Can Vaultastic assist in managing legacy data scattered across various storage platforms?

Yes, Vaultastic is purpose-built to consolidate and centralize legacy data scattered across multiple storage platforms, ensuring ease of access and management. Its integrated Legacyflo migration tool simplifies the ingestion of legacy data from various sources, including PST files, EML files, MBOX archives, local drives, or inactive mailboxes. Vaultastic organizes the imported data into secure, searchable vaults while maintaining its original structure. Once archived, the legacy data becomes easily discoverable, reducing storage complexity and eliminating the risk of loss, fragmentation, or tampering. By centralizing legacy data on Vaultastic’s scalable cloud infrastructure, organizations can efficiently manage and access historical records while meeting compliance and operational needs.

How does Vaultastic support business continuity during data loss or system failures?

Vaultastic ensures business continuity by providing a secure and independent cloud-based information archive that protects 100% of your critical communication and file data. By archiving emails in real time through journaling and files via automated backups, Vaultastic creates an immutable and always-available secondary copy of your data. In the event of accidental deletion, data corruption, ransomware attacks, or system failures, businesses can swiftly retrieve their archived data through Vaultastic’s intuitive search and recovery tools. With near-zero RPO (Recovery Point Objective) and a robust cloud infrastructure offering 11 9’s data durability, Vaultastic minimizes downtime and ensures uninterrupted access to business-critical information, enabling organizations to maintain operations seamlessly.

What are some of the challenges faced while backing up emails?

One of the main challenges with most email backup solutions is that they are periodic, not continuous like Vaultastic. This means that any email activity—such as sending, receiving, or deleting—occurring between backup runs might be missed, leaving gaps in your data protection. This discontinuous nature of backups reduces confidence that all emails are securely backed up. Additionally, many backup solutions rely heavily on IT teams for data recovery, overburdening administrators with recovery requests and reducing overall efficiency.

Can Vaultastic support data archiving for collaborative platforms like Google Drive and OneDrive?

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.

How can Vaultastic assist organizations in mitigating risks associated with data tampering or loss?

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.

Can Vaultastic help organizations securely manage and archive data from former employees?

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.

How do I ensure compliance with data retention laws for ex-employees? Are there any specific regulations on data archiving for certain industries?

Compliance with data retention laws for ex-employees involves adhering to regulatory expectations around long-term data retention, data security, data residency, and ease of access for audits. Regulations often require organizations to securely store information, ensure it remains easily discoverable, and enable selective deletion when necessary. Certain industries, such as finance, healthcare, and government, have stricter regulations on data archiving to meet industry-specific standards. To ensure compliance, organizations should adopt cloud-based data retention solutions that align with local data protection laws and industry regulations.

What are the legal considerations for archiving data for ex-employees?

Retaining corporate data used by former employees is crucial for legal purposes, as it can provide critical evidence in future litigation. Proper corporate data retention enhances litigation readiness, strengthens compliance postures, and significantly reduces organizational risks. By securely archiving ex-employee data, organizations can ensure they are prepared for legal challenges while maintaining adherence to regulatory requirements.

How long should we keep data for ex-employees?

The duration for retaining ex-employee data depends on your organization's data retention policies. However, regulations and laws typically require data to be retained for at least seven years, and in cases of ongoing litigation, data should be kept until the litigation is fully resolved.

How can Vaultastic help organizations manage data for regulatory compliance and audits?

Vaultastic simplifies regulatory compliance and audit readiness by offering a centralized, immutable, and secure data archiving solution. It ensures that all critical business data, such as emails, information assets in the form of files, documents, videos etc, chat transcripts, and more is archived in a tamper-proof and search-ready format, adhering to stringent industry standards like GDPR, DPDPA, HIPAA, and financial regulations set by RBI, SEBI, and IRDAI. Vaultastic provides tools for customizable retention policies, enabling organizations to retain data for mandated durations while ensuring compliance with data privacy laws. Its advanced e-discovery capabilities allow auditors and compliance officers to quickly locate, retrieve, and export specific information, significantly reducing the time and effort required during audits or regulatory checks. Additionally, access logs and audit trails provide transparency and accountability, ensuring organizations meet governance requirements seamlessly.

How does Vaultastic enable secure data sharing and collaboration for audits and investigations?

