Vaultastic ensures exceptional data durability by storing immutable copies of your email data across multiple geographically separated availability zones (data centers) within AWS’s cloud infrastructure. 

Data is written simultaneously to both data centers, which guarantees near-zero Recovery Point Objective (RPO) and provides an impressive data durability rating of 11 9’s. This robust design safeguards your data, ensuring its long-term availability and protection against loss or corruption.

Cloud data storage offers several advantages over deploying your own servers and storage. It eliminates the need for costly hardware investments and ongoing maintenance while providing scalable, durable and on-demand storage. 

Cloud enterprise information archiving solutions, like Vaultastic, also offer enhanced security, data redundancy, and built-in disaster recovery, ensuring your information is always protected and accessible. 

With cloud storage, you benefit from automatic updates and improvements, along with the flexibility to scale as your data grows, all without the operational overhead of managing on-premises infrastructure.

In addition, cloud solutions like Vaultastic offer a 30% lower TCO compared to comparable on-premises setups. 

Vaultastic ensures customer data privacy with multiple layers of security built on the cloud-shared security model. Key protection controls include encryption of data both at rest and in transit, as well as robust identity, access management, and authorization controls. 

This ensures that your data is accessible only to authorized individuals, safeguarding your information from unauthorized access and maintaining strict privacy standards.

You retain full ownership of your data. Vaultastic acts as the custodian, securely safeguarding your information on the cloud. 

While we ensure its protection, the information always remains yours. Vaultastic also provides data compatibility and portability, with tools and options for mass data extraction whenever needed, ensuring you can access and move your data freely.

Yes, once your information is securely archived in Vaultastic, you can safely delete aging emails from your primary mailboxes. 

Vaultastic provides robust data durability and availability, with a disaster recovery site that stores multiple redundant copies of your emails. 

Vaultastic’s cloud storage offers 11 9’s of durability, ensuring an extremely low risk of data loss (near zero RPO). With this level of protection, there is no need to maintain another backup.

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.

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. 

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. 

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.

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.

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.

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.

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.

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.

The healthcare industry faces a growing number of email-borne threats that put sensitive data at risk. Emails often serve as entry points for ransomware, phishing attacks, malware, viruses, and other malicious payloads targeting healthcare providers. 

The rise of distributed working environments has further complicated efforts to protect data, making it easier for hackers to exploit vulnerabilities. These threats not only jeopardize the confidentiality and integrity of patient information but also expose healthcare organizations to regulatory non-compliance, financial loss, and reputational damage.

In today’s healthcare industry, email has become a primary channel for communication with patients, staff, regulators, and partners. These emails often contain sensitive and private patient information, including medical prescriptions, test results, and historical health records.

Given the strict regulatory environment in healthcare, it is crucial to ensure that this communication remains secure and confidential to maintain compliance with privacy laws such as HIPAA and to build trust with patients. Protecting email data also helps safeguard against breaches, ensuring that patient information remains safe and your organization avoids costly legal and reputational damage.

Yes, Vaultastic is highly compatible with a wide range of popular workplace productivity suites, including both cloud and on-premise solutions. It seamlessly integrates with platforms such as Microsoft 365, Google Workspace, MS Exchange, Zimbra, and more. This ensures that your organization can easily adopt Vaultastic without the need for major changes to your existing environment, providing a smooth transition to secure, scalable enterprise information archiving.

The manufacturing sector’s growing reliance on digital technologies has resulted in vast amounts of data containing intellectual property, personal information, designs, and more. Email serves as a primary conduit for this business-critical information, making it essential to secure and archive. 

Manufacturing companies are often prime targets for cyberattacks aimed at stealing intellectual property, trade secrets, and patented technologies. Without a strong data retention policy or an effective storage management system, these businesses face significant risks such as financial loss, brand damage, and costly legal disputes.

Investing in a cloud-based information archiving solution helps manufacturing companies securely store and protect this valuable information, ensuring it remains accessible for audits, legal inquiries, or compliance purposes. It also helps mitigate risks related to data theft or loss, providing a robust defense against potential financial and reputational damage.

Even with seemingly sufficient storage in basic Google Workspace or Microsoft 365 plans, your organization remains at significant risk due to the lack of built-in data protection features. In these plans, users typically have full control over their mailboxes and drives, including the ability to delete or move emails and files. This leaves you uncertain whether all sent and received emails and user-created files are still intact or accessible, which can be critical during audits or compliance reviews. 

Nearly 70% of small businesses close within one year of experiencing a significant data loss

The inability to retrieve essential information when required could expose your organization to serious legal or regulatory penalties. Additionally, risks like intellectual property theft or accidental/intentional data loss could result in financial and operational setbacks.

As a best practice in data management, maintaining an independent, immutable archive (copy) of your information helps safeguard your organization. By ensuring that all information is securely stored and tamper-proof, you reduce the risk of data loss and improve your ability to respond to audits or legal requests, ensuring business continuity and legal compliance.

Even if your company isn’t bound by industry regulations, archiving your digital data is highly beneficial.

In today’s digital age, businesses of all sizes rely on a variety of digital tools for communication and collaboration. This includes emails, files, chat conversations, and data from various SaaS tools. While industry regulations may not mandate archiving, it’s crucial to have a robust data management strategy in place.

Here’s why archiving is important, even for unregulated industries:

• Data Loss Prevention: Accidental deletion, hardware failures, or cyberattacks can lead to significant data loss. A centralized archive acts as a safety net, ensuring your critical data is protected and recoverable.
• Legal and Compliance: Even if you’re not subject to strict industry regulations, you may still face legal and compliance obligations, such as responding to litigation or government inquiries. A well-organized archive can help you quickly locate and produce relevant information.
• Business Continuity: In the event of a disaster or disruption, a reliable archive can help you restore business operations and maintain continuity.
• Risk Mitigation: By archiving your data, you can reduce the risk of data breaches, unauthorized access, and insider threats.
• Enhanced Search and Discovery: A centralized archive enables efficient search and discovery of information across various data types, streamlining internal investigations and external audits.

Vaultastic’s comprehensive archiving solution can help you protect and preserve your valuable digital assets, regardless of industry or regulatory requirements. By archiving emails, files, chat conversations, and data from SaaS tools, you can ensure that your critical information is always accessible, searchable, and secure.

Yes, archiving helps free up storage on your primary devices, apps, and systems by creating a copy of your data in a separate storage location. Once archiving is enabled, you can safely remove or reduce the data stored in your primary systems, optimizing their performance. 

While solutions like Vaultastic are designed with storage optimization methods, the archived data still consumes storage space—albeit in a more cost-efficient manner. As a result, while you reclaim valuable space on your primary storage, you do utilize optimized storage on the archival platform. 

Despite this, archiving remains a crucial component of any effective data management strategy, helping mitigate data-related risks and enhancing productivity through better data organization and security.

Archiving plays a crucial role in preserving and securely storing historical data, documents, or records that are no longer actively used but must be retained for legal, regulatory, or business purposes. By moving static data to a dedicated archive, organizations can free up valuable space in their primary storage systems, optimizing performance and ensuring active systems run more efficiently.

Archiving helps maintain the integrity and accessibility of important information, making it readily available for audits, legal inquiries, or historical reference when needed. It also improves data management and organization by keeping less frequently accessed information separate from day-to-day operations, reducing clutter and simplifying retrieval.

In addition to improving performance, archiving reduces the risk of data loss by providing a secure, tamper-proof environment for long-term retention. This extra layer of protection ensures critical information is safeguarded against unauthorized access, accidental deletion, or security breaches. By streamlining data management processes and enhancing system performance, archiving supports a more efficient and resilient approach to information handling.

While backing up PST files from endpoints provides a basic level of data protection, it has several limitations compared to a dedicated email archiving solution. PST backups lack the structure, security, and accessibility that an advanced archiving tool can offer. Here’s why investing in an email archiving tool is essential:

• Real time, automatic archiving: While PST file backups provide a valuable layer of protection, they often fall short in ensuring comprehensive and real-time email archiving. Traditional backup solutions typically operate on a scheduled basis, meaning there’s a potential gap between backup cycles where email data could be lost or altered.
  An email archiving solution, on the other hand, continuously captures and stores email data in real time. This ensures that every email, attachment, and other relevant information is preserved, regardless of changes or deletions made to the original mailbox. This level of granularity and automation eliminates the risk of data loss and enhances compliance efforts.
• Data Integrity and Security: PST files stored on local devices or shared drives are prone to corruption, accidental deletion, tampering, and unauthorized access. In contrast, an email archiving solution preserves data in a secure, centralized, and tamper-proof environment, ensuring data integrity and protection against security threats.
• Compliance and Legal Readiness: PST backups are not designed to meet regulatory and legal requirements for data retention, which often mandate secure, immutable storage and rapid retrieval. An email archiving tool supports compliance with industry regulations by retaining all emails in a secure, compliant manner, making data easily accessible for audits and legal discovery.
• Enhanced Search and Retrieval: Locating specific emails in PST backups can be time-consuming and unreliable, especially as volumes grow. An archiving solution organizes and indexes data, enabling advanced search capabilities and e-discovery tools that allow you to find information quickly and accurately across all archived emails.
• Storage Efficiency: PST files take up significant storage space on local devices, impacting system performance and increasing management overhead. An archiving solution can offload older emails from endpoints to a scalable cloud repository, optimizing storage resources without compromising access to historical data.
• Centralized Access and Control: Email archiving solutions offer centralized, role-based access, allowing authorized personnel to access, review, and retrieve data from anywhere, enhancing productivity and collaboration. This control is especially beneficial when managing large volumes of data across multiple locations or users.

In essence, while PST backups offer minimal data protection, a dedicated email archiving solution provides comprehensive, long-term value by ensuring data security, compliance, efficiency, and accessibility across the organization.

Archiving emails is essential for businesses today, as it ensures secure, organized, and easily accessible storage of critical communication data over the long term. An effective email archive not only protects against data loss but also provides the following key benefits:

• Regulatory Compliance: Many industries require organizations to retain electronic communication, including emails, for specific durations and in tamper-proof formats. Email archiving ensures compliance with these data retention mandates, reducing the risk of penalties during audits.
• Legal Readiness: In the event of legal inquiries or litigation, an email archive enables swift e-discovery, providing accurate records for legal review and to be presented in the court of law as evidence. Archived emails are stored securely, with the full chain of custody and are easily searchable, ensuring that valuable records are readily available to support investigations.
• Data Security and Integrity: By archiving emails in a centralized, secure environment, organizations safeguard sensitive information from accidental deletion, unauthorized access, and potential tampering. A properly configured archive ensures that only authorized personnel can retrieve and review specific information.
• Enhanced Productivity: Archived emails are organized in a structured, indexed format, allowing employees to locate past information efficiently. This streamlined access supports business continuity and knowledge-sharing while reducing the time spent on data retrieval.
• Storage Optimization: Offloading older emails to an archive helps maintain active mailbox storage limits, preventing mailbox bloat and enhancing the performance of email systems. This makes daily operations smoother without compromising access to historical communication.

