Vaultastic 4.6.0.0 – Ensure effective Audit and Compliance management

How Vaultastic v4.6 integrates with Ideolve, a team collaboration platform, to ensure easy and effective audit and compliance management for a business.

Background

For any modern-day business, regular proactive audits of email communication are crucial for mitigating conduct, reputational, and financial risks.

Organizations need to manage the risk related to information leakage and ensure regulatory compliance about supervision and reporting of email communications:

To ensure compliance, organizations often need the help of external experts, auditors, and enforcement agencies to review potential policy violations and decide the course of action.

Challenges with traditional audit and compliance management processes

Traditional methods of preserving email data often fragment the information and make it highly challenging to find information easily, accurately, and quickly.

A central, consolidated repository of operational and historical email data, with powerful ediscovery tools, can mitigate this challenge almost entirely.

However, once an internal auditor finds a potential breach/violation, how can this information be shared with external auditors, law enforcement agencies, or other members of the compliance teams while maintaining privacy and confidentiality of the information?

Traditional review methods often result in copies of the data sent to these experts over email, leading to loss of control and potential information leakage.

And leads to inefficiencies in discussing the breach over multiple email threads or chat conversations, with no central record of the outcome & process.

Microsoft 365
Salesforce
Microsoft Onedrive
SendGrid
Freshdesk
Google Workspace

Vaultastic – cross-platform, centralised, and agile information archival

Providing protection, visibility, and for business-critical data to ensure business continuity & enable effective response to change

Vaultastic 4.6 integrates Ideolve, a team collaboration platform, to smoothen & secure the audit and compliance process.

Periodically or on-demand, the internal auditor’s responsibility is to scan for potential violations within the email archive and involve legal or compliance experts to review and resolve these breaches:

Vaultastic 4.6 integrates Ideolve, a team collaboration platform, to smoothen & secure the audit and compliance process.

Detect (potential) breaches

The internal auditor defines and saves searches in Vaultastic that look for emails indicating a (potential) compliance violation.

E.g., Create the query using mail attributes, keywords, and a date range and give the saved search a relatable name, e.g., “breaches 1-7 Jan 2022”, “information leakage,” tone violations.”

And executes these queries periodically or on-demand to scan for policy breaches.

Detect (potential) breaches

Flag emails with potential violations

The internal auditor can flag objectionable emails to mark them for future recall. Flagging content in Vaultastic initiates the Ideolve connector to allow deeper analysis and review on these potential violations.

The internal auditor can also restrict copying and download action on the flagged content to ensure privacy and confidentiality

Flag emails with potential violations

Classify the flagged email to organize the breaching content.

The Ideolve platform lets you tag the content (email) as per your business’s context to help you organize the review process and resolutions.

Classify the flagged email to organize the breaching content.

Share the flagged email with external auditors and internal team members

Without making copies of the data, you can share the content with previously onboarded compliance team members (including external auditors and internal team members). 

Share the flagged email with external auditors and internal team members

Discuss, analyze and decide the next course of action

Ideolve supports easy tools for the stakeholders to post their views on the flagged email and have discussions to arrive at a decision.

This discussion also gets recorded with the flagged content as a lifetime record for future reference and learning.

Discuss, analyze and decide the next course of action

Resolve the breach

The internal auditor can now review the compliance team members’ comments and decide on a resolution to conclude the breach review process. 
Resolve the breach

Reduced risk, more productivity with this approach

1. Single pane of glass to manage the compliance process

2. Reduced risk since the data can never get copied or downloaded from Ideolve.

3. Easier and speedier resolution of issues via an integrated process

4. Permanent record of all breaches and the discussions leading up to the resolution, with timelines.

More resources:

Use Case: Ensure Compliance Management with Vaultastic

Vaultastic v4.6.0.0 release notes

Earlier releases of Vaultastic

How Vaultastic solves modern data management challenges

Why Vaultastic cloud email archiving

About Vaultastic

Vaultastic’s groundbreaking information protection and data lifecycle management platform offers centralized archival & supervisory controls, quick discovery, and data activation for easing compliance management.

The key feature is its on-demand data management service, automatic storage management, atomized discovery, and activation, delivering cost savings of up to 60 percent over other methods.
Want an in-depth discussion?
Our customer success team is ready to talk to you, to understand your specific data management challenges and suggest the best possible solution, to minimize disruptions and manage data-related risks.
Ready to evaluate Vaultastic?
To get a first-hand feel of how Vaultastic works, sign up for a 30-day free trial.
Get all the latest news, tips and articles delivered right to your Inbox.

Leave a Comment

Your email address will not be published. Required fields are marked *

Scroll to Top
Your subscription could not be saved. Please try again.
Your subscription has been successful.

Subscribe to our newsletter and stay updated.