Contracts, customer conversations, approvals, invoices, internal decisions, and many pieces of such critical information all live in emails, chats, messages, and files. Your archive is a repository of such information.
When regulators and legal teams ask for records and evidence, or when an employee leaves and you need to ensure continuity of work, the information stored in your archive becomes critical. You need the information history stored in your archive to be complete, untouched, and easy to find.
That’s exactly what Vaultastic is built for – to protect your business data and keep it readily accessible. But ensuring that data is secure is a shared responsibility.
Data Security is a shared responsibility.
While Vaultastic provides a secure platform for data capture and archival, what gets archived, the retention policy, the governance rules, and access controls are what your team defines and controls.
Think of Vaultastic like a bank vault. The bank builds the walls, the alarms, and the access mechanism; you decide who holds the keys.
Here’s a quick look at what Vaultastic takes care of for you:
Your data is protected with encryption.
Data is encrypted both in transit and at rest, helping protect it against unauthorised access.
Built on trusted cloud infrastructure.
Vaultastic runs on Amazon Web Services (AWS), with extra security layers added on top.
Your data remains isolated.
Vaultastic uses tenant isolation and a partitioned data architecture to keep each customer’s archive separate.
Protecting the integrity of archived records.
Vaultastic supports immutable archival capabilities, where applicable. Data movement between storage tiers is managed with integrity checks to help protect against data loss or corruption.
Disaster recovery is built into the platform.
Vaultastic incorporates disaster recovery capabilities to help maintain service continuity in the event of an unexpected disruption.
Continuous security monitoring.
Vaultastic’s operations team monitors the platform, and security assessments, including vulnerability assessments and penetration testing (VAPT), help identify potential security risks.
Audit trails for greater visibility.
Key administrative activities and user actions are captured through audit trails and security logs, helping organisations track access and operations.
You choose where your data lives.
Data residency controls help organisations manage where their data is stored and address applicable data protection requirements.
7 security best practices to protect your archive
Vaultastic gives you the tools. A few best practices on your side complete the protection loop. None of these need a security expert, just a clear, consistent routine.
1. Give every admin their own login
Shared admin accounts are one of the most common security gaps. When everyone uses the same login, nobody can tell who did what. Give each administrator a personal account, and remove access as soon as someone changes roles or leaves the company.
2. Only give people what they need
Not everyone needs full control. A compliance officer may only need to search and export. An auditor may only need to view. Keeping permissions tight means a mistake, or a compromised account, can do far less damage.
3. Make logins harder to break
Use strong passwords, lock accounts after repeated failed attempts, and turn on multi-factor authentication (MFA) for administrators. Adding a CAPTCHA to the login screen also helps block automated attacks.
4. Never share passwords with anyone
Not with vendors, not with contractors, and not even with Mithi’s own support team. Genuine support never needs your password. If someone asks for it, treat it as a warning sign.
5. Make access temporary when it should be
When legal reviews, investigations, and audits end, access to the archive for those tasks should be terminated. too. Set a clear end date, review access periodically, and remove any permissions that are no longer needed.
6. Actually look at your activity logs
Vaultastic’s audit trails capture key activity, such as logins, access changes, exports, data retrieval, and administrative operations, depending on the available logging scope. But a log only helps if someone reads it. A quick monthly check of admin activity and a deeper quarterly compliance review can catch the slippages.
7. Secure your integration credentials and API keys
Vaultastic connects to systems like Microsoft 365 and Google Workspace using credentials and API keys. Rotate them periodically, remove any keys you no longer use, and give integration accounts only the access they need, ideally read-only access.
Why this matters for your business
Good archive security isn’t just an IT concern. It protects the whole business.
- Audit-ready, any time. When a regulator or auditor asks for records, you can produce complete, untouched data quickly, with a clear trail showing who accessed it.
- Lower risk of costly mistakes. Configured deletion approval workflows and clearly defined retention policies help reduce the risk of accidental loss of important records.
- Confidence for regulated industries. Organisations in regulated industries can use additional deployment controls, such as VPC isolation, restricted IP ranges and private endpoints, where applicable.
- Peace of mind for leadership. Knowing your business history is safe, private, and recoverable lets your team focus on growth instead of worrying about data integrity.
For organisations that manage archives in their own cloud storage, we recommend the same approach: restrict who can reach it, require approval before anything is deleted, set clear retention periods, and keep it encrypted.
A quick checklist to get started
- Every admin has their own named login
- Multi-factor authentication (MFA) is on for administrators
- Admin access is reviewed every month
- Temporary access has an end date
- Activity logs are checked on a regular schedule
- Retention rules and deletion approvals are in place
- Integration credentials and API keys are rotated, and unused keys removed
Why businesses choose Vaultastic
Security is only one part of the story. Vaultastic also makes archiving simpler, faster, and more cost-effective.
- Works with the tools you already use. Archive data from Microsoft 365, Google Workspace, Teams, SharePoint, OneDrive, Google Drive, Salesforce, and more, all in one place.
- Automated from day one. Archival, backup, and lifecycle management run automatically, reducing manual effort and the risk of human error.
- Find what you need, fast. Quick search helps you locate the right records for audits, legal reviews and investigations.
- Built to keep costs in check. Tiered storage and flexible plans help organisations save up to 60% on data protection and management costs.
Want the full picture? Explore the Vaultastic product overview, or read more about how Vaultastic delivers security and reliability for critical information archival.
Your data, protected on every side
Your business history deserves the same care as your bank account. With Vaultastic, much of the heavy lifting of security is handled for you, from encryption and integrity checks to continuous platform monitoring. Follow a few simple best practices on your side, and you give your archive a strong, well-rounded layer of protection.