Archiving emails provides organizations with a robust tool for compliance, security, productivity, and cost management, transforming how email data is preserved, accessed, and used over time.

Email backup creates a point-in-time copy of emails and is primarily designed for data recovery in the event of accidental deletion, corruption, or infrastructure failure. These backups are usually temporary, often overwritten by newer versions, and focus on restoring lost data to an operational state rather than retaining it for long-term reference.

In contrast, email archiving is a systematic, long-term storage solution that automatically captures and preserves a complete, tamper-proof record of all sent and received emails. Archives are stored in a secure, centralized repository, enabling easy, granular search, retrieval, and review for historical, legal, or compliance purposes. With indexing, deduplication, and metadata tagging, archives are optimized for efficient e-discovery and regulatory audits, helping organizations meet legal obligations, ensure data accessibility, and support ongoing information governance.

While email backups protect against immediate data loss, email archiving provides a structured, enduring solution for preserving corporate memory, supporting compliance, and enabling rapid data retrieval across years of communication. Both are complementary, but archives offer a broader, more strategic approach to data management.

Email archiving is the process of automatically capturing and systematically preserving email communications for long-term retention and easy retrieval. Unlike simple or system level backups, which are typically point in time snapshops and used to restore lost data, an email archive captures a complete, tamper-proof record of every email sent and received by an organization. This archive is stored in a secure, centralized repository, allowing users to search, retrieve, and review historical emails quickly and accurately.

Email archiving has become a crucial component of data management for businesses in today’s digital landscape. Not only does it help protect against accidental deletions and provide a safeguard against data loss, but it also supports regulatory compliance, litigation readiness, and internal audits. By organizing and storing emails in a searchable format, email archiving enhances productivity, simplifies data access, and improves an organization’s ability to meet legal, compliance, and e-discovery needs with minimal effort.

The Active Store is highly beneficial for industries where rapid email data access and secure storage are mission-critical. Key industries include:

• Financial Services: For regulatory compliance, fraud investigations, and ensuring the security of sensitive customer communications.
• Healthcare: To securely store and quickly retrieve patient and doctor communications, and other critical data.
• Legal: To support legal discovery processes and maintain secure records for ongoing or historical cases.
• Retail and E-Commerce: For analyzing customer interactions and preserving records of transactions and communications.
• Education: To manage large volumes of student and faculty communication securely and efficiently.
• Government: For ensuring compliance with public data protection laws and maintaining transparency in communication.

The Active Store’s ability to provide secure, scalable, and rapid access to frequently used data makes it an invaluable asset across these industries and more.

The Active Store leverages Vaultastic’s cloud-native architecture, which is inherently scalable and elastic. As your organization’s data grows, the Active Store dynamically scales to accommodate increasing volumes without requiring manual intervention or additional hardware investments.

This scalability is supported by:

• Elastic Cloud Storage: Built on scalable cloud infrastructure, the Active Store can seamlessly handle exponential data growth.
• Efficient Indexing: Advanced indexing mechanisms ensure that search performance remains consistent even as data volumes increase.
• Optimized Resource Allocation: Vaultastic intelligently allocates storage and computing resources to maintain performance while keeping costs under control.

Whether your data grows gradually or experiences sudden spikes, the Active Store is designed to adapt, ensuring uninterrupted access and optimal performance.

Yes, Vaultastic allows seamless data migration between its storage tiers, including from the Active Store to the Open Store. This capability enables organizations to manage their data lifecycle efficiently and optimize storage costs.

For instance, data that is no longer frequently accessed but must be retained for compliance or historical purposes can be moved to the Open or Deep Store. This transition is automated or can be initiated manually, based on your organization’s data management policies. Vaultastic ensures that all data remains accessible and intact during the migration process, preserving its integrity and metadata.

This flexibility allows organizations to strike a balance between performance and cost-efficiency, ensuring that data resides in the most appropriate storage tier as per its usage pattern and regulatory requirements.

The Active Store in Vaultastic is fortified with multi-layered security measures to ensure the protection and integrity of your data. These measures include:

• Encryption: Data stored in the Active Store is encrypted both at rest and in transit using industry-standard AES-256 encryption. This ensures that your data is secure against unauthorized access.
• Role-Based Access Control (RBAC): Administrators can define access permissions based on user roles, ensuring that only authorized personnel can view, search, or retrieve data.
• Multi-Factor Authentication (MFA): Vaultastic supports MFA to add an extra layer of security to user accounts.
• Tamper-Proof Architecture: Data stored in the Active Store is immutable, ensuring that it cannot be altered or deleted.
• Compliance with Regulations: Vaultastic adheres to stringent data protection regulations, including GDPR, ensuring that data stored in the Active Store meets the highest standards of privacy and security.
• Continuous Monitoring: The system is regularly monitored for vulnerabilities and threats, with periodic updates and audits to maintain a robust security posture.

These measures collectively make the Active Store a secure and reliable choice for sensitive and mission-critical email data.

The Active Store and Open Store are distinct storage tiers within Vaultastic, designed to cater to different data usage patterns and needs:

• Active Store:
  The Active Store is tailored for frequently accessed and business-criticalemail  data. It is optimized for performance, offering rapid search and retrieval capabilities, which makes it ideal for operational data, recent communications, and data required for compliance and legal investigations. Data in the Active Store is indexed and ready for immediate use, making it suitable for dynamic business environments where quick access to information is crucial.
• Open Store:
  The Open Store, on the other hand, is designed for infrequently accessed or aging data. It serves as a cost-effective storage solution for long-term retention, preserving archived files and emails in a secure and durable environment. While data retrieval from the Open Store may not be as instantaneous as the Active Store, it still ensures data availability for compliance, audits, or historical reference.

By leveraging these tiers, organizations can optimize data management costs while maintaining access to data as per their operational and regulatory requirements.

Absolutely. Vaultastic allows you to define and customize data retention policies for the Active Store to meet your organization’s specific requirements. You can configure policies to retain data for a predefined period, ensuring alignment with regulatory mandates or internal governance rules.

Once the retention period expires, data can be moved to Vaultastic’s cost-efficient Open or Deep Store or deleted as per your policies. This flexibility ensures that your data is managed efficiently and cost-effectively while remaining compliant with industry regulations and organizational needs for data retention.

Yes, the Active Store is highly suitable for storing compliance-related email data. It ensures that sensitive and regulated data is securely stored in a tamper-proof environment while remaining readily accessible for audits, legal proceedings, and regulatory inquiries.

The Active Store supports advanced retention policies and role-based access controls, ensuring that compliance requirements are met without compromising security. Furthermore, Vaultastic’s compliance features, including audit trails and legal hold, are seamlessly integrated with the Active Store, providing organizations with a reliable solution for managing and retrieving compliance-critical email data.

The Active Store is built with a focus on speed and performance, leveraging cutting-edge indexing and search technologies to ensure rapid data retrieval. Every piece of email data stored in the Active Store is indexed at the time of archiving, making it fully searchable across metadata, attachment types, and email content.

Vaultastic’s intuitive ediscovery tools allow users to run advanced queries, filter results, and locate specific information within seconds. Whether responding to an e-discovery request or retrieving data for ongoing business operations, the Active Store minimizes delays, enabling businesses to act swiftly. Its seamless integration with Vaultastic’s case management compliance tools further enhances its utility, ensuring that incidents can be shared, collaborated upon and effectively handled.

The Active Store is best suited for storing frequently used and recent email data, which includes:

• Emails and Attachments: Recent email correspondence and their associated files.
• Case Management Data: Email records flagged for legal or compliance investigations.

This tier is designed to prioritize fast access, making it ideal for storing data critical to business continuity, supervision and compliance-related activities. Email data in the Active Store is indexed for quick retrieval, ensuring seamless support for dynamic operational needs.

The Active Store is a high-performance storage tier in Vaultastic, designed to store frequently accessed information, such as recent emails with their attachments. It acts as a dynamic repository for your most critical and actively used email information. Email data stored in the Active Store is indexed and fully searchable, enabling rapid access to meet the demands of business operations, legal inquiries, and compliance requirements.

The Active Store uses advanced indexing and storage technologies to ensure that data retrieval is fast and efficient. It integrates seamlessly with Vaultastic’s other storage tiers, such as the Open and Deep Store, providing a tiered storage to optimize costs and deliver a holistic data management solution. The Active Store ensures that your data is always available for real-time e-discovery, reporting, and operational continuity, making it an essential component for modern organizations.

Yes, Vaultastic offers a reliable way to back up Microsoft Teams chat data. As Teams becomes a crucial communication platform within organizations, it generates vast amounts of valuable interaction data, from messages and files to collaborative discussions. 

Vaultastic integrates with Microsoft Teams to capture and archive one-to-one and group chat data securely, ensuring a comprehensive and accessible record of communications for compliance, audits, and business continuity.

With Vaultastic, your Teams chat data is stored in a tamper-proof, centralized archive, enabling efficient search and retrieval whenever needed. This backup solution not only preserves chat history but also enhances data governance, helping organizations protect sensitive information, support e-discovery, and meet regulatory requirements. 

By archiving Teams chat data with Vaultastic, you gain peace of mind that essential communication records are safe, durable, and accessible over the long term.

Using Vaultastic to archive your Microsoft 365 data offers several key benefits. 

First, Vaultastic provides comprehensive archiving, allowing you to securely archive critical data such as emails, files from OneDrive and Microsoft Teams Chat conversations (one to one and group chats). 

It also supports compliance with industry regulations like GDPR, DPDPA, RBI, SEBI and IRDAI, ensuring that you retain data for the required periods. 

Vaultastic’s powerful eDiscovery tools make it easy to search and retrieve archived data whenever needed. 

Additionally, Vaultastic helps manage risks by securely archiving data in a cloud location, reducing the chances of data loss or corruption. 

Lastly, Vaultastic offers cost optimization by archiving inactive data to lower-cost storage tiers, helping you reduce Microsoft 365 storage expenses.

To quickly meet your regulator’s requirements for a OneDrive backup and disaster recovery plan, we recommend integrating Vaultastic as an add-on to OneDrive for Business. This seamless integration allows you to perform regular backups of your OneDrive data and store it on Vaultastic’s cloud with 11 9’s durability, supported by an in-built disaster recovery site. 

