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.

In what formats can I export data from Vaultastic for further use?

Vaultastic supports data export in widely accepted, portable formats to ensure compatibility with other systems and tools. Emails can be exported as PST (for Microsoft Outlook) or EML files, making them easy to restore or review in email clients. Files archived from storage applications like Google Drive or OneDrive can be extracted in their original file formats. This flexibility allows organizations to reuse, migrate, or analyze their data without encountering format compatibility issues, ensuring seamless workflows for legal reviews, audits, or business continuity.

Can I extract specific emails or files based on search queries in Vaultastic?

Yes, Vaultastic allows precise and targeted data extraction using its powerful e-discovery search capabilities. Administrators and authorized users can run search queries based on keywords, file names, sender/recipient details, date ranges, and other filters to locate specific emails or files. Once identified, the search results can be selectively exported in desired formats such as PST, EML, or original file formats for further analysis or reporting. This granular search and extraction feature enables organizations to save time and streamline processes, especially during audits, investigations, or legal proceedings.

How does Vaultastic ensure the security of data during the extraction process?

Vaultastic prioritizes data security throughout the extraction process by leveraging advanced encryption and access control mechanisms. All data transfers are secured using end-to-end encryption, ensuring that no unauthorized entity can intercept or access the information. Role-based access control (RBAC) ensures that only authorized users can initiate and perform data extractions. Additionally, all extraction activities are logged and audited, providing complete visibility into who accessed the data, what was extracted, and when. These measures ensure that data integrity and privacy are maintained during extraction, meeting strict compliance and security requirements.

Is it possible to bulk export large volumes of archived data from Vaultastic?

Yes, Vaultastic is designed to handle bulk data exports efficiently, even for large volumes of archived information. Organizations can initiate bulk exports of entire vaults, datasets, or historical archives in manageable batches or through automated tools. For particularly large datasets, Vaultastic leverages advanced parallel processing and compression techniques to ensure faster, secure transfers without compromising performance. If the data volume exceeds what can be transferred over the network, Vaultastic also supports physical shipment using AWS Snowball or similar devices, enabling secure and quick migration of massive archives.

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.

What administrative controls does Vaultastic provide to manage archived data?

Vaultastic offers comprehensive administrative controls that allow you to manage and monitor your archived data effectively. Administrators can configure data retention policies, set up user access levels, and define role-based permissions to ensure data security and compliance. The centralized administration dashboard provides insights into data usage, system health, and user activities, enabling IT teams to track operations seamlessly. Additionally, Vaultastic includes audit trails and reporting tools to maintain transparency and accountability for all administrative actions.

How does Vaultastic simplify user access management for large organizations?

Vaultastic supports role-based access control (RBAC), allowing administrators to define specific roles for users based on their responsibilities. For instance, department heads can be granted access to their team’s archives, while auditors can have broader access across all user accounts. Administrators can easily manage user roles through the dashboard, making it simple to onboard new users or update permissions as organizational needs evolve. This structured approach to access management ensures that users only see the data they are authorized to handle, enhancing both security and productivity.

Can Vaultastic provide reports on storage usage and user activities?

Yes, Vaultastic includes a set of dashboards that give administrators detailed insights into storage usage, user activities, migration activities and audit trails. These dashboards help organizations monitor costs, optimize resource allocation, and ensure compliance with data retention policies. Administrators can download these insights on demand through the administration console, providing transparency and actionable insights.

How does Vaultastic handle policy enforcement for data retention and deletion?

Vaultastic allows administrators to define custom retention policies for different categories of data, ensuring compliance with legal and organizational requirements. These policies can specify retention durations, archival rules, and deletion schedules. Once configured, Vaultastic automatically enforces these policies across all stored data, reducing the risk of human error. Legal hold functionality is also available, allowing specific vaults or datasets to be exempted from deletion or lifecycle policies during investigations or litigation.

What tools does Vaultastic offer for monitoring and troubleshooting?

Vaultastic provides a suite of monitoring and troubleshooting tools designed for administrators. The administration dashboard displays metrics, including ingestion status, storage utilization, and user activities. For all jobs executed via the administration panel, Vaultastic provides detailed feedback for any errors encountered to help customers troubleshoot their jobs and resolve them quickly. This feedback is also sent via alerts on email. Support resources, including documentation and expert assistance, are readily available to ensure smooth operations.

