Archiving Google Workspace data into Vaultastic

Overview

Applications in Google Workspace—such as Gmail, Google Chat, and Google Drive—generate large volumes of organizational data.

This data often needs to be preserved for:

• Business continuity and disaster recovery

• Regulatory compliance

• Supervision and audit requirements

• Legal hold and investigation workflows

Vaultastic enables organizations to ingest, store, and manage Google Workspace data using configurable ingestion pipelines. Data is archived into storage tiers optimized for access frequency, performance, and long-term retention.

Vaultastic Storage Tiers

Vaultastic organizes archived data into multiple storage tiers.

Data can be ingested into these stores automatically or manually, depending on the source and business requirement.

Data Ingestion Overview

The following table summarizes how Google Workspace data can be archived into Vaultastic.

Email Archival

Vaultastic supports both live email capture and historical mailbox ingestion.

Live Mail Flow

To automatically capture all email transactions:

1. Configure Gmail routing rules within Google Workspace.

2. Route copies of inbound and outbound email to the Vaultastic Active Store.

3. Apply the rule to selected users, groups, or the entire domain.

This is a one-time configuration that ensures continuous protection of live mail flow.

Existing Mailbox Data

Email already stored in user mailboxes can be archived using LegacyFlo.

Data can be ingested into:

• Active Store for supervision and searchable workflows

• Open Store for medium-term retention

• Deep Store for long-term archival

LegacyFlo allows archival based on date ranges and selected users.

PST or EML Upload

If mailbox data has already been exported to:

• PST files

• EML files

These files can be uploaded directly to:

• Open Store

• Deep Store

If required, archived data can later be activated into Active Store for search or investigation workflows.

Google Chat Archival

Google Chat data can be archived for:

• Regulatory supervision

• Long-term preservation

• Internal investigations and audit workflows

Using LegacyFlo, administrators can archive:

• Direct messages

• Spaces

Archival can be filtered by:

• Date range

• Selected users

• Entire domain

LegacyFlo converts chat data into email-compatible format before uploading it to:

• Active Store

• Open Store

• Deep Store

Google Drive Archival

Files stored in Google Drive can be archived using LegacyFlo.

Supported destinations:

• Open Store

• Deep Store

Administrators can configure automation to archive:

• Selected users or groups

• Files within specific date ranges

• Scheduled recurring backups

Initial Configuration

Follow the steps below to configure Google Workspace archival in Vaultastic.

1. Define User Scope

Create one or more Google Workspace Groups.

Add users whose data should be archived.
Using groups allows centralized management of archival scope.

2. Configure Email Routing

Configure Gmail routing rules to send copies of inbound and outbound messages to Vaultastic.

Verify that mail flow is functioning correctly to ensure continuous capture of email transactions.

3. Configure API Access

Generate the required Google Workspace API credentials and register them with LegacyFlo.

Required permissions typically include access to:

• Gmail

• Google Chat

• Google Drive

Ensure least-privilege access principles are followed.

4. Configure Automated Archival

Using LegacyFlo, configure automated archival schedules for:

• Google Chat

• Google Drive

Schedules should align with organizational compliance and operational requirements.

5. Upload Historical Data

To eliminate historical data gaps:

• Upload legacy mailbox data

• Archive historical Google Chat data

• Upload historical Google Drive files

This ensures a complete archival baseline before automated schedules begin.

Recommended Implementation Sequence

A typical deployment follows this sequence:

1. Configure live email routing.

2. Register API credentials and validate connectivity.

3. Perform one-time historical ingestion.

4. Enable automated archival schedules.

5. Validate search, indexing, and supervision workflows.

This approach ensures:

• Continuous capture of live communications

• Complete historical data coverage

• Efficient storage management across Vaultastic tiers

• Audit-ready compliance and retention capabilities.