Vaultastic is a simple yet powerful tool designed to support both the backup and recovery of OneDrive data. Its centralized administration console makes it easy to manage your OneDrive backup and retention strategy efficiently, ensuring compliance and robust data protection.

While traditional methods, such as backing up OneDrive files to an external hard drive or local drive, have been popular, they may not be the safest or most secure options for managing a OneDrive backup. 

These methods are prone to hardware failure, theft, or data loss. A cloud backup solution, like the one offered by Vaultastic, provides a far more secure and durable way to preserve your business-critical OneDrive data. 

By storing your files in an independent cloud environment, Vaultastic ensures long-term protection, accessibility, and security, making it a more reliable choice for safeguarding your data.

To meet regulatory guidelines for data security, it’s essential to maintain a physically separate, secure, and durable copy of all critical data. 

A solid backup and recovery strategy for OneDrive focuses on archiving files to independent cloud storage, ensuring your data is protected outside the primary platform. 

This approach not only helps safeguard your information but also ensures compliance with legal and regulatory requirements. Therefore, OneDrive backup and compliance are closely connected.

Yes, Vaultastic provides a highly secure file archiving solution for backing up OneDrive files. It is built on a robust data protection platform that offers multi-layered, durable protection for your OneDrive data. 

Vaultastic supports both complete and incremental backups using automated tools, and it operates on a separate cloud infrastructure, independent from Microsoft, ensuring an additional layer of security. 

Vaultastic stands out among file archiving solutions for its speed, ease of use, and cost-effective storage optimization, making it an ideal choice for safeguarding your OneDrive files.

While OneDrive is a cloud service, it is still vulnerable to file tampering, accidental deletions, or intentional erasures. Additionally, when an employee leaves the organization, preserving the corporate data they generated and stored in OneDrive becomes a challenge. 

For organizations, having an independent backup in a separate, secure, and durable storage environment is crucial for business continuity and compliance. Regularly backing up your business-critical data from OneDrive to an independent information archive like Vaultastic ensures that your information is safeguarded against potential risks, providing an additional layer of security and data protection.

To ensure a comprehensive backup of all OneDrive files, we recommend using Vaultastic for a simple yet effective strategy -start by performing a complete backup of all files from your users’ OneDrive accounts. Following this, set up daily incremental backups to capture any changes or new files added that day. This approach guarantees that your critical information is continuously protected, providing full redundancy and safeguarding against data loss.

Note that the incremental backup ignores files deleted on OneDrive, thus ensuring that the archive has complete content.

Yes, Vaultastic allows you to archive specific files or folders from OneDrive for Business. You can choose to archive data from individual user accounts and select particular folders based on your needs. 

When setting up the archiving job, you can also define criteria such as the file’s modified or created date, giving you greater control over which data is archived. 

This flexible approach ensures you can tailor your archiving process to meet your specific requirements.

Yes, you can restore your archived Microsoft 365 data back to Microsoft 365 at any time.

For a single email, simply use the eDiscovery tool to search and select the email you want to restore, then click the “Restore to Inbox” button. Alternatively, you can export the search results as a PST file and import it back into Microsoft 365 via Outlook.

For files archived from OneDrive for Business, Vaultastic provides a search tool to locate the necessary files, along with extraction tools to export the selected files for restoration. This process ensures that your data is easily recoverable when needed.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

The most effective way to back up your OneDrive data is by setting up regular syncs for all generated, stored, and modified files. Vaultastic simplifies this process by performing a complete sync of your OneDrive files initially, followed by regular incremental syncs to capture any changes. This ensures your data is continuously backed up, securely stored, and always accessible when needed.

Backing up your OneDrive files to an external hard drive may seem like a simple solution, but it comes with significant risks. While it may provide local access to your data, it increases the chances of data loss, corruption, and tampering, especially in the event of hardware failure, theft, or accidental damage. This makes it an insecure and less reliable option for long-term storage.

A safer, more secure, and scalable alternative is using Vaultastic’s cloud-based data archiving solution. Vaultastic ensures your OneDrive files are securely backed up in a highly durable and tamper-proof cloud environment, minimizing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing peace of mind and superior data protection for your critical files.

Yes, Vaultastic allows you to archive your existing Microsoft 365 data, including emails currently stored in mailboxes, offline PST files, and files from OneDrive. You can choose to archive all of your data or focus on specific types, such as emails or files. 

Additionally, Vaultastic offers flexible retention policies, enabling you to automatically delete older data after a specified period, ensuring efficient long-term data management and compliance.

No, you don’t need to install any software, agent or database on your Microsoft 365 setup or any end points to enable archiving. 

Vaultastic integrates seamlessly with Microsoft 365 using built-in journaling and secure APIs, allowing you to archive emails, files and chat conversations without the need for additional software installation or complex configurations.

Yes, you can choose to archive emails for a specific set of users in Microsoft 365. By configuring the journaling settings, you can selectively send copies of emails from designated users to Vaultastic for archiving. 

This allows you to tailor your archiving strategy to start protecting data of critical users and gradually expand the scope to include the remaining users at your pace.

Yes, the integration between Vaultastic and Microsoft 365 is highly secure. Vaultastic employs multiple layers of security to protect your data, including robust encryption, strict access controls, and comprehensive auditing. The transfer of data between M365 and Vaultastic is fully encrypted end-to-end, ensuring that your emails, files, and other sensitive information are protected at every stage. This security framework provides peace of mind while maintaining the integrity and confidentiality of your data.

No, the integration between Vaultastic and Microsoft 365 does not interfere with your existing workflow. Vaultastic operates in the background, securely archiving your emails, files, and other data without disrupting how you use Microsoft 365. In fact, we don’t need to install any software or agent on M365 or any end points.

You can continue to work within M365 as usual, while Vaultastic ensures your data is protected and archived for long-term retention and compliance, all without any noticeable impact on your day-to-day activities.

Vaultastic integrates with Microsoft 365 through a combination of journaling and secure API connections, allowing seamless data archiving without disrupting your workflow. The integration begins with setting up a Vaultastic account and connecting your Microsoft 365 tenant to Vaultastic. This connection is established using secure APIs, ensuring that the flow of data between the two platforms is encrypted and protected.

Once the integration is in place, Vaultastic utilizes Microsoft 365’s journaling feature to automatically archive emails. Journaling works by sending a copy of every email sent and received by selected users in real-time to Vaultastic. This ensures that all email communication is safely preserved and archived independently of the Microsoft 365 infrastructure, providing an additional layer of data protection and compliance.

In addition to archiving real-time email traffic, Vaultastic can also import legacy data from user mailboxes, files from OneDrive and chat conversations from Microsoft Teams. Using secure APIs provided by Microsoft 365, Vaultastic fetches and archives older emails, files and chats, ensuring comprehensive coverage of both historical and current data. This dual approach guarantees that no critical information is missed, making Vaultastic a powerful solution for long-term data retention, regulatory compliance, and eDiscovery.

With its ability to integrate smoothly with Microsoft 365 and archive emails, files, and chat data, Vaultastic provides an all-encompassing archiving solution for businesses looking to enhance data security, improve compliance, and safeguard critical business information across multiple communication channels.

Vaultastic archives emails, files, and chat data from Microsoft 365, ensuring complete protection of your business communications. With Vaultastic, you can securely store emails, files from OneDrive, and Microsoft Teams chat history, providing comprehensive data retention. 

Additionally, Vaultastic is designed to scale easily, allowing you to archive other data types as needed, ensuring robust data protection and compliance for your organization.

While Microsoft 365 may offer sufficient storage in active mailboxes and OneDrive, this alone may not fully protect your critical data from accidental or intentional deletion, theft, or corruption. 

Microsoft 365 includes features like Exchange Online archiving, legal hold, and retention of deleted items, which can extend inbox size and offer some level of protection. However, these features may not provide a complete, up-to-date copy of all your data or offer the advanced search, discovery, and compliance capabilities that a separate data archiving solution can.

For organizations with specific regulatory or legal data retention requirements, or those needing more granular control and comprehensive eDiscovery for historical data, a dedicated data archiving solution for Microsoft 365 can significantly enhance protection and compliance.

Using a separate archive solution for Microsoft Office 365 emails and OneDrive data adds an extra layer of protection while helping you optimize data retention costs. Specifically:

• Storing critical data in an independent archive like Vaultastic allows you to move former employee data out of active subscriptions, reducing licensing costs. 
• Regulations, legal requirements, and IT best practices recommend keeping backups separate from the original data source to ensure security and compliance.
• While Office 365 offers large mailboxes, they do not protect against accidental or intentional deletions, and features like Exchange Online Archive only extend inbox storage—they don’t create a full backup. 
• Enabling legal hold captures deleted emails in the “legal hold” space but cannot recover data already lost. Hence this is not really a backup or an archive.
• Adopting a multi-cloud strategy with a separate archive also mitigates the risk of vendor lock-in, giving you control over your most valuable data in a secure, independent environment.

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.

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.

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.

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.

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.

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.

Vaultastic operates on the AWS cloud, following a shared security model where AWS ensures the security OF the cloud infrastructure, and Vaultastic provides security IN the cloud. 

 Vaultastic employs multi-layered security measures, including encryption, access control, and auditing, to protect your data. In the unlikely event of a security breach, the robust encryption in place would make it extremely difficult for attackers to access or decipher your data, ensuring a high level of protection even in compromised situations.

Vaultastic enforces a zero-trust policy, where all user access is disabled by default. As the administrator, you have full control to define roles and assign role-based access to users according to your organization’s policy. 

Through the Vaultastic admin panel and dashboard, you can easily monitor and manage access rights, ensuring that only authorized individuals have access to your archived data, enhancing both security and compliance.

Yes, Vaultastic supports role-based access as part of its robust security framework. This ensures that only authorized personnel can access specific data or perform certain actions based on their roles. 

Besides role-based access, Vaultastic’s security management practices include continuous monitoring, automated threat detection, frequent audits, and ongoing system upgrades. Additionally, regular training on security best practices and continuous improvements help to build strong cyber resilience, safeguarding your data against evolving threats.

Yes, Vaultastic is thoroughly tested, audited, and certified by independent bodies. As a cloud-native solution running entirely on the AWS public cloud, Vaultastic leverages AWS’s shared security model. 

Mithi’s solutions undergo an annual audit by AWS as part of their Foundational Technical Review (FTR) program, ensuring adherence to strict security, performance and reliability standards. 

Additionally, many of Vaultastic’s large, regulated customers conduct independent Vulnerability Assessments and Penetration Testing (VAPT) periodically to verify the security of the platform across all layers. We are proud to note that in over a decade of deploying our solutions across hundreds of servers, no intrusions have been reported.

Vaultastic employs a robust, multi-layered security framework based on the cloud’s shared security model to safeguard your data. 