Vaultastic enhances secure data sharing and collaboration during audits and investigations through its integrated case management tools. Instead of exporting and sharing data via traditional methods, Vaultastic allows authorized users to securely share search results and invite external auditors or internal stakeholders to collaborate within the platform. This method ensures that no data is moved outside the system, preserving its integrity and security. Role-based permissions control access levels, allowing read-only views or granular restrictions, while every activity is logged for transparency and accountability. Auditors and legal teams can review, comment, and recommend actions directly on the case, streamlining investigations and decision-making processes. Vaultastic’s collaborative approach reduces risks associated with data duplication, loss, or tampering and accelerates resolution timelines during audits and legal reviews.

What role does Vaultastic play in streamlining legal discovery and investigation processes?

Vaultastic plays a crucial role in simplifying and accelerating legal discovery and investigation processes by providing advanced e-discovery tools. These tools allow organizations to perform targeted searches across vast amounts of archived data using filters such as keywords, date ranges, sender/recipient details, and file attributes. Legal and compliance teams can locate relevant emails, files, or communications within minutes, significantly reducing the effort and time required for investigations. The platform supports granular data extraction in portable formats (like PST, EML and the original file format), ensuring that the data can be reviewed or presented as evidence. Additionally, Vaultastic’s case management tools enable teams to collaborate securely during investigations by sharing specific data without compromising its integrity. By automating discovery and enabling seamless access to archived data, Vaultastic empowers organizations to respond swiftly to legal and compliance requests.

Can I provide secured, selective access to mail vaults on Vaultastic to an external auditor in an audit scenario?

Yes, Vaultastic allows you to provide secure, selective access to mail vaults for external auditors, and this is a recommended practice to streamline audits. When you receive a data access request, you can enable read-only access to specific vaults for the auditor. Additionally, you can control whether the auditor can export, share or forward the data. Once the audit is complete, you can easily disable access, ensuring the process is both secure and efficient.

How do I share the e-discovery results with my team or external auditors?

Vaultastic provides multiple options for sharing e-discovery results. You can download and share the search summary, which includes metadata only, or download the content as EML or PST files for sharing. Additionally, Vaultastic’s integrated case management tool allows you to collaborate by inviting others to review the discovery results and provide their recommendations within the platform.

What do our financial services industry regulators expect from us?

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.

Does Vaultastic provide data residency within the country boundaries?

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.

Will Vaultastic encrypt all data per the cybersecurity guidelines of our financial services industry regulator?

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.

The auditors want email data of specific users of a particular period in the PST format. Can Vaultastic do this?

Yes, Vaultastic can handle this request quickly and efficiently. Using Vaultastic's deep eDiscovery tools, you can swiftly locate the required email data for specific users and time periods. Once the data is identified, you can easily export it in PST format to meet the auditors' needs.

How can I ensure that my sales department head is only allowed to search the business communication of the sales team and nobody else?

Vaultastic supports multi-level eDiscovery based on user roles, allowing you to control which vaults a user can access. You can configure the department head's access so they are only able to search the communication within the vaults of their team members. Similarly, auditors can be granted broader access to all users' mailboxes, while IT staff may be restricted from accessing VIP users' vaults. This ensures that access is precisely tailored to each role, protecting data privacy and maintaining compliance.

If my auditors find a potential breach, how can they share this data with legal/compliance experts and the management?

Traditionally, breach data is downloaded and shared over email or storage devices, and while Vaultastic supports this extraction method, there is a more secure and efficient option. Vaultastic offers an integrated case management tool that allows auditors to securely and privately share breach data with internal and external experts. Within this tool, experts can collaborate, provide their insights, and discuss resolutions directly, ensuring a faster and more secure response to potential breaches.

I have standard queries that I need to run daily to locate emails with potential policy violations. Is there any efficient way for me to do this?

Yes, Vaultastic offers an efficient solution. Its intuitive eDiscovery interface is designed to enhance productivity by allowing you to save frequently used queries. This enables you to run these queries with just a single click, making it easy to locate emails with potential policy violations on a daily basis.

How does Vaultastic help optimize storage costs for long-term data retention?

