One vault for Google Workspace: centralised retention, supervised access, and eDiscovery tuned to BFSI requirements.
Vaultastic captures and preserves Gmail, Drive, and Chat in an independent archive – enabling rapid, auditable discovery and continuous oversight without disrupting live Workspace operations.
Regulated teams rely on Gmail, Drive, and Chat for daily operations – generating a sustained volume of records that must be unified, retained, governed, and retrievable on demand for audits, investigations, and continuity planning.
Meeting RBI-MD and DPDP retention requirements for Google Workspace data (across Chat, Gmail & Drive) without relying on fragmented native tools or manual processes
Fragmented Workspace data, spread across mailboxes, drives, and chat – consolidated into a single, governed archive for faster audits and investigations.
Persistent, uninterrupted access to critical Workspace records during service disruptions.
Workspace data across all users and functions centralised under governed access, with full visibility and role-based control.
Google Workspace provides active security for live collaboration. Vaultastic adds an independent governance layer – preserving historical records, enforcing retention policies, and supporting audits without dependence on live systems.
| What Vaultastic does | What this enables for |
|---|---|
| Extracts Google Workspace email, Drive files and Chat streams into a separate archival store | Regulated records are no longer dependent on live tenants or user licenses |
| Applies policy-aware retention outside Google Workspace for the long term. | Compliance obligations are met consistently over long retention periods |
| Locks legacy and departed-user records under governed retention so investigative and audit trails stay intact | Risk from employee exits, mailbox deletions, and legacy data gaps is reduced |
| Ensures immutability and traceability so archived Workspace content serves as admissible, verifiable evidence | Audit and regulatory evidence remains provable and defensible |
| Full-text indexing of archived email and attachments, with metadata-based search across archived Google Workspace content, enabling fast eDiscovery and audit production without heavy IT involvement. | Regulatory and audit requests are answered faster, without IT-heavy effort |
| Enforces role-based & supervised access to archived information | Compliance and legal teams access data without exposing live environments |
| An always-available archive protects regulatory access and continuity during Workspace outages or security events. | Regulatory response and continuity are not blocked by system disruptions |
| Intelligent tiering and life-cycle policies keep retention costs predictable and efficient beyond Workspace | Vaultastic's smart, tiered life-cycle oriented data retention costs ensure that utility doesn't come at a shocking price tag. |
Google Workspace generates business-critical email, chat, and file data that often needs to be retained and accessed beyond live usage. Vaultastic archives Google Workspace data across different storage tiers based on access and retention needs.
| Google Workspace data source | How Vaultastic captures and stores it | What this enables |
|---|---|---|
| Gmail (live email flow) | Stored in: Active Store Automatically captures live email transactions as they occur |
Continuous preservation of business emails without relying on user inboxes |
| Gmail (existing mailboxes) | Stored in: Active, Open, or Deep Store Copies email already delivered to user mailboxes based on retention needs |
Ongoing access to historical emails as users change or data ages |
| Archived or exported emails (EML / PST files) | Stored in: Open or Deep Store Ingests exported email files for long-term retention |
Long-term preservation of legacy and historical email outside live systems |
| Google Chat communications | Stored in: Active, Open, or Deep Store Archives direct and space-based chat communications as records |
Retention and retrieval of collaboration conversations over time |
| Google Drive | Stored in: Open or Deep Store Uploads user file data for long-term preservation |
Continued access to user-generated files beyond active Drive usage |
Vaultastic addresses these challenges by providing centralised, independent archival and powerful discovery for all Google Workspace data, creating a single hub that unifies information that native tools leave fragmented.
| How Vaultastic works with Google Workspace | What this means for BFSI organisations |
|---|---|
| Policy-driven archival of email and collaboration data | Ensures regulated records are retained consistently and remain audit-ready and accessible in near real-time |
| Independent storage and preservation of Workspace data, ensuring uninterrupted availability during critical phases. | Maintains access to critical information during outages, incidents, or account authentication issues |
| Centralised, cross-mailbox and cross-drive discovery across Workspace data for faster retrieval | Enables faster audits, investigations, and regulatory responses without heavy IT involvement |
| Immutable records with full audit trails | Full audit trails and chain-of-custody to support ICFR, SEBI, and IRDAI evidentiary standards. |
| Role-based access and supervisory controls | RBAC and supervisory controls for Compliance, Legal, Risk, and Internal Audit teams, with segregation of duties and SPDI-compliant handling. |
| Unified governance across Workspace and other platforms | Unified archival, retention, and discovery across Google Workspace, Microsoft 365, Salesforce, and other systems, eliminating the issue of fragmented data across silos. |
Vaultastic transforms Google Workspace from a productivity platform into a unified, audit‑ready recordkeeping and e‑discovery system
| Where Google Workspace data is commonly used | How Vaultastic governs and supports it |
|---|---|
| Regulatory audits and inspections | Provides centralised, governed access to retained Google Workspace records, enabling faster and more predictable audit responses |
| Legal discovery and investigations | Preserves immutable, defensible Google Workspace records while enabling secure, frictionless access, keeping operations smooth and IT free from bottlenecks. |
| Incident response and forensic reviews | Maintains independent, secure and role based access to Workspace data during outages, security incidents, or account-level compromise |
| Business continuity and recovery | Independent, unfettered access to critical information during production system outage, cyber incidents or any loss of data on the production system. |
| Supervisory oversight and internal reviews | Legal, compliance, and risk teams access records without exposing sensitive data to end-users or risking SPDI breaches - all with a secure RBAC system. |
| Cross-platform information governance initiatives | Single governance layer across Workspace, Microsoft 365/Teams/SharePoint, and Salesforce essentially eliminates silos that plague multi-platform BFSI environments. |
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