It adheres to cybersecurity guidelines from several industry regulatory bodies, ensuring compliance and protection. Vaultastic leverages a public cloud platform that guarantees 11 9’s of data durability, with an in-built disaster recovery (DR) site, alleviating concerns about Recovery Time Objective (RTO) and Recovery Point Objective (RPO). 

Additionally, strong end-to-end encryption ensures that your data remains visible only to you, further enhancing security and privacy.

Vaultastic ensures the highest level of security with a comprehensive security checklist that goes beyond basic cloud security configurations. The solution continuously monitors for potential threats and provides closed-loop feedback to mitigate risks effectively. 

Built on the industry-leading AWS cloud infrastructure, Vaultastic builds on the cloud’s shared security model. AWS offers security OF the cloud, while Vaultastic ensures security IN the cloud. 

Vaultastic enhances protection at every component level, including network, data, and applications. Key security features include role-based access management (IAM), encryption at rest and in transit, DDOS protection, and multi-factor authentication.

In addition, Vaultastic is designed to meet stringent cybersecurity guidelines from industry regulators such as RBI, SEBI, and IRDAI. The platform undergoes regular vulnerability assessments, penetration testing, and an annual Foundational Technical Review (FTR) by AWS to ensure its security infrastructure remains robust and compliant with industry standards.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

If you discontinue your subscription to a collaborative storage/drive app like Google Drive or Microsoft OneDrive, the data archived in Vaultastic remains unaffected and fully accessible. Vaultastic operates independently of your storage app, ensuring that your critical files and documents are preserved securely in its archive.

You can continue to access, search, and retrieve your archived data via Vaultastic’s self-service portal. This independence from the source application protects against vendor lock-in, ensuring business continuity even if you change storage providers. 

Vaultastic also supports seamless data export in portable formats, allowing you to migrate or manage your data as needed. By serving as a separate and secure repository, Vaultastic ensures your data’s safety and availability, irrespective of changes in your primary storage solution.

Yes, Vaultastic supports the archiving of shared files and folders from collaborative storage apps like Google Drive and Microsoft OneDrive. This includes files shared within the organization as well as externally with partners, clients, or vendors. Vaultastic captures these shared files and retains their metadata, including ownership, thus ensuring that the context of the collaboration is preserved.

By archiving shared files, Vaultastic helps organizations maintain a comprehensive record of their collaborative efforts. This is particularly useful for compliance audits, legal inquiries, and internal investigations. The archived shared files are indexed and stored securely, making them easily searchable and retrievable while safeguarding sensitive information.

Absolutely, Vaultastic provides multi-layered security to ensure the highest level of protection for archived files from storage apps. All data is encrypted both in transit and at rest using advanced encryption standards, such as 256-bit AES, ensuring that your data remains inaccessible to unauthorized users.

Vaultastic also employs role-based access control, allowing organizations to define and limit access permissions based on roles and responsibilities. Additionally, Vaultastic adheres to stringent data privacy and cybersecurity regulations, including GDPR, DPDPA, and industry-specific standards. By continuously monitoring for threats, performing vulnerability assessments, and leveraging the robust AWS cloud infrastructure, Vaultastic offers a highly secure and compliant environment for data archiving.

Setting up Vaultastic to archive data from storage apps like Google Drive and Microsoft OneDrive is a seamless and straightforward process. Here’s an overview of the setup steps:

1. Account Setup: Begin by creating a Vaultastic account and accessing the Vaultastic administrative console.
2. Integration Configuration: Vaultastic integrates with Microsoft OneDrive and Google Drive using secure APIs. During the configuration process, you’ll provide the necessary access credentials and permissions to Vaultastic, enabling it to connect with your Google Workspace or M365 account securely.
3. Define Archiving Scope: Specify which user accounts or shared drives need to be archived. You can select specific folders or define rules based on file types, creation dates, or other criteria.
4. Initial Sync: Vaultastic performs an initial complete synchronization of the selected data, archiving all existing files into its secure repository.
5. Incremental Archiving: After the initial sync, Vaultastic automatically performs regular incremental backups to archive new or modified files, ensuring the archive stays up to date.
6. Retention and Access Policies: Configure data retention policies and role-based access controls to manage how long files are retained and who can access the archives.

Once set up, Vaultastic runs automatically in the background, securely archiving your Google Drive or MS OneDrive data with minimal manual intervention. This ensures long-term data protection and compliance while allowing easy access and retrieval whenever needed.

Yes, Vaultastic provides powerful search and retrieval capabilities, allowing you to efficiently locate and retrieve files archived from storage apps like Google Drive and OneDrive. Its robust, user-friendly interface includes filters based on metadata such as file type, creation date, owner, and keywords. This enables users to quickly pinpoint specific files, even in archives containing vast amounts of data.

Once located, files can be easily retrieved in their original format for further use. Vaultastic also supports role-based access, ensuring that only authorized personnel can search and retrieve files, enhancing data security. The ability to perform granular searches across all archived files not only boosts productivity but also supports compliance and legal discovery requirements by providing quick access to relevant information during audits or investigations.

Vaultastic employs advanced storage management strategies to significantly optimize costs for archiving data from storage apps like Google Drive and Microsoft OneDrive. One of its key features is tiered storage, which separates data into different storage classes based on access frequency and usage patterns. Frequently accessed or recently archived files are stored in the Active Store, optimized for rapid retrieval, while older, infrequently accessed data is moved to the cost-efficient Open or Deep Store.

Additionally, Vaultastic uses technologies like compression to reduce storage requirements by compressing archived data without compromising integrity. Organizations can also configure retention policies to manage data lifecycle, automatically deleting files that are no longer required after a specified duration. These features ensure long-term cost-effectiveness while maintaining data availability, security, and compliance.

By leveraging the scalability of the cloud, Vaultastic provides businesses with predictable and controllable data management expenses, avoiding the overhead of maintaining on-premise backup infrastructure while accommodating growing data volumes.

Yes, Vaultastic is designed to support compliance and long-term retention for files stored in cloud storage apps like Google Drive and OneDrive. Regulatory frameworks across industries often mandate that organizations retain critical business data, including files and documents, for extended periods in secure, immutable storage. Vaultastic ensures compliance by archiving these files in a tamper-proof, highly durable cloud repository.

Vaultastic provides customizable retention policies to meet specific regulatory and business requirements. These policies ensure that data is retained for the required duration and is deleted when no longer needed, helping organizations manage risks and control storage costs. 

Furthermore, Vaultastic’s robust search and discovery tools enable rapid retrieval of archived files for audits, legal proceedings, or internal investigations, significantly reducing the effort required for compliance readiness. By aligning with global data protection regulations, Vaultastic provides organizations with a reliable solution for long-term data retention.

Vaultastic can archive a wide range of data from popular storage applications like Google Drive and Microsoft OneDrive. This includes documents, spreadsheets, presentations, images, videos, audio recordings, PDFs, and other file types that are commonly stored on these platforms. Whether it’s a user-generated report, a shared project presentation, or a folder of images, Vaultastic ensures all these critical files are securely archived. 

Additionally, Vaultastic supports creating metadata associated with these files, such as timestamps and file owners, providing complete context for the stored data. By creating a centralized, tamper-proof repository, Vaultastic ensures that even files with varied formats and purposes are protected and easily retrievable.

Vaultastic is a more versatile and accessible alternative to Azure File Archive. While Azure offers basic raw data storage, Vaultastic enhances the experience with tools for complete and incremental backups, advanced search functionality, and granular file restoration. This makes Vaultastic an ideal choice for organizations needing more flexible and user-friendly file management tools. 

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic’s cloud-based file backup service is a great alternative to Dropbox’s archiving solution. It not only allows complete and incremental backups from cloud drives like Google Drive but also optimizes long-term retention costs, delivering savings of up to 60%. Vaultastic offers powerful search and selective restore capabilities, making it a more comprehensive solution than Dropbox for businesses looking to manage large volumes of files efficiently.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Yes, Vaultastic is an excellent cloud-native alternative to Commvault. With its capability to securely archive files from cloud drives and other file storage systems, Vaultastic provides a cost-effective solution for long-term data retention, offering up to 60% cost savings. 

Vaultastic ensures data safety, accessibility, and scalability, making it a robust option compared to traditional file archiving systems.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic enables you to archive files from platforms like Google Drive and OneDrive for Business. In addition you can also archive files from your file servers over SFTP (Secure File Transfer Protocol). 

You can perform a complete backup followed by regular incremental backups. This is managed by configuring file archiving jobs within Vaultastic, ensuring continuous protection and synchronization of your data. 

The archives are either stored as ZIPs or mirrored into the same folder structure as the source.

Vaultastic stores archived files securely in the Vaultastic Open or Deep Store, designed for long-term retention. This ensures safe, reliable access to your files whenever needed. 

Vaultastic can mirror your original source drive folder structure for familiar browsing or can zip the content to further optimize storage.  You can easily retrieve any archived file via the Vaultastic interface, with options for selective extraction from zip files or directly downloading from the folders.

File archiving involves systematically backing up files in a secure location for long-term preservation and future access. This process helps declutter primary storage, ensures critical information is safely preserved, and provides better organization. Archiving can also include compression, encryption, and backup strategies to enhance security and ease of access.

Submitting a migration request using Vaultastic’s data migration software is a straightforward process. The detailed steps for submitting a migration request are outlined in the provided article, guiding you through each stage of the process to ensure a smooth and efficient migration of your data to Vaultastic’s secure cloud archive.

Vaultastic integrates Mithi’s Legacyflo cloud migration tool to provide a seamless cloud data migration service. Legacyflo supports a wide range of migration requests, including various data sources and targets. This flexibility allows Vaultastic to handle different migration scenarios, such as moving data from mailboxes, from files like PST, EML, and MBOX, or archiving MS Teams chat conversations, files from OneDrive, GoogleDrive etc, into Vaultastic’s secure cloud enterprise information archive.

Vaultastic ensures complete security during cloud migration by encrypting all data end-to-end, protecting it from unauthorized access while in transit. 

Once the data is stored in Vaultastic’s cloud vaults, it is safeguarded by a robust multi-layered security framework. This includes encryption at rest, role-based access control, tiered storage, and other advanced security measures, ensuring the highest level of data protection throughout the migration and beyond.

In addition, the security framework deployed by Vaultastic adheres to the stringent recommendations by the key industry regulators and data protection laws like GDPR and DPDPA.

Yes, Vaultastic stores your archived emails in their original form, including all headers and attachments. This ensures that the complete email, along with its attachments, is preserved for long-term storage and easy retrieval. This is also helpful in legal situations where you must demonstrate that the content archived is without any tampering.

