Drive allows users to create, store, and share files and documents without the need for physical storage. Another advantage of using Drive is that all files will be subject to Vault retention rules, and all the information can be located using eDiscovery.

Setting up retention rules for Drive allows you to define for how long the system should keep a copy of files, even after the user has deleted them.

The following steps demonstrate how to set up Drive default retention rules:

1. Click on the Drive tab.
2. Enable Set a default retention rule for Drive.
3. Set the Duration to one of the following options:
   • Indefinitely: This will keep the messages for as long as the account exists. I recommend using this option.
   • N days from when the file was created or last modified: This will keep the messages for the amount of days set here. You can specify a period of up to 36500 days (100 years). If you set a limit, then you must also set the Action after expiration, as follows:
     • Expunge deleted files: This will erase the messages that the user has already deleted
     • Expunge all files: This will erase all messages that are older than the retention period

4. Click Save.
5. If you set a retention limit, you will be asked to confirm that you understand the consequences. Please read and confirm each.

We now have emails and files covered. In the next section, you will learn how to set up retention rules for group messages.