FAQ Categories: Data Governance Use Cases

By deploying Vaultastic, a copy of every email is automatically archived in a secure, independent infrastructure. This allows you to safely delete older emails from your active mailboxes, knowing they are securely stored in Vaultastic. 

You can implement an automatic retention policy on your primary mailboxes, such as retaining emails from only the last two years and deleting the rest. This helps you manage mailbox size effectively, ensuring you stay within your purchased limits of 30GB or 50GB.

Yes, Vaultastic seamlessly integrates with collaborative platforms like Google Drive and OneDrive to archive files, documents, and other data assets. It enables complete and incremental backups of data, ensuring that every information asset—newly created, modified, or updated—is archived in an independent, secure cloud repository. 

Vaultastic’s integration allows organizations to centralize their file archives, protecting critical business data against accidental deletions, tampering, or cyberattacks. By archiving collaborative data, Vaultastic ensures compliance with data retention laws and simplifies the recovery of business-critical files. This makes it an ideal solution for businesses that rely on cloud storage platforms for file sharing and collaboration.

Regulators in the financial services industry expect institutions to provide a reliable, secure, and always-on experience for customers while safeguarding all static and transactional data. 

This data must be stored securely for extended periods in an easily discoverable form, all within the country’s boundaries. Additionally, financial institutions must have strong risk management frameworks, internal controls, and reporting mechanisms to protect customer interests and maintain market integrity. Compliance with data privacy regulations and robust cybersecurity measures is also crucial.

Since email is the primary mode of communication, regulators require financial institutions to securely preserve all financial-related email data, including communications from active and former employees, for 7-10 years, depending on the type of financial entity. Vaultastic helps institutions meet these stringent requirements by offering a comprehensive email archiving solution.

While periodically downloading emails to PST files may seem like it works, this traditional method comes with significant limitations. 

First, it is a manual process, reducing your IT team’s productivity when they could focus on more valuable tasks. 

Second, the risk of data loss is high because periodic captures may miss added or deleted emails, and traditional storage devices can lead to data fragmentation, tampering, or theft. 

Finally, finding specific information quickly for audits or litigation can be challenging due to the fragmented, raw nature of the stored data.

Vaultastic addresses these challenges by offering automated, secure, and efficient data storage management, improving data protection, productivity, and ease of access.

Vaultastic provides robust mechanisms to mitigate the risks of data tampering and loss through its secure and immutable cloud-based infrastructure. All archived data is protected with end-to-end encryption, both at rest and in transit, ensuring it remains inaccessible to unauthorized users or cyber threats. 

Additionally, Vaultastic enforces immutability, meaning once data is archived, it cannot be altered or tampered with, preserving its integrity for compliance and legal needs. The platform ensures real-time archiving for emails, eliminating gaps that often occur with periodic backups and reducing the risk of accidental deletions or data loss. 

Vaultastic’s disaster recovery and high-availability architecture, built on AWS with geographically separated data centers (availability zones), further guarantee data durability and accessibility, providing organizations with peace of mind.

Yes, Vaultastic offers data residency options to ensure that your data remains within the country’s boundaries. As a cloud-based solution, Vaultastic allows you to select data centers located in specific regions or countries, ensuring compliance with local data protection laws and regulatory frameworks. 

This capability is particularly important for sensitive financial data, as it helps organizations meet data localization and sovereignty requirements while maintaining control over their data. Vaultastic’s data residency options provide peace of mind and ensure adherence to industry regulations.

Yes, Vaultastic can significantly reduce compliance-related costs. To remain compliant, organizations need to preserve data long-term in a discoverable form. Vaultastic’s multi-dimensional cost optimization methods help reduce retention costs, migration expenses, and improve productivity through fast eDiscovery. These features ensure you are always ready to respond to compliance queries efficiently.

Yes, Vaultastic is specifically designed to help organizations securely manage and archive data generated by former employees. 

There are two ways to do this, viz. 

One, as soon as the employee joins, start archiving all the information they generate, which includes emails, files and documents, chat conversations, and more. Thus, when the employee leaves, all their information is already archived.

And two, upon an employee’s exit, their emails, files, chat conversations and other information can be automatically archived into an independent, centralized repository in Vaultastic. 

The first option is recommended to ensure a 100% capture of all information generated and in control of former employees. The second option, is risky since it cannot capture information accidentally or intentionally deleted by the employee before they exit. 

This process ensures the data remains secure, tamper-proof, and easily accessible for future business use, legal discovery, or compliance requirements. Vaultastic’s role-based access controls allow administrators to restrict access to this data, ensuring only authorized personnel, such as HR, IT, or legal teams, can view or retrieve it. 

Additionally, Vaultastic offers cost-efficient long-term retention options, like the Open Store and Deep Store, to preserve ex-employee data while optimizing storage costs. By protecting and managing former employee data effectively, Vaultastic helps organizations reduce risks, maintain compliance, and safeguard valuable corporate information.

Yes, Vaultastic encrypts all data in compliance with the cybersecurity guidelines of your financial services industry regulator. It employs advanced encryption techniques to protect data both in transit and at rest, ensuring that sensitive financial information remains secure. 

By adhering to these stringent regulatory requirements, Vaultastic helps financial services organizations mitigate the risk of data breaches, while maintaining the confidentiality and integrity of their data in full compliance with industry standards.

Yes, Vaultastic’s annual fee includes the full management and maintenance of the platform, guaranteeing an always-on service. This includes the cost of building redundancy and ensuring business continuity. Our engineers work diligently to deliver bulletproof security, rock-solid reliability, and highly scalable performance.