Yes, you can seamlessly migrate legacy data from multiple email solutions into a single, centralized data repository on Vaultastic. This consolidation makes it much easier to manage and retrieve information across your organization. 

Vaultastic’s automated migration tools efficiently handle large volumes of data in diverse formats, offering a simple, cost-effective way to ensure all your legacy data is securely archived and easily accessible.

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.

Yes, you can continue to import data even if you’re already using Vaultastic. With the integrated Legacyflo tool, you can easily import your legacy data into either the Vaultastic Active,  Open or Deep Store, depending on your needs. The imported data will seamlessly merge with your existing archive and be available for eDiscovery or access through the Open or Deep Store.

Vaultastic, through the integration of Mithi’s Legacyflo automatic migration tool, supports importing data from a wide variety of sources and formats. 

You can import email data from active mailboxes on your email solution, cloud storage buckets or on-premises storage containing commonly used email formats like PST, EML, and MBOX. 

You can import file data from on-premises or cloud hosted file servers, Google Drive, OneDrive and Sharepoint.

You can also import SaaS data such as MS Teams Chat conversations, CRM information, Forms data, and many more into Vaultastic for preservation and discovery.

This flexibility ensures that you can easily migrate your enterprise information into Vaultastic, regardless of its current format or location.

Yes, Vaultastic offers modern automated migration tools that can easily handle high-volume email ingestion from PST, EML, or MBOX formats. 

It’s recommended to move all offline data into Vaultastic to take advantage of the platform’s immutability, enhanced security, and long-term data durability, ensuring your emails are securely archived and easily accessible.

Transferring large data volumes like 100 TB, over the wire may not be practical. Vaultastic engineers anticipated this need and have provisions in place for physically moving large amounts of data to the AWS cloud. 

Your dedicated Vaultastic team, assigned to assist with legacy archive data management, will guide you through the process of using physical data transfer solutions like AWS Snowball, ensuring a smooth and efficient migration of your data into the Vaultastic archive.

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%.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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. 

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.

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.

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.

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.

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.

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.

Submitting a migration request using Vaultastic’s data migration software is a straightforward process. The detailed steps for submitting a migration request are outlined in the provided article, guiding you through each stage of the process to ensure a smooth and efficient migration of your data to Vaultastic’s secure cloud archive.

Vaultastic integrates Mithi’s Legacyflo cloud migration tool to provide a seamless cloud data migration service. Legacyflo supports a wide range of migration requests, including various data sources and targets. This flexibility allows Vaultastic to handle different migration scenarios, such as moving data from mailboxes, from files like PST, EML, and MBOX, or archiving MS Teams chat conversations, files from OneDrive, GoogleDrive etc, into Vaultastic’s secure cloud enterprise information archive.

Vaultastic ensures complete security during cloud migration by encrypting all data end-to-end, protecting it from unauthorized access while in transit. 

Once the data is stored in Vaultastic’s cloud vaults, it is safeguarded by a robust multi-layered security framework. This includes encryption at rest, role-based access control, tiered storage, and other advanced security measures, ensuring the highest level of data protection throughout the migration and beyond.

In addition, the security framework deployed by Vaultastic adheres to the stringent recommendations by the key industry regulators and data protection laws like GDPR and DPDPA.

Yes, Vaultastic stores your archived emails in their original form, including all headers and attachments. This ensures that the complete email, along with its attachments, is preserved for long-term storage and easy retrieval. This is also helpful in legal situations where you must demonstrate that the content archived is without any tampering.

Yes, you can seamlessly migrate legacy data from multiple email solutions into a single, centralized data repository on Vaultastic. This consolidation makes it much easier to manage and retrieve information across your organization. 

Vaultastic’s automated migration tools efficiently handle large volumes of data in diverse formats, offering a simple, cost-effective way to ensure all your legacy data is securely archived and easily accessible.

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.

Yes, you can continue to import data even if you’re already using Vaultastic. With the integrated Legacyflo tool, you can easily import your legacy data into either the Vaultastic Active,  Open or Deep Store, depending on your needs. The imported data will seamlessly merge with your existing archive and be available for eDiscovery or access through the Open or Deep Store.

Vaultastic, through the integration of Mithi’s Legacyflo automatic migration tool, supports importing data from a wide variety of sources and formats. 

You can import email data from active mailboxes on your email solution, cloud storage buckets or on-premises storage containing commonly used email formats like PST, EML, and MBOX. 

You can import file data from on-premises or cloud hosted file servers, Google Drive, OneDrive and Sharepoint.

You can also import SaaS data such as MS Teams Chat conversations, CRM information, Forms data, and many more into Vaultastic for preservation and discovery.

This flexibility ensures that you can easily migrate your enterprise information into Vaultastic, regardless of its current format or location.

Yes, Vaultastic offers modern automated migration tools that can easily handle high-volume email ingestion from PST, EML, or MBOX formats. 

It’s recommended to move all offline data into Vaultastic to take advantage of the platform’s immutability, enhanced security, and long-term data durability, ensuring your emails are securely archived and easily accessible.

Transferring large data volumes like 100 TB, over the wire may not be practical. Vaultastic engineers anticipated this need and have provisions in place for physically moving large amounts of data to the AWS cloud. 

Your dedicated Vaultastic team, assigned to assist with legacy archive data management, will guide you through the process of using physical data transfer solutions like AWS Snowball, ensuring a smooth and efficient migration of your data into the Vaultastic archive.

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%.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

The Open Store employs a multi-layered security framework to protect archived data, ensuring compliance with global data protection standards. Key security measures include:

• Encryption: Data is encrypted both at rest and in transit using advanced AES-256 encryption to prevent unauthorized access.
• Tamper-Proof Architecture: The Open Store uses immutable storage, ensuring data integrity by protecting against unauthorized alterations or deletions.
• Access Controls: Role-based access controls and multi-factor authentication limit data access to authorized personnel only.
• Compliance Readiness: The Open Store adheres to industry regulations and laws such as GDPR, DPDPA, HIPAA, and local data privacy laws to safeguard sensitive information.
• Regular Audits: Vaultastic conducts routine security audits and vulnerability assessments to maintain a robust defense against cyber threats.

These measures provide peace of mind to organizations, knowing their archived data is secure and compliant with regulatory requirements.

The Open Store is particularly beneficial for industries with strict regulatory mandates, high volumes of data, and a need for secure long-term retention. Key industries include:

• Financial Services: Retaining transactional emails and records for compliance with financial regulations like SEBI, RBI, and IRDAI.
• Healthcare: Storing patient records, communications, and documentation securely for compliance with HIPAA and other healthcare regulations.
• Legal and Law Enforcement: Preserving evidence, case records, and correspondence for extended periods.
• Government and Public Sector: Retaining sensitive communication and archival data for transparency and public accountability.
• Education: Archiving student, faculty, and administrative records for historical reference and legal purposes.

These industries benefit from the Open Store’s cost-effective, compliant, and scalable storage solutions tailored for long-term retention.

Yes, Vaultastic supports seamless data movement between storage tiers, including transferring data from the Open Store back to the Active Store. This functionality allows organizations to adapt their data management strategies as business needs change.

For example, data stored in the Open Store for long-term retention can be copied to the Active Store for deep discovery when it becomes relevant to ongoing legal inquiries, compliance audits, or operational requirements. 

The migration process from Open to Active store, (re)indexes the content to support full text searches. This flexibility helps organizations maintain optimal storage efficiency while ensuring critical data is readily available when needed.

Yes, while the Open Store prioritizes cost efficiency, it is designed to ensure that data remains accessible and retrievable. Vaultastic provides search and retrieval tools that allow users to locate and access data stored in the Open Store with ease.

The data in the Open Store is catalpoged, enabling metadata-based filtering. While retrieval times may be slightly longer than the Active Store due to its cost-focused architecture, the Open Store ensures that critical data can be accessed within a reasonable timeframe for audits, legal inquiries, or business operations. Vaultastic’s intuitive interface and advanced search capabilities make the retrieval process seamless and user-friendly.

Absolutely. The Open Store is designed with compliance in mind, ensuring that organizations meet regulatory requirements for data retention and security. Key compliance features include:

• Data Integrity: The Open Store uses tamper-proof storage to maintain the integrity of archived data.
• Retention Policies: Organizations can configure retention periods to align with specific regulatory mandates, ensuring that data is preserved for the required duration.
• Audit Trails: The Open Store supports detailed logging and audit trails, enabling organizations to demonstrate compliance during regulatory audits.
• Data Security: The Open Store employs encryption at rest and in transit, along with access controls, to meet stringent data protection standards like GDPR, DPDPA and industry-specific regulations.

By offering a secure, scalable, and compliant archival solution, the Open Store helps organizations manage their regulatory obligations while minimizing costs.

The Open Store achieves cost optimization through several key strategies:

• Efficient Storage Architecture: The Open Store utilizes scalable, cloud-native storage that is optimized for low-cost, high-volume data retention.
• Automated Data Tiering: Vaultastic automatically migrates aging data from high-cost, high-performance tiers like the Active Store to the cost-effective Open Store, ensuring optimal resource utilization.
• Compression and Deduplication: Advanced compression algorithms and deduplication techniques minimize storage requirements, further reducing costs.
• Pay-as-You-Grow Model: The Open Store scales with your data needs, allowing you to pay only for what you use, avoiding upfront costs for over-provisioning.

These strategies allow organizations to retain large volumes of data securely and cost-effectively over the long term.

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.

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.

The Active Store is highly beneficial for industries where rapid email data access and secure storage are mission-critical. Key industries include:

• Financial Services: For regulatory compliance, fraud investigations, and ensuring the security of sensitive customer communications.
• Healthcare: To securely store and quickly retrieve patient and doctor communications, and other critical data.
• Legal: To support legal discovery processes and maintain secure records for ongoing or historical cases.
• Retail and E-Commerce: For analyzing customer interactions and preserving records of transactions and communications.
• Education: To manage large volumes of student and faculty communication securely and efficiently.
• Government: For ensuring compliance with public data protection laws and maintaining transparency in communication.

The Active Store’s ability to provide secure, scalable, and rapid access to frequently used data makes it an invaluable asset across these industries and more.

The Active Store leverages Vaultastic’s cloud-native architecture, which is inherently scalable and elastic. As your organization’s data grows, the Active Store dynamically scales to accommodate increasing volumes without requiring manual intervention or additional hardware investments.

This scalability is supported by:

• Elastic Cloud Storage: Built on scalable cloud infrastructure, the Active Store can seamlessly handle exponential data growth.
• Efficient Indexing: Advanced indexing mechanisms ensure that search performance remains consistent even as data volumes increase.
• Optimized Resource Allocation: Vaultastic intelligently allocates storage and computing resources to maintain performance while keeping costs under control.