What is the Deep Store in Vaultastic, and how does it support long-term data retention?

The Deep Store in Vaultastic is a specialized storage tier designed for cost-effective, secure, and long-term retention of archived data. It is ideal for preserving historical, infrequently accessed data such as emails, files, and SaaS application records that must be stored for compliance or regulatory reasons. Unlike active storage tiers, the Deep Store prioritizes durability and security over frequent access, making it a reliable solution for organizations that need to meet long-term data retention requirements without incurring high costs.

How does the Deep Store help organizations manage compliance with data retention regulations?

Vaultastic’s Deep Store ensures compliance with global and industry-specific data retention regulations by securely storing data in an immutable format. This storage tier supports regulatory mandates for preserving records for extended periods, at optimized costs, while maintaining their integrity and accessibility. The Deep Store’s advanced search and retrieval capabilities make it easy to respond to audits, litigation, or regulatory queries. It is also designed to adhere to data protection laws such as GDPR, HIPAA, and local mandates, ensuring organizations can meet their legal obligations with confidence.

What types of data are best suited for storage in the Deep Store?

The Deep Store is perfect for archiving historical and infrequently accessed data that must be retained for long durations. Examples include: Legacy email archives from past employees. Old business communications and records required for regulatory audits or legal proceedings. Financial and transactional data that needs to be preserved for compliance. SaaS application data that is no longer in active use but must be retained for historical or business continuity purposes. By storing such data in the Deep Store, organizations can optimize costs while ensuring the data remains secure and retrievable when needed.

Can I retrieve data from the Deep Store on demand, and how long does it take?

Yes, data stored in the Deep Store can be retrieved on demand using Vaultastic’s secure retrieval tools. While the Deep Store is optimized for cost-efficient storage rather than frequent access, retrieval timelines are designed to be practical and efficient. Data extraction typically takes a few hours (up to 48 hours), depending on the volume and complexity of the request. Once retrieved, the data can be accessed or downloaded using Vaultastic’s web-based console, ensuring seamless access to archived information.

How does the Deep Store optimize costs for long-term archival?

The Deep Store employs several cost-optimization strategies to minimize expenses while storing large volumes of data for extended periods. Key features include: Low-Cost Storage Tiers: It uses cold storage mechanisms optimized for rarely accessed data, reducing per-GB costs. Efficient Data Management: Advanced deduplication and compression techniques ensure optimal utilization of storage resources. Seamless Integration: The Deep Store works alongside Vaultastic’s Active and Open Stores, allowing organizations to move aging data into the Deep Store to free up more expensive storage tiers. These features help organizations save significantly on long-term retention while maintaining compliance and security.

Is the data in the Deep Store secure and compliant with global data protection standards?

Yes, Vaultastic’s Deep Store is built with advanced security measures to ensure data integrity and privacy. Data is encrypted both at rest and in transit using AES-256 encryption standards. The Deep Store’s tamper-proof architecture ensures that archived data remains immutable and unaltered throughout its retention period. Vaultastic adheres to global and local data protection regulations, including GDPR, HIPAA, and India’s Personal Data Protection laws. Regular security audits, access controls, and activity monitoring further strengthen the platform’s security framework, making the Deep Store a trusted solution for secure long-term archival.

What is the difference between the Vaultastic Open Store and the Deep Store?

Both, the Open and Deep Store serve the same purpose, except for the recovery speed. Retrieving data from the Deep Store requires an extra step to first restore the data, which can take up to 48 hours, after which the information is available for recovery/download.

How does Vaultastic ensure compliance with global data protection laws such as GDPR, HIPAA, and DPDPA?

Vaultastic operates under a shared responsibility model with our customers, while helping them comply with the the global data protection laws such as GDPR, HIPAA and DPDPA Vaultastic is designed to meet the stringent requirements of global data protection laws, including GDPR, HIPAA, and DPDPA. It employs robust security measures such as AES-256 encryption for data at rest and in transit, ensuring sensitive information remains private and secure. Vaultastic supports data minimization principles by offering granular controls over data retention and deletion, enabling compliance with laws like GDPR’s Right to Erasure and HIPAA’s healthcare data safeguards. The platform provides role-based access control to ensure that only authorized personnel can access specific data, aligning with DPDPA’s data privacy mandates. Furthermore, Vaultastic maintains a detailed audit trail of all activities, providing transparency and accountability for data management. Regular vulnerability assessments and adherence to global security standards make Vaultastic a reliable partner for organizations operating under stringent data protection regulations.