Vaultastic optimizes storage costs for long-term data retention by implementing an intelligent tiered storage architecture. Data is categorized and stored based on its usage frequency. Frequently accessed and active data resides in the Active Store, while aging or infrequently accessed data is moved automatically to cost-efficient tiers like the Open Store and Deep Store. This ensures businesses benefit from a scalable, pay-as-you-grow model while avoiding the costs associated with maintaining on-premises infrastructure. Additionally, Vaultastic employs deduplication, compression, and other storage optimization techniques to minimize storage overhead. By automating the lifecycle of archived data, Vaultastic significantly reduces the total cost of ownership (TCO) for long-term retention while ensuring compliance and accessibility.

How is cloud data retention and archiving better than on-premises storage?

Cloud data retention and archiving offer several advantages over traditional on-premises storage. Cloud solutions provide greater scalability, allowing your business to easily manage growing data volumes without the need for additional hardware. They also offer enhanced security, automatic updates, and built-in disaster recovery, ensuring your data is protected and always accessible. Additionally, cloud-based solutions reduce operational costs, minimize maintenance, and provide flexible, remote access, giving your business a competitive edge by streamlining data management and improving efficiency.

How can I transfer my data to the Vaultastic data retention solutions?

You can easily transfer your data to Vaultastic’s data retention solutions in two ways. First, by journaling active or live emails from your existing mail solution, which automatically creates a copy of every email sent and received by your users in Vaultastic. Second, you can import legacy data from your existing mailboxes or data files into Vaultastic, ensuring that both live and historical data are securely archived and easily accessible.

Does Vaultastic help improve productivity by simplifying data search and retrieval for teams?

Yes, Vaultastic significantly improves productivity by enabling teams to quickly and efficiently search, retrieve, and extract archived data using its powerful e-discovery tools. The intuitive search interface allows users to perform advanced queries with filters such as keywords, senders, recipients, file types, and date ranges. Teams can locate relevant data in seconds, even across vast volumes of archived information. Additionally, Vaultastic supports role-based access controls, allowing individuals, department heads, or auditors to search specific datasets securely without involving IT teams. Self-service capabilities empower end-users to retrieve their data independently, reducing reliance on administrators and improving overall operational efficiency. By simplifying data discovery, Vaultastic saves time, boosts productivity, and ensures teams can focus on strategic tasks.

How does this Email Storage solution help me stay within my purchased mailbox limits of 30GB or 50GB?

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.

I practice periodically downloading old mail from my users’ mailboxes to PST files and storing them offline, which works for me. Why should I adopt Vaultastic as an Email Storage Management 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.

Can Vaultastic cloud cost optimization help me reduce compliance-related costs?

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.

Does the annual fee include the cost of building redundancy and ensuring business continuity?

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.

Data Governance Use Cases

What is data archiving for ex-employees, and why is it important?

Data archiving for ex-employees involves securely storing and preserving electronic data, such as emails and files, that were controlled by former employees.

This is critical for legal, regulatory, and business reasons. Long-term retention of corporate data reduces data-related risks and supports key business operations, such as role transitions, knowledge discovery, and ensuring legal and compliance readiness.

Protecting this data helps safeguard valuable corporate information, even after employees leave the organization.

Does Vaultastic’s platform support a disaster recovery site, as per the guidelines of our financial services industry regulator?

Yes, Vaultastic supports disaster recovery in line with your financial services industry regulator’s guidelines. Vaultastic provides 11 9’s of data durability by storing immutable copies of your emails, files, and SaaS data across multiple geographically separated availability zones (data centers) on AWS.

As a perpetual archive housed in an independent cloud infrastructure separate from your primary mailing solution, Vaultastic ensures that your archived information remain accessible for compliance on demand, even in disaster recovery scenarios.

How can I migrate legacy data to Vaultastic in a cost-effective way?

Vaultastic makes legacy data migration cost-effective by addressing the challenges of disparate data sources, types, and large data volumes. It provides hands-free bulk data migration tools, leveraging advanced compression and parallel processing to minimize time and costs. For very large data sets, Vaultastic offers a service to physically ship the data from your premises to the cloud, further reducing costs and complexity.

What are the best practices for former staff data archiving?