Whether your data grows gradually or experiences sudden spikes, the Active Store is designed to adapt, ensuring uninterrupted access and optimal performance.

Yes, Vaultastic allows seamless data migration between its storage tiers, including from the Active Store to the Open Store. This capability enables organizations to manage their data lifecycle efficiently and optimize storage costs.

For instance, data that is no longer frequently accessed but must be retained for compliance or historical purposes can be moved to the Open or Deep Store. This transition is automated or can be initiated manually, based on your organization’s data management policies. Vaultastic ensures that all data remains accessible and intact during the migration process, preserving its integrity and metadata.

This flexibility allows organizations to strike a balance between performance and cost-efficiency, ensuring that data resides in the most appropriate storage tier as per its usage pattern and regulatory requirements.

The Active Store in Vaultastic is fortified with multi-layered security measures to ensure the protection and integrity of your data. These measures include:

• Encryption: Data stored in the Active Store is encrypted both at rest and in transit using industry-standard AES-256 encryption. This ensures that your data is secure against unauthorized access.
• Role-Based Access Control (RBAC): Administrators can define access permissions based on user roles, ensuring that only authorized personnel can view, search, or retrieve data.
• Multi-Factor Authentication (MFA): Vaultastic supports MFA to add an extra layer of security to user accounts.
• Tamper-Proof Architecture: Data stored in the Active Store is immutable, ensuring that it cannot be altered or deleted.
• Compliance with Regulations: Vaultastic adheres to stringent data protection regulations, including GDPR, ensuring that data stored in the Active Store meets the highest standards of privacy and security.
• Continuous Monitoring: The system is regularly monitored for vulnerabilities and threats, with periodic updates and audits to maintain a robust security posture.

These measures collectively make the Active Store a secure and reliable choice for sensitive and mission-critical email data.

The Active Store and Open Store are distinct storage tiers within Vaultastic, designed to cater to different data usage patterns and needs:

• Active Store:
  The Active Store is tailored for frequently accessed and business-criticalemail  data. It is optimized for performance, offering rapid search and retrieval capabilities, which makes it ideal for operational data, recent communications, and data required for compliance and legal investigations. Data in the Active Store is indexed and ready for immediate use, making it suitable for dynamic business environments where quick access to information is crucial.
• Open Store:
  The Open Store, on the other hand, is designed for infrequently accessed or aging data. It serves as a cost-effective storage solution for long-term retention, preserving archived files and emails in a secure and durable environment. While data retrieval from the Open Store may not be as instantaneous as the Active Store, it still ensures data availability for compliance, audits, or historical reference.

By leveraging these tiers, organizations can optimize data management costs while maintaining access to data as per their operational and regulatory requirements.

Absolutely. Vaultastic allows you to define and customize data retention policies for the Active Store to meet your organization’s specific requirements. You can configure policies to retain data for a predefined period, ensuring alignment with regulatory mandates or internal governance rules.

Once the retention period expires, data can be moved to Vaultastic’s cost-efficient Open or Deep Store or deleted as per your policies. This flexibility ensures that your data is managed efficiently and cost-effectively while remaining compliant with industry regulations and organizational needs for data retention.

Yes, the Active Store is highly suitable for storing compliance-related email data. It ensures that sensitive and regulated data is securely stored in a tamper-proof environment while remaining readily accessible for audits, legal proceedings, and regulatory inquiries.

The Active Store supports advanced retention policies and role-based access controls, ensuring that compliance requirements are met without compromising security. Furthermore, Vaultastic’s compliance features, including audit trails and legal hold, are seamlessly integrated with the Active Store, providing organizations with a reliable solution for managing and retrieving compliance-critical email data.

The Active Store is built with a focus on speed and performance, leveraging cutting-edge indexing and search technologies to ensure rapid data retrieval. Every piece of email data stored in the Active Store is indexed at the time of archiving, making it fully searchable across metadata, attachment types, and email content.

Vaultastic’s intuitive ediscovery tools allow users to run advanced queries, filter results, and locate specific information within seconds. Whether responding to an e-discovery request or retrieving data for ongoing business operations, the Active Store minimizes delays, enabling businesses to act swiftly. Its seamless integration with Vaultastic’s case management compliance tools further enhances its utility, ensuring that incidents can be shared, collaborated upon and effectively handled.

The Active Store is best suited for storing frequently used and recent email data, which includes:

• Emails and Attachments: Recent email correspondence and their associated files.
• Case Management Data: Email records flagged for legal or compliance investigations.

This tier is designed to prioritize fast access, making it ideal for storing data critical to business continuity, supervision and compliance-related activities. Email data in the Active Store is indexed for quick retrieval, ensuring seamless support for dynamic operational needs.

The Active Store is a high-performance storage tier in Vaultastic, designed to store frequently accessed information, such as recent emails with their attachments. It acts as a dynamic repository for your most critical and actively used email information. Email data stored in the Active Store is indexed and fully searchable, enabling rapid access to meet the demands of business operations, legal inquiries, and compliance requirements.

The Active Store uses advanced indexing and storage technologies to ensure that data retrieval is fast and efficient. It integrates seamlessly with Vaultastic’s other storage tiers, such as the Open and Deep Store, providing a tiered storage to optimize costs and deliver a holistic data management solution. The Active Store ensures that your data is always available for real-time e-discovery, reporting, and operational continuity, making it an essential component for modern organizations.

If you discontinue your subscription to a collaborative storage/drive app like Google Drive or Microsoft OneDrive, the data archived in Vaultastic remains unaffected and fully accessible. Vaultastic operates independently of your storage app, ensuring that your critical files and documents are preserved securely in its archive.

You can continue to access, search, and retrieve your archived data via Vaultastic’s self-service portal. This independence from the source application protects against vendor lock-in, ensuring business continuity even if you change storage providers. 

Vaultastic also supports seamless data export in portable formats, allowing you to migrate or manage your data as needed. By serving as a separate and secure repository, Vaultastic ensures your data’s safety and availability, irrespective of changes in your primary storage solution.

Yes, Vaultastic supports the archiving of shared files and folders from collaborative storage apps like Google Drive and Microsoft OneDrive. This includes files shared within the organization as well as externally with partners, clients, or vendors. Vaultastic captures these shared files and retains their metadata, including ownership, thus ensuring that the context of the collaboration is preserved.

By archiving shared files, Vaultastic helps organizations maintain a comprehensive record of their collaborative efforts. This is particularly useful for compliance audits, legal inquiries, and internal investigations. The archived shared files are indexed and stored securely, making them easily searchable and retrievable while safeguarding sensitive information.

Absolutely, Vaultastic provides multi-layered security to ensure the highest level of protection for archived files from storage apps. All data is encrypted both in transit and at rest using advanced encryption standards, such as 256-bit AES, ensuring that your data remains inaccessible to unauthorized users.

Vaultastic also employs role-based access control, allowing organizations to define and limit access permissions based on roles and responsibilities. Additionally, Vaultastic adheres to stringent data privacy and cybersecurity regulations, including GDPR, DPDPA, and industry-specific standards. By continuously monitoring for threats, performing vulnerability assessments, and leveraging the robust AWS cloud infrastructure, Vaultastic offers a highly secure and compliant environment for data archiving.

Setting up Vaultastic to archive data from storage apps like Google Drive and Microsoft OneDrive is a seamless and straightforward process. Here’s an overview of the setup steps:

1. Account Setup: Begin by creating a Vaultastic account and accessing the Vaultastic administrative console.
2. Integration Configuration: Vaultastic integrates with Microsoft OneDrive and Google Drive using secure APIs. During the configuration process, you’ll provide the necessary access credentials and permissions to Vaultastic, enabling it to connect with your Google Workspace or M365 account securely.
3. Define Archiving Scope: Specify which user accounts or shared drives need to be archived. You can select specific folders or define rules based on file types, creation dates, or other criteria.
4. Initial Sync: Vaultastic performs an initial complete synchronization of the selected data, archiving all existing files into its secure repository.
5. Incremental Archiving: After the initial sync, Vaultastic automatically performs regular incremental backups to archive new or modified files, ensuring the archive stays up to date.
6. Retention and Access Policies: Configure data retention policies and role-based access controls to manage how long files are retained and who can access the archives.

Once set up, Vaultastic runs automatically in the background, securely archiving your Google Drive or MS OneDrive data with minimal manual intervention. This ensures long-term data protection and compliance while allowing easy access and retrieval whenever needed.

Yes, Vaultastic provides powerful search and retrieval capabilities, allowing you to efficiently locate and retrieve files archived from storage apps like Google Drive and OneDrive. Its robust, user-friendly interface includes filters based on metadata such as file type, creation date, owner, and keywords. This enables users to quickly pinpoint specific files, even in archives containing vast amounts of data.

Once located, files can be easily retrieved in their original format for further use. Vaultastic also supports role-based access, ensuring that only authorized personnel can search and retrieve files, enhancing data security. The ability to perform granular searches across all archived files not only boosts productivity but also supports compliance and legal discovery requirements by providing quick access to relevant information during audits or investigations.

Vaultastic employs advanced storage management strategies to significantly optimize costs for archiving data from storage apps like Google Drive and Microsoft OneDrive. One of its key features is tiered storage, which separates data into different storage classes based on access frequency and usage patterns. Frequently accessed or recently archived files are stored in the Active Store, optimized for rapid retrieval, while older, infrequently accessed data is moved to the cost-efficient Open or Deep Store.

Additionally, Vaultastic uses technologies like compression to reduce storage requirements by compressing archived data without compromising integrity. Organizations can also configure retention policies to manage data lifecycle, automatically deleting files that are no longer required after a specified duration. These features ensure long-term cost-effectiveness while maintaining data availability, security, and compliance.

By leveraging the scalability of the cloud, Vaultastic provides businesses with predictable and controllable data management expenses, avoiding the overhead of maintaining on-premise backup infrastructure while accommodating growing data volumes.

Yes, Vaultastic is designed to support compliance and long-term retention for files stored in cloud storage apps like Google Drive and OneDrive. Regulatory frameworks across industries often mandate that organizations retain critical business data, including files and documents, for extended periods in secure, immutable storage. Vaultastic ensures compliance by archiving these files in a tamper-proof, highly durable cloud repository.

Vaultastic provides customizable retention policies to meet specific regulatory and business requirements. These policies ensure that data is retained for the required duration and is deleted when no longer needed, helping organizations manage risks and control storage costs. 

Furthermore, Vaultastic’s robust search and discovery tools enable rapid retrieval of archived files for audits, legal proceedings, or internal investigations, significantly reducing the effort required for compliance readiness. By aligning with global data protection regulations, Vaultastic provides organizations with a reliable solution for long-term data retention.