What measures does Vaultastic take to adhere to financial sector regulations from bodies like RBI, SEBI, and IRDAI?

Vaultastic incorporates features specifically designed to comply with financial sector regulations laid out by RBI, SEBI, and IRDAI. It ensures that all communication data, including emails and files, are stored securely and preserved in an immutable format for required retention periods, typically ranging from 7 to 12 years. Vaultastic provides advanced e-discovery tools for quick retrieval of data during audits or compliance checks, ensuring regulatory readiness. The platform supports data residency mandates, ensuring that financial data remains within the country’s borders, a requirement set by Indian regulators. Regular independent security audits, adherence to cybersecurity frameworks, and multi-layered encryption further ensure compliance with financial industry standards. Vaultastic’s tamper-proof storage and legal hold capabilities provide additional assurance, helping financial institutions maintain trust and regulatory alignment.

Does Vaultastic support data residency to comply with local laws?

Yes, Vaultastic fully supports data residency requirements, enabling organizations to store their data within the geographic boundaries of specific countries. This feature is particularly crucial for compliance with laws mandating data localization, such as India’s Digital Personal Data Protection Act (DPDPA) and similar regulations in other jurisdictions. By leveraging regional AWS data centers, Vaultastic allows customers to choose where their data is stored, ensuring compliance with local data protection laws. This not only helps meet legal obligations but also enhances trust and reliability by assuring stakeholders that sensitive information is handled in accordance with jurisdictional mandates.

Can Vaultastic help us maintain email and file data for regulatory retention periods?

Vaultastic is purpose-built to manage and preserve information for regulatory retention periods mandated by various laws and industry standards. The platform offers configurable retention policies that automatically archive emails, files, chats, and other communication/SaaS data for predefined durations, ensuring no records are inadvertently deleted before their retention period expires. All data is stored in a tamper-proof format with immutable storage capabilities, guaranteeing its integrity throughout the retention period. Whether you need to retain data for a few years or decades, Vaultastic provides scalable, secure storage options across its Active, Open, and Deep Store tiers to meet long-term archival requirements cost-effectively. This ensures compliance with regulatory timelines while optimizing storage efficiency.

How does Vaultastic handle legal holds to support ongoing investigations or litigation?

Vaultastic’s legal hold feature allows organizations to preserve specific vaults or datasets that may be relevant to investigations or litigation, exempting them from automated deletion or lifcycle data rotation policies. Once a legal hold is placed on a user’s vault or selected data, it is locked to prevent accidental or intentional deletion by the super admin, ensuring the integrity of the information throughout the investigation or legal proceedings. The platform’s advanced e-discovery tools enable teams to search, retrieve, and review legal hold data quickly. With detailed audit trails and role-based access control, Vaultastic ensures that only authorized personnel can access the held data, maintaining confidentiality and compliance. By providing robust legal hold functionality, Vaultastic helps organizations confidently navigate regulatory, legal, and operational challenges.

Does Vaultastic provide tools for e-discovery to respond to regulatory queries and audits?

Yes, Vaultastic offers advanced e-discovery tools designed to streamline the process of responding to regulatory queries and audits. The e-discovery panel enables users to perform global searches across archived data, using flexible filters like keywords, dates, file types, and more to locate specific information quickly. Vaultastic supports granular retrieval, allowing auditors or compliance teams to extract specific emails, files, or datasets in portable formats such as PST or EML or the original file format. The integrated case management tool enhances collaboration by enabling secure, real-time sharing of discovery results with internal and external stakeholders. These tools are built to ensure regulatory readiness, making audits and legal investigations efficient, precise, and compliant with industry standards.

What are Vaultastic’s capabilities for selective data deletion under regulations like GDPR’s Right to Erasure?

Vaultastic empowers organizations to comply with regulations like GDPR’s Right to Erasure by offering robust capabilities for selective data deletion. Administrators can define and execute policies to delete specific datasets based on criteria such as user identity, content type, and retention period. The deletion process is secure, logged, and auditable, ensuring transparency and compliance. Vaultastic’s selective deletion capabilities help organizations honor user requests for data removal while safeguarding non-relevant data. This controlled approach to data deletion ensures that businesses can meet privacy obligations without compromising their broader regulatory or operational requirements.