Adopting a proactive approach to archiving data from former employees is essential to ensure readiness for audits, investigations, or litigation. Here are some best practices:

Use a Cloud SaaS Solution: Opt for a scalable, secure, and reliable cloud-based solution like Vaultastic to manage your data with ease.
Choose a Feature-Rich Solution: Select a platform with robust features for centralized management, eDiscovery, and extraction, alongside tools for automating policies and governance.
Archive Data from Day One: Ensure that a copy of all data generated by employees is automatically archived from the moment they are onboarded. Delaying data collection may result in incomplete archives.
Import Legacy Data: Safeguard any legacy data stored on local storage devices by importing it into a tamper-resistant, durable cloud archive to secure data formerly controlled by ex-employees.
Implement Role-Based Access Controls: Enable role-based access to allow IT staff, select employees, and auditors to access company data securely.
Automate Data Governance: Configure automated policies to govern and retain data, enhancing productivity and reducing manual intervention.

By following these best practices, you can effectively manage and protect corporate data from former employees, ensuring long-term security and compliance.

Does Vaultastic adhere to the relevant data privacy acts of the government?

Yes, Vaultastic adheres to relevant data privacy acts, including the General Data Protection Regulation (GDPR), Digital Personal Data Protection Act (DPDPA) and other regional or national data privacy laws.

Vaultastic operates under a shared responsibility model, where it ensures the secure storage and processing of data according to the specified requirements. The organization using Vaultastic retains control over which data to collect, store, and delete, aligning with their compliance obligations.

For EU customers, Vaultastic applies this shared responsibility model to help them comply with GDPR and for Indian customers, Vaultastic applies this shared responsibility model to help them comply with the DPDPA.

This framework ensures that customers’ data is handled with the highest standards of privacy and security, while maintaining compliance with data privacy laws.

How do I ensure data security when archiving information for ex-employees?

To ensure data security when archiving information for ex-employees, it’s crucial to use a secure cloud-based data archive that provides multiple layers of defense against cyber-attacks. These security controls should include data encryption both at rest and in transit, role-based access controls, dual authentication, and data residency compliance.

Additionally, choose a solution that aligns with industry cybersecurity regulations and offers high data durability to safeguard your data, providing peace of mind. Vaultastic offers these protections, ensuring your data is secure and compliant.

During an investigation, how do I quickly search and extract my archived email data on Vaultastic?

Vaultastic provides role-based access to your archived data, allowing for efficient and secure searching during investigations. Depending on your needs, you can grant self-service access to individual vaults, department-level access, or full auditor-level access for selected users, reducing the burden on IT teams and improving productivity.

Users or auditors can log into the Vaultastic app, run deep eDiscovery queries, and export the required data in portable formats for further analysis. As a cloud-based web application, Vaultastic can be accessed from anywhere using a browser, ensuring quick and easy data retrieval.

What are the technical considerations for protecting corporate data used by former employees?

If you’re using a SaaS data management solution like Vaultastic, most of the technical concerns are handled for you. Vaultastic offers a fully managed, scalable, and secure service, so there’s no need for hardware on your end. Your main task would be to collate legacy employee data and migrate it to the platform, while also initiating automatic capture of employee data going forward.

On the other hand, if you opt for an on-premises or hosted solution for corporate data retention, you will need to design for scale, security, and reliability—a much more complex and resource-intensive process. Learn more about the differences between cloud and on-premise archiving solutions to make an informed decision.

When a user is under investigation, the vault has to be on legal hold, and no deletion or retention policies should apply to this vault. Does Vaultastic support a legal hold?

Yes, Vaultastic supports legal hold functionality. By default, all data in Vaultastic is immutable and read-only, with only the super-admin having the authority to delete entire vaults. Retention policies, if applied, can automatically delete older data.

However, when a vault is marked for legal hold in Vaultastic, it becomes exempt from any retention policies and deletion actions, ensuring that the data remains fully intact and protected during investigations.

What are the benefits of data archiving for terminated staff?

Archiving corporate data used by terminated employees in a solution like Vaultastic offers numerous benefits.

First, it helps organizations comply with legal and regulatory requirements by preserving data for a specific period, ensuring compliance with retention policies.

Second, archived data can be a valuable resource in legal discovery, providing critical evidence in disputes or lawsuits.

Additionally, robust data archiving supports business continuity by safeguarding important information that may be needed later.

Vaultastic also ensures data security by protecting archived information in a secure, tamper-proof manner, preventing unauthorized access or breaches.

It offers a cost-effective solution for storing large volumes of data without facing cost overruns as data grows.

Finally, Vaultastic’s cloud features make it easy to retrieve data on demand, facilitating efficient discovery and granular data extraction when needed.

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FAQ Categories: Data Governance Use Cases