to purge affected data.
Google may retain certain information, including subscriber identification and call and messaging logs, for longer than you specify in a Vault retention policy in order to meet our regulatory obligations. This data might not be visible to you in Vault. For more information, contact Support.
Set a custom retention rule for Voice data
- Sign in to vault.google.com.
- Click Retention
Custom Rules
- For the service, select Voice and then click Continue.
- Select an organizational unit to apply the rule to. Click the field and click the organizational unit.
- (Optional) To apply the rule to only certain types of Voice data, uncheck the boxes for the data types you want to exclude.
- Click Continue.
- Choose how long to keep messages:
- To permanently retain messages covered by this rule, choose Indefinitely.
- To discard messages after a set time, choose Retention period and enter the number of days, from 1 to 36,500.
- If you set a duration, choose what to do with data after the retention period expires:
- To purge only data that's already deleted, choose the first option.
- To purge all data, including data that isn't deleted, choose the second option.
Warning: Vault allows Voice to immediately purge data that exceeds the retention coverage period when you submit a new rule. The purged data can include data that users expect to keep. Do not proceed to the next step until you’re sure the rule is configured correctly. - Click Create. If you set a retention period, check the confirmation box and click Accept.
Set the default retention rule for Voice data
The default retention rule applies to Vault data that isn't covered by a custom rule or a hold.
- Sign in to vault.google.com.
- Click Retention. The list of default rules opens.
- Click Voice
.
- Choose how long to keep data:
- To permanently retain data covered by this rule, select Indefinitely.
- To discard data after a set time, select Retention period and enter the number of days, from 1 to 36,500.
- If you set a duration, choose what to do with data after the retention period expires:
- To purge only data that's already deleted, choose the first option.
- To purge all data, including data that isn't deleted, choose the second option.
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Warning: Vault allows Voice to immediately purge data that exceeds the retention coverage period when you submit a new rule. The purged data can include data that users expect to keep. Do not proceed to the next step until you’re sure the rule is configured correctly.
- Click Save. Vault asks you to confirm you understand the rule's effects. Check the boxes and click Accept to save the rule.