Can Vaultastic ensure compliance with industry-specific regulations beyond financial services?

Absolutely. Vaultastic’s flexible architecture and compliance-ready features enable it to meet the needs of a variety of industries beyond financial services, including: Healthcare: Adhering to data retention and security requirements under HIPAA for patient confidentiality. Education: Safeguarding student and faculty records in line with global education data protection laws. Manufacturing: Preserving intellectual property, trade secrets, and operational records in compliance with industry standards. Legal: Ensuring the integrity of communication and case-related records for e-discovery and litigation readiness. Vaultastic’s built-in security measures, configurable retention policies, and advanced e-discovery tools make it adaptable for any regulated industry, ensuring compliance across multiple regulatory frameworks.

How does Vaultastic align with emerging data privacy regulations in different countries?

Vaultastic is built with a forward-looking approach to ensure compliance with emerging data privacy regulations worldwide. The platform’s adherence to foundational principles like data encryption, residency, and retention flexibility positions it to adapt to new laws quickly. For example: Data Localization: Vaultastic supports storing data in specific geographic regions, addressing localization mandates like India’s DPDPA or Brazil’s LGPD. Right to Erasure: Tools for selective data deletion align with global privacy laws, including GDPR. Transparency: Vaultastic maintains detailed audit trails to meet regulatory requirements for accountability and reporting. As new data protection laws emerge or existing regulations evolve, Vaultastic continuously updates its capabilities and processes to remain compliant. By leveraging its shared responsibility model, Vaultastic empowers organizations to navigate the dynamic global privacy landscape with confidence.

How do I access, search, and extract my archived information on Vaultastic?

Vaultastic provides role-based access to your archived information, allowing flexibility based on your needs. You can enable access for individual users, departments, or auditors, depending on your use case. The Vaultastic app is a cloud-based web application accessible from anywhere using a browser. Once logged in, you can easily search for the required data and extract it granularly in portable formats, ensuring secure and efficient data retrieval.

Can I provide access to the data depending on the organizational hierarchy?

Yes, Vaultastic supports role-based access, allowing you to define which vaults are visible to users based on their role within the organization. This enables you to grant access according to the organizational hierarchy, ensuring that users only see the data relevant to them. This feature is also useful for providing selective access to internal and external auditors as needed.

The data volume keeps on increasing. Will the search be as seamless as it is now five years later?

Yes, absolutely. Vaultastic is designed to be highly scalable and agnostic to data size, leveraging an elastic cloud store that provides boundless storage capacity. Even as your data grows over the years, Vaultastic’s powerful eDiscovery engine is engineered with a highly scalable indexing engine to quickly locate any period data from the Active store, ensuring fast and seamless searches, even five years or more into the future.

Does Vaultastic support Office 365 e-discovery, too?

Yes, Vaultastic supports Office 365 e-discovery. Once you set up Office 365 email and Teams chat archiving, all your Office 365 communication information is securely archived in Vaultastic. From there, you can easily perform e-discovery using the Vaultastic search console, allowing for quick and efficient data retrieval across your archived Office 365 emails and chat conversations.

Can I provide restricted e-discovery rights to specific team members?

Absolutely. Vaultastic allows you to customize multi-level e-discovery rights based on specific roles and requirements. For example, you can enable self-service for users, allowing them to search only within their own vaults. Department heads can be given access to search across their team's data, while auditors can be granted broader access to search across all user vaults. You also have the flexibility to define exceptions and further tailor access to meet your organization's needs.

How can I access and search the data stored in the different Vaultastic stores?

Each Vaultastic store is accessible through a self-service console, making it easy to search and retrieve data across the different stores. The Active Store supports a powerful ediscovery tool to perform deep searches on emails preserved on the Active store. The Open and Deep store retain older email content and file data archived from file sources like MS OneDrive, Google Drive and File servers. These stores support an easy search interface to locate emails and files by period, size, user identity and type and extract them in bulk or granularly. The intuitive interfaces allow you to quickly locate and extract the information you need, ensuring seamless access to your archived data whenever required.

What is the function of ‘AND’, ‘OR’ buttons in the search feature of the E-Discovery panel?

