When former employees’ messages transition from Google Message Discovery to Vault, Google user accounts are created automatically and assigned Vault Former Employee (VFE) licenses. VFE licenses are no-cost ($0) licenses that enable a Vault administrator to search, hold, export, and retain data in Vault for inactive user accounts.
Note: Vault Former Employee licenses are currently available only for the customer domains that transition from Google Message Discovery to Vault. All other customers that require a means to manage former employee data should contact their reseller or Google Account Manager for further details.
How do I continue preserving messages for an employee who leaves the organization after the transition to Vault?
Preserving a former employee's messages in Vault is different for customers who transition from Postini to Google than for a non-transitioning customers. Any user whose data is subject to retention policies, holds, searches, or other Vault functionalities requires a Vault or a VFE license. To continue preserving messages for an employee who leaves the organization, you must assign an available VFE license to the former employee's user account.
Assigning a VFE license results in the following actions:
Caution: Do not delete or unlicense the user account if you want to continue preserving messages.
Before unlicensing any user with an assigned Vault license, the Google administrator should talk to the organization's Vault administrators, Vault investigators, or the legal or compliance team to confirm that the user no longer needs a license because:
If an employee leaves and you wish to keep the employee’s user data, you should assign a VFE license, which removes all Google licenses from the user's account and turns off all licensed services except Vault.
How you obtain more VFE licenses depends on whether you obtain Google licenses online or offline: