Damien Avril
Frank Bolata, Boris Foiselle, Eric Triffaux, Hachem Osmani, James Kyndt
| Status | |
| Owner | Damien Avril |
| Stakeholders | Frank Bolata, Boris Foiselle, Eric Triffaux, Hachem Osmani, James Kyndt |
Decision: Option 2: New Microsoft Purview (eDiscovery) Decision made by: Date: Online Meeting: |
The migration of data from Google Vault to the Microsoft 365 Purview environment while ensuring no data loss and maintaining the same functional capabilities previously guaranteed by Google Vault (supported by Exterro).
This is due to the decommissioning of Google services and Google Vault in order to leverage the capabilities of Microsoft 365.
The organization is currently executing a strategic shift in its enterprise productivity suite, moving from Google Workspace to Microsoft 365 to consolidate the IT stack and enhance collaborative efficiency.
Historically, the legal and compliance departments have relied on a combination of Google Vault for native data retention and Exterro as the primary orchestration layer for managing legal holds and complex discovery workflows. However, as part of the broader infrastructure modernization and per the directive from the CISO Office, the Exterro platform is being phased out alongside Google services.
This shift necessitates a full transition to Microsoft Purview, which now serves as the centralized environment for information governance. The transition is not merely a technical migration of mailboxes and files, but a fundamental change in how the organization meets its statutory and litigation-related obligations.
For data move please refer to article LM01_KDD021 - GAM to support migration (GVault / Deleted Users / Talarian): https://wiki.syensqo.com/x/iDIzOg
Assumptions
Secure Staging: The Internal VM will serve as a secure, high-capacity staging area where data integrity (hashing) is verified before ingestion into M365.
Chain of Custody: The migration process will preserve all essential metadata (dates, authors, recipients) to ensure the data remains legally defensible.
Tooling & Connectivity: The VM will be equipped with necessary migration tools and sufficient network bandwidth to handle large-scale data transfers between Google and Microsoft.
Formatting Parity: Google-native files (Docs, Sheets) will be successfully converted to Microsoft-compatible formats during the VM staging phase to allow for full indexing by Purview.
Capacity: The destination Microsoft 365 environment has been provisioned with adequate storage to accommodate the total volume of legacy data from Google Vault.
| Services | Active std user | Active + litigation | Active vip / sensitive |
| Teams chat (personnal) | 10 y | Retain forever | 10 y |
| Teams channel message (within Teams sharepoint) | 10 y | Retain forever | 10 y |
| 10 y | Retain forever | 10 y | |
| Mail trash Bin | 30d + (admin 14d < 30d) | Retain forever | 30d + (admin 14d < 30d) |
| Mail junk | 30d + (admin 14d < 30d) | Retain forever | 30d + (admin 14d < 30d) |
| OneDrive | Retain forever | Retain forever | Retain forever |
| OneDrive trash Bin | 30d + (admin 93d) | Retain forever | 30d + (admin 93d) |
| Sharepoint | Retain forever | N/A | Retain forever |
| Sharepoint trash Bin | 30d + (admin 93d) | N/A | 30d + (admin 93d) |
| License when active user | E5/F3 | E5/F3 | E5/F3 |
Option 1: Legacy: Google Vault + Exterro
Option 2: New Microsoft Purview (eDiscovery)
| Feature | Option 1: Legacy: Google Vault + Exterro | Option 2: New: Microsoft Purview (eDiscovery) |
| Architecture | Multi-vendor: Hybrid integration between Google Cloud and a third-party legal platform. | Native: Unified, "in-place" solution built directly into the Microsoft 365 stack. |
| Data Collection | API-dependent: Data is copied/transferred from Google Vault into Exterro for processing. | In-Place: Search and review happen directly where the data lives, eliminating transfer time. |
| Legal Hold Management | Centralized Orchestration: Exterro manages notifications and triggers holds via API in Vault. | Policy-Driven: Holds are managed via Purview cases; notification tracking is a manual or Power Automate task. |
| User Interface | Legal-Centric: Designed specifically for lawyers and forensic investigators. | Admin-Centric: Integrated into the broader Compliance/IT Admin center. |
| Advanced Analytics | Exterro Smart Lab: Proprietary AI for threading, deduplication, and predictive coding. | Security Copilot: Native generative AI for summarizing threads and identifying key evidence. |
| Platform Scope | Cross-Platform: Can simultaneously search Slack, Zoom, Box, and other non-Google sources. | Ecosystem-Specific: Optimized for M365; requires specific connectors for non-Microsoft data. |
| Metadata Integrity | Risk of Loss: Metadata can occasionally be altered or lost during the export/import process. | Highest Integrity: No data movement is required for search, ensuring 100% metadata preservation. |
| Licensing Cost | Dual-Cost: Requires both Google Workspace licenses and a separate Exterro subscription. | Consolidated: Included in the existing Microsoft 365 E5 / Compliance subscription. |
The shift to Purview reduces architectural complexity and licensing costs, but moves the organization from a specialized "Legal-First" tool (Exterro) to a "Platform-First" tool.
The primary trade-off is the loss of Exterro’s robust Legal Hold Notification automation, which now requires a defined internal process within the Microsoft environment.
The following section describes relevant documentation:
Description | Repository | ||
| Workshop presentation | |||
| Workshop meeting minutes | |||
| HLD: 6.Collaboration, page 99, 6.6Onedrive Sync page 103 | |||