The 'AND' and 'OR' buttons in the E-Discovery panel’s search feature allow users to refine and customize search queries by combining multiple conditions. 'AND' Button: This narrows the search results by requiring that all specified conditions must be met. For example, if you search for emails containing the words "contract" AND "approval," the results will include only emails that mention both terms. 'OR' Button: This broadens the search results by allowing either condition to be met. For example, searching for "contract" OR "approval" will return emails containing either of the terms. These logical operators enable precise and efficient searches, making it easier to locate specific data during investigations or audits.

Can I save ediscovery queries for easy execution repeatedly?

Yes, you can compose a query and save for effortless re-execution on-demand. This works best for queries that need to be run frequently e.g. compliance or policy checks on a weekly basis.

Which are the compatible email clients whose data can be stored and extracted using Vaultastic?

Vaultastic is compatible with email clients that use popular and standard formats such as PST, EML, and MBOX. You can easily ingest email data in these formats into Vaultastic, and when needed, extract the data in portable formats like PST or EML, ensuring seamless compatibility across a wide range of email clients.

How do I extract data for a particular mailbox from Vaultastic?

To extract data from a specific mailbox in Vaultastic, you can use the eDiscovery tool to search for specific emails within that mailbox and download the search results. Alternatively, you can extract the entire mailbox (vault) as a PST file or in the more versatile EML format, from the admin panel, depending on your needs.

My data size is enormous and is continually growing. How does Vaultastic preserve such large volumes of data without a proportional increase in cost?

Vaultastic effectively manages large and growing volumes of data by utilizing storage tiering. Recent, frequently accessed emails are stored in the Active (hot) store, while older, less-used emails are moved to the Open (warm) store or Deep (cold) store. This approach optimizes costs, reducing long-term data retention expenses by up to 60%. For large data imports, Vaultastic integrates Legacyflo, a scalable migration tool, and may recommend AWS Snowball or Snowcone for faster physical data transfers to the cloud, ensuring efficient and cost-effective data management.

Do I need data lifecycle management if I already use a backup tool?

Yes, even if you use a backup tool, you still need data lifecycle management. A backup tool creates point-in-time snapshots for recovery from corruption or data loss but does not offer the comprehensive capabilities of an enterprise information archival system. Archiving ensures that 100% of your data is protected in a search-ready form. Data lifecycle management is essential for efficiently managing your archived data as it ages, helping to control costs and ensure long-term accessibility and compliance.

How does Vaultastic data storage technology offer the best performance?

Vaultastic is a cloud-native platform that leverages the scalability of the cloud to deliver high performance with efficiency. Its architecture supports massive data ingestion, automatically scaling based on workload demands. Vaultastic also utilizes a scalable indexing system built on elastic cloud storage, creating a "bottomless" archive that can grow infinitely while keeping your data in a search-ready form. These modern, cloud-based technologies ensure Vaultastic delivers high performance without the high cost, making it an optimal solution for long-term data storage and retrieval.

What are the RTO and RPO SLAs that Vaultastic assures?

Vaultastic ensures a near-zero Recovery Point Objective (RPO) and a Recovery Time Objective (RTO) of just a few hours, thanks to its built-in redundancy. With an in-built DR site, where data is simultaneously written to multiple data centers (availability zones), Vaultastic provides an exceptional level of data durability, delivering 11 9s of reliability. This robust infrastructure guarantees that your data remains highly secure and recoverable even in the case of a major outage on one of the availability zones of our cloud platform.

Do I need to upgrade the email archive solution every year?

No, you do not need to upgrade Vaultastic manually. Unlike on-premises archiving solutions, Vaultastic is a fully managed, cloud-based service that is automatically updated multiple times a year (sometimes upto 150 updates a year) These upgrades address security vulnerabilities, introduce new features, and resolve any issues, ensuring that your enterprise information archiving solution remains secure and up-to-date without any effort on your part.

How can I move 15TB of legacy email data in PST files to Vaultastic, and how will this impact my cost?

Vaultastic integrates Legacyflo, a scalable migration tool, to seamlessly import large volumes of data, such as 15TB of legacy email in PST files, into the respective vaults on the Active Store or directly into the Open or Deep Store for long term retention. For such a large dataset, we may recommend using AWS Snowball or Snowcone, which allows physical transfer of the data to the cloud, speeding up the migration process. To manage costs efficiently, Vaultastic deploys storage tiering. This approach keeps recent, frequently accessed data in the Active store while moving older, infrequently used data to the cost-optimized Open Store, potentially reducing long-term storage costs by up to 60%.