Vaultastic can archive a wide range of data from popular storage applications like Google Drive and Microsoft OneDrive. This includes documents, spreadsheets, presentations, images, videos, audio recordings, PDFs, and other file types that are commonly stored on these platforms. Whether it’s a user-generated report, a shared project presentation, or a folder of images, Vaultastic ensures all these critical files are securely archived. 

Additionally, Vaultastic supports creating metadata associated with these files, such as timestamps and file owners, providing complete context for the stored data. By creating a centralized, tamper-proof repository, Vaultastic ensures that even files with varied formats and purposes are protected and easily retrievable.

Vaultastic operates on the AWS cloud, following a shared security model where AWS ensures the security OF the cloud infrastructure, and Vaultastic provides security IN the cloud. 

 Vaultastic employs multi-layered security measures, including encryption, access control, and auditing, to protect your data. In the unlikely event of a security breach, the robust encryption in place would make it extremely difficult for attackers to access or decipher your data, ensuring a high level of protection even in compromised situations.

Vaultastic enforces a zero-trust policy, where all user access is disabled by default. As the administrator, you have full control to define roles and assign role-based access to users according to your organization’s policy. 

Through the Vaultastic admin panel and dashboard, you can easily monitor and manage access rights, ensuring that only authorized individuals have access to your archived data, enhancing both security and compliance.

Yes, Vaultastic supports role-based access as part of its robust security framework. This ensures that only authorized personnel can access specific data or perform certain actions based on their roles. 

Besides role-based access, Vaultastic’s security management practices include continuous monitoring, automated threat detection, frequent audits, and ongoing system upgrades. Additionally, regular training on security best practices and continuous improvements help to build strong cyber resilience, safeguarding your data against evolving threats.

Yes, Vaultastic is thoroughly tested, audited, and certified by independent bodies. As a cloud-native solution running entirely on the AWS public cloud, Vaultastic leverages AWS’s shared security model. 

Mithi’s solutions undergo an annual audit by AWS as part of their Foundational Technical Review (FTR) program, ensuring adherence to strict security, performance and reliability standards. 

Additionally, many of Vaultastic’s large, regulated customers conduct independent Vulnerability Assessments and Penetration Testing (VAPT) periodically to verify the security of the platform across all layers. We are proud to note that in over a decade of deploying our solutions across hundreds of servers, no intrusions have been reported.

Vaultastic employs a robust, multi-layered security framework based on the cloud’s shared security model to safeguard your data. 

It adheres to cybersecurity guidelines from several industry regulatory bodies, ensuring compliance and protection. Vaultastic leverages a public cloud platform that guarantees 11 9’s of data durability, with an in-built disaster recovery (DR) site, alleviating concerns about Recovery Time Objective (RTO) and Recovery Point Objective (RPO). 

Additionally, strong end-to-end encryption ensures that your data remains visible only to you, further enhancing security and privacy.

Vaultastic ensures the highest level of security with a comprehensive security checklist that goes beyond basic cloud security configurations. The solution continuously monitors for potential threats and provides closed-loop feedback to mitigate risks effectively. 

Built on the industry-leading AWS cloud infrastructure, Vaultastic builds on the cloud’s shared security model. AWS offers security OF the cloud, while Vaultastic ensures security IN the cloud. 

Vaultastic enhances protection at every component level, including network, data, and applications. Key security features include role-based access management (IAM), encryption at rest and in transit, DDOS protection, and multi-factor authentication.

In addition, Vaultastic is designed to meet stringent cybersecurity guidelines from industry regulators such as RBI, SEBI, and IRDAI. The platform undergoes regular vulnerability assessments, penetration testing, and an annual Foundational Technical Review (FTR) by AWS to ensure its security infrastructure remains robust and compliant with industry standards.

Vaultastic ensures exceptional data durability by storing immutable copies of your email data across multiple geographically separated availability zones (data centers) within AWS’s cloud infrastructure. 

Data is written simultaneously to both data centers, which guarantees near-zero Recovery Point Objective (RPO) and provides an impressive data durability rating of 11 9’s. This robust design safeguards your data, ensuring its long-term availability and protection against loss or corruption.

Cloud data storage offers several advantages over deploying your own servers and storage. It eliminates the need for costly hardware investments and ongoing maintenance while providing scalable, durable and on-demand storage. 

Cloud enterprise information archiving solutions, like Vaultastic, also offer enhanced security, data redundancy, and built-in disaster recovery, ensuring your information is always protected and accessible. 

With cloud storage, you benefit from automatic updates and improvements, along with the flexibility to scale as your data grows, all without the operational overhead of managing on-premises infrastructure.

In addition, cloud solutions like Vaultastic offer a 30% lower TCO compared to comparable on-premises setups. 

Vaultastic ensures customer data privacy with multiple layers of security built on the cloud-shared security model. Key protection controls include encryption of data both at rest and in transit, as well as robust identity, access management, and authorization controls. 

This ensures that your data is accessible only to authorized individuals, safeguarding your information from unauthorized access and maintaining strict privacy standards.

You retain full ownership of your data. Vaultastic acts as the custodian, securely safeguarding your information on the cloud. 

While we ensure its protection, the information always remains yours. Vaultastic also provides data compatibility and portability, with tools and options for mass data extraction whenever needed, ensuring you can access and move your data freely.

Yes, once your information is securely archived in Vaultastic, you can safely delete aging emails from your primary mailboxes. 

Vaultastic provides robust data durability and availability, with a disaster recovery site that stores multiple redundant copies of your emails. 

Vaultastic’s cloud storage offers 11 9’s of durability, ensuring an extremely low risk of data loss (near zero RPO). With this level of protection, there is no need to maintain another backup.

Yes, you can choose to archive emails for a specific set of users rather than all users. This flexibility allows you to tailor your email archiving strategy to meet your organization’s needs. It also allows you to onboard information in a phased manner starting with critical users or departments. 

The phased approach is great to optimize costs since Vaultastic is billed on a pay-per-use model, ensuring you are billed only when you consume the services or upload fresh data.

Yes, you still need an email archiving solution even if you’re using a backup tool. While a backup tool periodically saves your data and allows for complete mailbox restoration, it is not a substitute for archiving. Any emails received and deleted between two backup jobs is likely to be lost forever.

An information archiving platform continuously captures emails in real time, storing them in an immutable and secure repository. This enhances your data security and compliance posture. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is kept search-ready for on-demand access whenever needed.Incorporating email archiving for Amazon Workmail as part of your data protection strategy is highly recommended.

Backup tools are typically periodic and designed to restore a system to its last good state after data loss, corruption, or hardware failure. Any email data received and deleted between two backup jobs is likely to be lost forever.

However, enterprise information archiving offers continuous and automatic email data capture, ensuring long-term retention and storage management. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is securely stored in immutable vaults, providing on-demand access whenever needed.

To prevent email loss in Zimbra, a reliable cloud information archiving solution like Vaultastic, can securely protect 100% of your email data. 

Vaultastic’s robust cloud archiving platform, preserves all emails  independent of any actions taken in the email client. Even if users accidentally or intentionally delete emails, you can rest assured that they are safely stored in the archive and easily retrievable when needed.

Zimbra offers a journaling feature that allows you to send a copy of every sent or received email to a designated target. By enabling this feature, you can archive emails in Vaultastic’s cloud platform, which is designed to securely ingest and store Zimbra emails for regulatory compliance. 

Vaultastic also provides advanced cloud services that enable fast, precise eDiscovery, helping you enhance compliance postures and improve audit readiness.

No, Vaultastic cannot access your CRM communication data. Your data remains private and secure, accessible only to you through the Vaultastic application or API. 

Vaultastic employs a robust security framework with multiple layers of protection to safeguard your critical information. All data is encrypted both at rest and in transit, ensuring that no one but you can access your data.

To automatically archive Salesforce emails into Vaultastic, you can configure Salesforce to send a copy of all emails sent through the CRM tool directly to Vaultastic. This setup ensures that every email is securely archived in real-time, providing a seamless and automated way to preserve your critical business communications.

Integrating the archival solution is straightforward. You can configure Sendgrid to journal emails directly to Vaultastic, ensuring that all notifications are automatically archived in real-time. This seamless integration allows for secure, automated email archiving without the need for complex setup.

Yes, since the archive is independent of your Sendgrid service, you will need to pay the archival vendor, such as Vaultastic. 

Vaultastic is designed to optimize the costs of your ever-growing storage needs. It delivers up to 60% cost savings through methods like data deduplication, compression, storage tiering, and other efficiency measures, ensuring that you can securely archive your data while keeping costs manageable.

Yes, Vaultastic’s Sendgrid backup solution is fully automated. Once configured, Sendgrid automatically sends a copy of all notifications to the Vaultastic platform in real-time, where they are securely preserved. This ensures seamless, hands-free archiving of your notifications without any manual intervention, providing continuous protection for your data.

To comply with industry regulations and local laws, it’s essential to preserve all email transactions in specific ways, such as ensuring they are stored in your country (data residency), fully encrypted, and easily discoverable. 

Vaultastic is designed to deliver a compliance-ready email archiving solution for SendGrid. It ensures that your email transactions are securely archived, encrypted end-to-end, and easily retrievable, helping you meet regulatory requirements and maintain business continuity.

Sendgrid is a notification sending service that does not offer built-in email archiving capabilities. Since preserving notifications is essential for maintaining records, compliance, legal readiness and business continuity, it’s crucial to use an independent archiving solution like Vaultastic. 

Vaultastic provides a reliable and proven solution for archiving emails sent via SendGrid, ensuring your notifications are securely stored and easily retrievable when needed.

Deploying Vaultastic for Exchange Email archiving is straightforward. The primary requirement is to configure journaling on your Microsoft Exchange server. Once journaling is set up, Vaultastic will automatically archive a copy of all sent and received emails, providing secure, long-term storage and easy access to your data.

Google Docs stores all created files—such as spreadsheets, documents, and presentations—on the user’s Google Drive. To achieve a complete Google Docs archive, the best approach is to ensure a full backup of the user’s Google Drive data. 

Vaultastic’s cloud-based information archiving service provides an ideal solution for this, offering a secure and comprehensive backup of all Google Docs files. This reduces the risk of accidental or intentional file deletion, ensuring long-term data protection and accessibility.

While transferring files from Google Drive to an external hard drive might seem like a simple backup solution, it introduces risks such as data loss, corruption, fragmentation, and tampering. 

A more secure and durable alternative is to use Vaultastic’s cloud-based information archiving solution. Vaultastic ensures that your critical files are securely backed up in the AWS cloud environment, reducing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing long-term, reliable storage to protect your data and give you peace of mind.

