FAQ Categories: Pricing and Billing

Vaultastic offers plans tailored to meet specific operational needs and expected outcomes. Below is an overview to help you choose the most suitable plan for your organization:

• Assurance Plan: Ideal for tiny companies under 25 employees, who need to back up email and file data to protect against data loss.
• Continuity Plan: Ideal for small companies between 25-50 employees, who need to automatically archive email & file information for easy discovery and extraction. 
• Supervision Plan: Best suited for small to mid sized companies, between 50 and 100 employees, and if your focus is on searching, recovering information, conducting global deep eDiscovery, or monitoring emails for quality, legal, and compliance purposes.
• Compliance Plan: Ideal for companies up to 150 users. Designed for organizations requiring long-term data retention, audit and compliance readiness, incident escalation and management, and audit trails and reports. This plan also supports collaboration, conditional retention, lifecycle management, and data backup from SaaS tools.
• Transformation Plan: Ideal for companies between 100 to 2000 employees with large amounts of legacy data and customized archival needs. This is a pay per use plan best suited to optimize costs of data retention and management.

Still unsure? Contact us, and our experts will review your tech landscape and requirements to suggest the best plan, which could even include our enterprise plan.

When you subscribe to any Vaultastic plan, you gain access to a range of services to meet your information archival, backup, supervision, and compliance needs:

• Storage:
  • Active Store: Store frequently used email and chat data that is indexed for fast eDiscovery and extraction.
  • Open Store: Store infrequently used email, chat and file data, accessible on demand.
  • Deep Store: For long-term retention of information for compliance purposes at highly optimized costs. 
  • Live Store: Archive SaaS data and support sharing and collaboration on email and file data with experts.
• Access:
  • Administration: Manage users and security policies such as access rights, roles, limits and more. 
  • eDiscovery/Search: Use tools to search data across all storage types.
• Data Movement:
  • Export: Export entire vaults, download specific files/emails, or extract search results.
  • Import: Import legacy email and file data into the system.

Movement between Stores: Automate or manually move data between different storage types to optimize functionality and costs.

Vaultastic offers four distinct storage classes—Active, Open, Deep and Live Store—each designed to meet specific needs for accessibility, cost, and data retrieval frequency:

1. Active Store: The Active Store is optimized for frequently accessed data, providing rapid indexing and retrieval for compliance, audits, or ongoing business needs. It is ideal for recent emails and chat conversations that may require quick e-discovery and extraction, ensuring that users can retrieve information seamlessly.
2. Open Store: The Open Store is designed for infrequently accessed data that still needs to be retained for legal or compliance reasons. It offers cost-effective storage with on-demand access, allowing businesses to maintain historical data for regulatory or reference purposes without occupying high-cost, high-speed storage. This class is perfect for data that is valuable but rarely accessed, such as records from previous years.
3. Deep Store: The Deep Store 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, chats, 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.
4. Live Store: The Live Store supports SaaS data archiving, collaboration, and sharing needs, enabling organizations to archive data from active cloud applications and collaborate on that data with experts as needed. It allows organizations to manage live data, including email and files, and securely share specific information with authorized users, ensuring continuity and accessibility in real-time.

Each storage class is crafted to balance accessibility, performance, and cost-effectiveness, giving organizations flexibility to store data according to its relevance, usage frequency, and regulatory requirements. This structured approach helps optimize storage costs while ensuring that data remains accessible and secure as per business needs.

Refer here

When we say “sized for up to 10 users,” it means that these plans come with storage, access, and migration resources designed to archive live information for approximately 10 users. However, this is not a strict limit. The sizing is based on average annual growth in the archive per user and typical usage within your organization, derived from industry averages and our experience with hundreds of customers.

If your actual usage is lower than the average, you may be able to archive data for more than 10 users within the same resource allocation. Conversely, if your consumption exceeds what the basic plan offers, you can easily top up resources with additional packs for storage, access, or migration as needed.

Vaultastic is a fully self-serve platform, complete with extensive documentation and tutorial videos to guide you through the process. However, if you prefer hands-on support and training from our team during onboarding and migration, this can be arranged for an additional charge. Please contact us for an estimate, and we’ll be happy to set up the onboarding services tailored to your needs.

