Can I define retention policies for different types of archived data in Vaultastic?
Yes, Vaultastic allows you to define and customize retention policies for different types of archived data, such as emails/chats, files, and SaaS data. Administrators can set retention durations based on organizational needs, industry standards, or regulatory requirements.
These policies can vary depending on the department, user role, or data classification. For instance, information critical for legal compliance can be retained for 10 years, while less critical data can have a shorter lifecycle. Vaultastic automatically enforces these policies, ensuring data is stored for the desired duration and deleted securely once the retention period expires.
How does Vaultastic handle aging data to optimize storage and costs?
Vaultastic uses storage tiering to handle aging data efficiently and reduce costs. Fresh and frequently accessed data is stored in the Active Store, where it remains search-ready for rapid access. As the data ages and its access frequency declines, Vaultastic automatically transitions it to the Open Store or Deep Store, which are optimized for long-term storage at significantly reduced costs.
This tiered approach ensures that your data remains secure, compliant, and accessible while maintaining cost efficiency. By automating this process, Vaultastic helps organizations manage ever-growing data volumes without compromising on performance or budgets.
Is it possible to move data between storage tiers in Vaultastic as it ages?
Yes, Vaultastic enables seamless movement of data between storage tiers as part of its automated data lifecycle management. Data starts in the Active Store, where it is indexed for fast searches and frequent access. As data ages and becomes infrequently accessed, it is automatically moved to lower-cost storage tiers like the Open Store or Deep Store, based on pre-configured retention policies.
Organizations can also manually trigger data movement when needed, ensuring complete control. This tiered storage strategy ensures that data remains accessible while optimizing costs, aligning perfectly with long-term archival needs.
How does Vaultastic ensure compliance with data retention and deletion regulations during the data lifecycle?
Vaultastic ensures compliance with data retention and deletion regulations by offering configurable automated retention policies and secure deletion mechanisms. Administrators can define retention periods based on regulatory requirements, ensuring that data is preserved for the mandated duration and securely deleted thereafter.
Vaultastic’s legal hold feature exempts specific user vaults from deletion policies when required for audits or investigations. Additionally, all actions, including data movement and deletion, are logged and auditable to maintain transparency and accountability. This ensures organizations meet compliance obligations under laws like GDPR, HIPAA, and industry-specific regulations while minimizing legal and operational risks.
How does Vaultastic manage user access to archived data?
Vaultastic provides a secure and structured approach to managing user access to archived data. It leverages role-based access control (RBAC), which ensures that only authorized users can access specific vaults or data based on their roles within the organization.
Administrators have full control over defining and assigning roles, such as end-user, department head, auditor, or super-admin, ensuring data privacy and security. This fine-grained access control allows organizations to maintain a high level of governance while enabling seamless collaboration.
Access logs and activity audits are also available, allowing administrators to monitor who accessed the data and when, ensuring transparency and compliance.
Can I provide role-based access to specific teams or departments in Vaultastic?
Yes, Vaultastic fully supports role-based access to enable secure and controlled access for specific teams or departments. Administrators can configure roles such as department heads, team leaders, or IT staff and assign access to the data relevant to their teams.
For example, a sales department head can access and search archived communication from their team members, while other departments remain restricted. This capability simplifies access management, ensures compliance with internal policies, and boosts productivity by enabling users to find the data they need without compromising the confidentiality of unrelated information.
Is it possible to grant secure, temporary access to external auditors or legal teams?
Absolutely. Vaultastic allows administrators to grant secure, time-bound access to external auditors, legal teams, or compliance officers when required. This access is provided in a read-only mode to ensure data integrity while enabling auditors to search and retrieve the information they need.
Administrators can further control permissions, such as allowing or restricting data export, download, or sharing. Once the audit or investigation is complete, the temporary access can be quickly revoked. This secure and controlled process minimizes risks while streamlining collaboration with external stakeholders during audits or legal proceedings.
How can I monitor and control who accesses the archived data in Vaultastic?
Vaultastic provides powerful tools for monitoring and controlling access to archived data. Administrators can use the administration dashboard to define, manage, and track user roles and permissions.
Access logs and audit trails are automatically maintained, capturing details of who accessed the data, when they accessed it, and what actions they performed. These detailed activity records provide complete transparency, helping organizations meet compliance and governance requirements.
Does Vaultastic support self-service access for end-users to search and retrieve their own data?
Yes, Vaultastic offers self-service access for end-users, empowering them to search and retrieve their archived data independently. If access is enabled by the administrator, end-users can log in to the Vaultastic console using their credentials and access only their specific vaults.
The intuitive search interface allows users to quickly locate emails using keywords, date ranges, or other filters, saving time and reducing the burden on IT teams. This self-service feature enhances productivity, enabling employees to efficiently recover important communication without requiring assistance from administrators.
What methods does Vaultastic offer for extracting archived data?
Vaultastic provides multiple efficient and secure methods for extracting archived data, tailored to suit various needs. Users can export specific search results or entire archives directly through the intuitive Vaultastic console. For granular extractions, Vaultastic’s e-discovery and search tools allow you to search and retrieve specific emails, files, or data subsets quickly.
Additionally, Vaultastic supports bulk data extraction for large-scale requirements, enabling administrators to export entire user vaults or datasets seamlessly. These methods ensure flexibility, speed, and reliability when extracting archived data for compliance, audits, or business needs.
For very large datasets, Vaultastic ocan export the data and ship it to you via a physical medium, viz. the AWS Snowball or Snowcone device.