Archival and Backup Platform

My legacy archive email data is spread across inactive mailboxes, PST files, and EML files. How can you help me import all this into my central archive on Vaultastic?

Vaultastic can seamlessly import email data from multiple sources, including inactive mailboxes, PST files, and EML files, into a central, unified archive. Despite the variety of formats and sources, Vaultastic consolidates the data in a standardized, portable format within the cloud, making it easy to search and retrieve. This ensures that all your legacy email data is securely stored and accessible from a single repository.

What happens to Open Store data when an organization’s storage needs evolve?

As an organization’s storage needs change, Vaultastic’s Open Store adapts seamlessly. If data becomes more relevant for operational or compliance needs, it can be copied to the Active Store for faster access. Conversely, newly archived data that no longer requires frequent access can be transitioned to the Open Store to reduce costs.

The Open Store is part of Vaultastic’s flexible tiered storage architecture, which allows data movement across tiers based on lifecycle stages, access frequency, and retention policies. This adaptability ensures that organizations can efficiently manage growing data volumes while balancing cost, performance, and compliance requirements. Vaultastic also supports export options, ensuring that organizations can migrate their data elsewhere if needed.

How scalable is the Open Store for growing archival requirements?

The Open Store is built on Vaultastic’s cloud-native, scalable architecture, making it highly adaptable to growing data volumes. Its elastic cloud infrastructure allows organizations to scale storage seamlessly without upfront investments or capacity planning.

Whether you’re storing terabytes or petabytes of data, the Open Store automatically adjusts to accommodate the increasing load. Advanced compression and deduplication techniques further optimize storage utilization, ensuring cost efficiency even as data grows. This scalability makes the Open Store a reliable choice for businesses anticipating exponential data growth while maintaining high performance and compliance standards.

What types of data are best suited for storage in the Live Store?

The Live Store is ideal for storing data that requires frequent access and collaboration, such as:

Project Communication: Emails, files, and documents related to active projects that teams or stakeholders need to access regularly.
Audit and Compliance Data: Information under review during audits or compliance checks that requires interaction with internal teams or external auditors.
Incident Management Data: Evidence or records related to ongoing investigations or incidents requiring collaborative resolution.
SaaS Application Data: Active records from tools like CRMS, HRMS, Forms, etc., that are part of daily business operations.

This tier is optimized for active data that supports decision-making, operational continuity, and team collaboration.

What is the Live Store in Vaultastic, and how does it support active data collaboration?

The Live Store in Vaultastic is a dynamic storage tier designed for real-time access to archived data, enabling active collaboration among teams and external stakeholders. Unlike traditional archival solutions that focus solely on retention and compliance, the Live Store facilitates seamless sharing and collaborative workflows around archived emails, files, and SaaS data.

It acts as a live repository, ensuring that archived information is readily accessible for ongoing projects, audits, or incident resolution. The Live Store also integrates powerful sharing and case management tools, allowing users to invite collaborators to access specific data securely and share insights, comments, or recommendations directly within the platform. This makes it an invaluable resource for organizations requiring efficient, collaborative data management.

How does the Live Store enhance productivity for teams and external collaborators?

The Live Store enhances productivity by providing tools for secure, efficient, and real-time collaboration around archived data. Key features include:

Integrated Sharing: Users can securely share specific data with internal teams or external collaborators without the need for downloading and external transfers.
Case Management: The Live Store includes a case management system that allows users to create cases, associate relevant data, and invite collaborators to review, comment, or provide input within the platform.
Real-Time Access: The Live Store ensures that data is instantly available for search and retrieval, reducing delays in decision-making or resolving issues.
Centralized Collaboration: All discussions and actions on shared data are logged within the platform, providing a single source of truth and ensuring accountability.

These capabilities streamline workflows, reduce communication overhead, and ensure that teams and collaborators have the tools they need to work efficiently.

What security measures ensure the integrity of data in the Live Store?