To plan your archive storage requirements, consider the following key dimensions:

1. Number of users (A): This includes all employees or systems for which you are archiving data. Some may be shared accounts or systems that send notifications, reports, or handle support.
2. Annual average data growth per user in GB (B): This can vary from 0.1GB to 5GB, with some extreme cases reaching 10-15GB. Data growth depends on your industry and the user’s role. From our experience:
   • 0.5GB: Light usage, minimal attachments, about 40 emails/day.
   • 1GB: Medium usage, more attachments, about 50 emails/day.
   • 1.5GB: Heavy usage, large attachments, about 60 emails/day.
   • >1.5GB: Very heavy usage, including unmanned systems and file repositories.
3. Volume of legacy data to archive in GB (C): Many organizations have large amounts of legacy emails and files stored offline or as raw data on cloud platforms, including formats like PST, EML, or MBOX for emails, and various file formats for business data.

To estimate your storage needs for the next 12 months, apply the formula:
Estimated storage = (A) x (B) + (C)

For example, a mid-sized manufacturing organization with 300 users, an average annual growth of 0.5GB per user, and 1TB of legacy data would need:
300 x 0.5 + 1000 = 1150GB.

If you’re unsure about how much storage you may need, feel free to contact us for a chat. Our experts are ready to help answer your data management questions

Vaultastic operates on a trust-based license model to ensure seamless service without disruption. If you exceed your purchased storage, user access, or migration limits, the system will not stop archiving or restrict access. Our system monitors overflow usage monthly and sends alerts to keep you informed. You can also track your subscription status through the Vaultastic Usage Dashboard.

If an upgrade is needed, our team will proactively reach out to discuss options.

Your Options:

• For the ASSURANCE, CONTINUITY, SUPERVISION, and COMPLIANCE plans, you can top up resources by purchasing additional quantities of data transfer, access or storage packs, or upgrading to a higher plan.
• If you are on the ENTERPRISE plan, resources expan automatically as your usage grows. You simply pay for the actual usage, which is metered daily, with no intervention required on your part.

Your upgrade path is straightforward:

• You can upgrade from the ASSURANCE plan to the CONTINUITY, SUPERVISION, COMPLIANCE, or ENTERPRISE plans.
• You can upgrade from the CONTINUITY plan to the SUPERVISION, COMPLIANCE, or ENTERPRISE plans.
• You can upgrade from the SUPERVISION plan to the COMPLIANCE or ENTERPRISE plans.
• You can upgrade from the COMPLIANCE plan to the ENTERPRISE plan.
• ENTERPRISE plan users do not require upgrades, as it is the highest tier.

Vaultastic operates on a trust-based licensing model, ensuring that your archiving, access, or data movement continues even if you exceed your purchased resources. Our system monitors your usage and growth patterns, and if an upgrade is needed, our team will proactively contact you to discuss the best upgrade solution.

Alternatively, you can reach out to us with your requirements, and we’ll be happy to guide you through the next steps.

Your subscription renews annually, and you’ll receive system alerts as the renewal date approaches. Our team will also contact you with a renewal proposal based on your actual usage during the current contract period. Below is how the process works:

• For the ASSURANCE, CONTINUITY, SUPERVISION, and COMPLIANCE plans:
  A month before your renewal date, you’ll receive a proposal considering your current and projected usage for the coming year. To renew, simply confirm via purchase order or email before the contract end date. You will be invoiced at the start of your yearly cycle (e.g., if you subscribed on January 14th, you will be billed on January 14th each year).
• For ENTERPRISE plans:
  The renewal proposal will also account for any over or under usage during the current contract period. Excess usage will be added to the renewal as a billable item, while under usage will be credited and automatically applied to the renewal invoice. Confirm the renewal via purchase order or email before the contract end date, and you’ll be invoiced at the start of your next cycle.

Upgrading your plan does not affect your data in any way. Your archived data remains intact and fully accessible. The only change is an adjustment to the purchased resource limits according to the new plan, including any additional packs you may have purchased.