The Live Store is built on Vaultastic’s robust security framework, ensuring that data integrity and privacy are maintained at all times. Key security measures include:

Encryption: All data in the Live Store is encrypted at rest and in transit, preventing unauthorized access.
Access Control: Role-based access ensures that only authorized users can view, share, or modify data stored in the Live Store.
Immutable Storage: Data in the Live Store is tamper-proof, maintaining its integrity for compliance and audit purposes.
Multi-Factor Authentication (MFA): Adds an extra layer of security to prevent unauthorized access to sensitive data.
Activity Monitoring: All actions, including sharing and collaboration activities, are logged for audit and security purposes.

These measures ensure that the Live Store remains a secure environment for collaborative data management.

How does the Live Store integrate with Vaultastic’s other storage tiers to optimize data management?

The Live Store seamlessly integrates with Vaultastic’s Active Store and Open Store, creating a cohesive and flexible data management ecosystem. This integration enables:

Data Movement: Data can be easily transferred between tiers based on its lifecycle. For example, frequently accessed data in the Active Store can be moved to the Live Store for collaboration, while older data can be transitioned to the Open Store for cost-efficient long-term storage.
Unified Search: Users can perform cross-tier searches to locate data quickly, regardless of where it is stored.
Centralized Management: A single interface allows administrators to manage data retention policies, access controls, and user roles across all tiers.
Cost Optimization: By storing actively used data in the Live Store and transitioning aging data to the Open Store, organizations can optimize costs while ensuring accessibility and compliance.

This integration ensures that data is always in the most appropriate tier based on its usage, improving efficiency, reducing costs, and enhancing overall data management capabilities.

What is the Open Store in Vaultastic, and how does it differ from other storage tiers?

The Open Store is a cost-efficient, long-term archival storage tier in Vaultastic, designed to store data that is infrequently accessed but must be retained for extended periods. It complements the Active Store, which is optimized for frequently used data requiring rapid access.

The primary difference between the Open Store and other tiers, such as the Active Store, lies in its focus on cost optimization and durability over immediate retrieval speed. While the Active Store prioritizes performance for dynamic business needs, the Open Store emphasizes cost-effectiveness and security, making it ideal for archival purposes. By segregating data based on access frequency and usage patterns, Vaultastic enables organizations to efficiently manage their data lifecycle while minimizing costs.

What types of data should be stored in the Vaultastic Open Store?

The Vaultastic Open Store is ideal for data that is infrequently accessed but requires secure and long-term preservation. Examples of data suited for the Open Store include:

Aged Emails: Older email communications that must be retained for regulatory compliance, legal needs, or historical reference.
Files: Files, documents and recordings (video and audio) that are no longer actively used but are necessary for audit trails or industry-specific retention mandates.
Legal Hold Data: Information flagged for long-term retention during litigation or investigation processes.
Historical Records: Organizational data that provides historical insights or is part of a compliance requirement.

By storing such data in the Open Store, organizations can maintain compliance and operational readiness without incurring high costs associated with high-performance storage.

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FAQ Categories: Archival and Backup Platform

My legacy archive email data is spread across inactive mailboxes, PST files, and EML files. How can you help me import all this into my central archive on Vaultastic?

What happens to Open Store data when an organization’s storage needs evolve?

How scalable is the Open Store for growing archival requirements?

What types of data are best suited for storage in the Live Store?

What is the Live Store in Vaultastic, and how does it support active data collaboration?

How does the Live Store enhance productivity for teams and external collaborators?

What security measures ensure the integrity of data in the Live Store?

How does the Live Store integrate with Vaultastic’s other storage tiers to optimize data management?

What is the Open Store in Vaultastic, and how does it differ from other storage tiers?

What types of data should be stored in the Vaultastic Open Store?

FAQ Categories: Archival and Backup Platform

My legacy archive email data is spread across inactive mailboxes, PST files, and EML files. How can you help me import all this into my central archive on Vaultastic?

What happens to Open Store data when an organization’s storage needs evolve?

How scalable is the Open Store for growing archival requirements?

What types of data are best suited for storage in the Live Store?

What is the Live Store in Vaultastic, and how does it support active data collaboration?

How does the Live Store enhance productivity for teams and external collaborators?

What security measures ensure the integrity of data in the Live Store?

How does the Live Store integrate with Vaultastic’s other storage tiers to optimize data management?

What is the Open Store in Vaultastic, and how does it differ from other storage tiers?

What types of data should be stored in the Vaultastic Open Store?

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