Yes, you can easily migrate your legacy email data in PST formats. You can choose to import this legacy data into the Vaultastic Active Store for instant ediscovery or import this into the Vaultastic Open or Deep Store for long-term retention at optimized costs. 

Once imported, the email data becomes fully searchable and readily accessible, streamlining your data management and retrieval processes.

Yes, you can choose to archive emails for only a selected set of users by configuring journaling in Google Workspace. This allows you to tailor your email archiving strategy to critical users, ensuring that only the necessary data is securely archived while optimizing storage and compliance requirements.

Yes, configuring Vaultastic for mail domains hosted on cloud services like Google Workspace ensures that a physical copy of every email sent and received is securely archived to Vaultastic on the AWS cloud. 

This multi-cloud strategy reduces the risk of vendor lock-in by allowing you to maintain control of your most critical data in an independent infrastructure. Additionally, Vaultastic optimizes information archiving costs by up to 60% using multiple strategies such as de-duplication, compression, automation and storage tiering.

No, there is no need to deploy any additional software or database on your Google Workspace setup to enable email archiving. 

You simply use Google Workspace’s journaling feature, which automatically sends a copy of every email sent and received by selected users to Vaultastic. This seamless integration ensures your email data is securely archived without any complex setup.

A common question is whether you should back up your Google Drive? 

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent location. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, an independent cloud-based elastic information archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.This architecture delivers the multi-cloud advantage to your organization. The information archived to Vaultastic is safe, secure and highly available.

A popular question – should you backup google drive?

Another one – Is google drive backed up?

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent cloud information archiving solution. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, a cloud-based elastic archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.

While it’s common to back up Google Drive files to a hard drive or PC, these methods may not be the safest or most secure for managing your data. External drives are vulnerable to damage, theft, or failure. 

A more secure alternative is using an cloud backup solution like Vaultastic. Vaultastic ensures that your business-critical Google Drive files are securely archived in an independent cloud infrastructure, providing durable protection and safeguarding your data against loss, corruption, or tampering.

Vaultastic provides an independent, cloud-based solution for backing up your Google Drive files securely and efficiently. Start by performing complete backups of selected Google Drive accounts, followed by regular incremental backups to capture any changes or new files. 

This ensures that you never lose important data and always have a secure backup in place. If you’re still wondering how to back up your Google Drive, Vaultastic’s powerful file archiving capabilities offer a reliable and seamless solution.

Vaultastic offers a secure and reliable solution for backing up your Google Drive data. With automated tools for complete and incremental backups, Vaultastic ensures that your files and documents are efficiently archived and safely stored. 

This process not only safeguards your data but also increases productivity by making the backup process seamless and hands-free. With Vaultastic, you can be confident that your Google Drive data is protected and always accessible when needed.

A common question is, “How can I back up my data from my Google account?” Since emails and files make up the bulk of your business-critical unstructured data, ensuring a secure backup of this information is key to protecting your Google account. 

Vaultastic provides an independent, automatic, and secure archive for all your emails and files from Google Workspace. This information archive safeguards your data from risks like deletion or tampering, giving you peace of mind that your important information is always protected. Powerful ediscovery tools work on the centralized information repository to make data easily accessible.

While backing up Google Drive files to an external hard drive or local drive is a common method, it may not be the safest or most secure option for managing your Google Drive backup. External drives are prone to risks such as hardware failure, data corruption, theft, and accidental damage. 

A cloud backup solution, like Vaultastic, offers a more secure and durable alternative. By storing your business-critical Google Drive files in an independent cloud infrastructure, Vaultastic ensures long-term data protection and accessibility, safeguarding your important files against loss or damage.

If you are using the paid version of Google Workspace, you can easily back up Gmail emails for all your users by enabling journaling. This feature allows you to send a real-time copy of every email—both inbound and outbound—to Vaultastic for archiving. 

Once archived, these emails are securely stored and can be easily searched and recovered using Vaultastic’s powerful eDiscovery tool. This approach ensures that all user emails are protected, accessible, and can be retrieved whenever needed.

Vaultastic supports the import and archiving of legacy data stored in PST, EML, and MBOX formats. For many organizations, historical data is scattered (fragmented) across various file formats and storage media, making centralized management challenging. 

Vaultastic’s advanced migration tools securely import legacy files and organize them within its searchable archive, providing unified access to historical data. Once ingested, this data is stored in a compliant, tamper-proof format, ensuring it remains readily accessible and discoverable for audits, legal inquiries, and internal investigations.

Yes, Vaultastic can capture and archive transactional email data generated by automated systems and notification tools like SendGrid, ClrStream, and more.. Many organizations rely on notification services to deliver critical alerts, reports, and updates, all of which can carry valuable business information. 

By archiving this transactional data, Vaultastic ensures a reliable record of key system interactions, allowing organizations to securely retain information from automated processes, meet regulatory requirements, and maintain data integrity for operational audits or legal reviews.

Vaultastic is purpose-built to handle unstructured data types, including chat messages, system notifications, and email attachments. Unstructured data often lacks a predefined structure, making it challenging to organize and retrieve. Vaultastic indexes and organizes this data upon archiving, allowing it to be searched, retrieved, and reviewed easily. By archiving unstructured data alongside traditional records, Vaultastic ensures that all forms of communication—regardless of format—are securely retained and accessible, meeting regulatory needs and supporting business continuity.

Yes, Vaultastic supports archiving files from popular cloud storage services like Google Drive and Microsoft OneDrive. By capturing essential documents, spreadsheets, presentations, and other files, Vaultastic enables businesses to securely preserve valuable records that go beyond email communication. 

This archiving capability helps organizations maintain data durability, simplify data management, and ensure compliance with data retention policies. Storing cloud files in Vaultastic’s archive ensures they remain easily accessible, even as active storage needs change, allowing for optimized storage use and long-term data protection.

Absolutely. Vaultastic integrates with CRM platforms like ZOHO and Salesforce to archive essential customer communications and CRM records. By capturing accounts and deals along with the emails, attachments, and interaction history, Vaultastic helps organizations preserve valuable customer data, which is often crucial for ongoing business relationships, customer support, and compliance.

Archiving CRM data in Vaultastic allows for centralized access and retrieval, improving customer management and ensuring that important information is available when needed for audits, legal requirements, or strategic analysis.

Yes, Vaultastic supports archiving chat conversation data from Microsoft Teams. This platform generates vast amounts of valuable communication data, from peer to peer and group chat messages and shared files to call recordings. 

Vaultastic captures this data to create a secure, permanent record that is easily accessible for audits, e-discovery, and compliance. As collaborative tools like Microsoft Teams become more integrated into business workflows, Vaultastic’s support ensures that no critical interaction is lost, allowing you to retain a comprehensive record of all organizational communication.

Vaultastic is designed to seamlessly integrate with a wide range of popular email platforms, making it easy for organizations to archive and manage email data. Supported platforms include Microsoft 365, Google Workspace (formerly G Suite), Zimbra, Exchange, and other standard IMAP/SMTP-based services. 

By working across multiple email systems, Vaultastic provides flexibility and ensures that your organization’s email communications, even from multiple sources, are securely stored in a centralized, searchable repository.

This flexibility of Vaultastic enables businesses to streamline their data retention practices, support compliance needs, and enhance e-discovery efficiency.

Absolutely. Vaultastic integrates with popular CRM and customer support platforms like Salesforce, ZOHO CRM and Freshdesk to archive key records, emails, and customer communications. This allows organizations to securely store critical customer interactions, transaction histories, and service records, protecting valuable business data while supporting compliance. 

By archiving CRM and support data, Vaultastic ensures that customer-related information is protected, organized, and easily retrievable, which is essential for supporting audits, legal inquiries, and internal reporting.

Vaultastic is committed to supporting data archiving from a variety of collaborative and communication tools, including platforms like Slack, Microsoft Teams, and other messaging or file-sharing applications. 

As businesses increasingly rely on these collaborative tools, Vaultastic continuously expands its integrations to meet growing demands for comprehensive data preservation. 

This ensures that chat messages, shared files, and important conversations are retained alongside email data, allowing for a complete communication record within one secure archive.

Yes, Vaultastic can archive historical or legacy data stored in multiple formats, including PST, EML, and MBOX files. This capability enables businesses to easily import data from different platforms, ensuring that all historical records are incorporated into a single, unified archive. Vaultastic’s migration tools help securely import and store these files, making previously fragmented data searchable and compliant with current regulations, policies, and e-discovery needs.

Vaultastic primarily focuses on unstructured data—such as emails, chat messages, SaaS data and files— and supports a comprehensive approach to archiving this information from cloud and on-premise applications and servers.

80% of information in an organization is unstructured data and can be challenging to manage and retrieve if not properly archived. 

Vaultastic helps organize and secure this information, making it searchable and accessible when needed for business continuity, audits, or legal requirements.

Vaultastic supports a wide range of data types from commonly used SaaS applications and email platforms, enabling organizations to archive and retain critical business information. This includes email messages, attachments, documents, chat messages, files, notifications, and customer interactions. Vaultastic’s flexibility allows businesses to centralize storage for different types of unstructured data in one secure repository, ensuring easy access, management, and compliance for all critical data.

Vaultastic is a cloud-based data archiving solution designed to securely archive emails, files, and other digital communication data for businesses. When used as a Google Apps or Google Docs archive, Vaultastic integrates seamlessly with your Google Workspace account. It automatically archives all inbound and outbound emails in real time using Google’s journaling capability, ensuring that no email is missed. Additionally, Vaultastic can archive documents, spreadsheets, and other files created or modified in Google drive, securely storing them in the cloud.

The archived data is fully protected and easily searchable through Vaultastic’s web-based console. Vaultastic also offers powerful eDiscovery, legal hold, and advanced search features, helping organizations comply with regulatory and legal requirements. With full-text search and advanced filters, you can quickly locate specific emails or documents within the archive.

In summary, Vaultastic provides a comprehensive and secure archiving solution for both Google Apps and Google Docs, ensuring that your business-critical data is protected, easily accessible, and compliant with industry standards.

Google Vault is a cloud-based archiving and eDiscovery solution for G Suite customers, designed to help businesses retain, search, and export data from services like Gmail, Google Drive, and Google Chat. It is primarily used for legal compliance, eDiscovery, and data retention purposes.

Vaultastic, on the other hand, is a robust cloud-based data archiving solution and a great alternative to Google Vault. Vaultastic offers key advantages, such as an independent archive (great for compliance), data redundancy, simplified eDiscovery across user accounts, and up to 60% cost optimization. 

While it provides similar archiving capabilities, Vaultastic is not limited to G Suite and can be used with various other platforms, including Office 365 and Zimbra. Additionally, Vaultastic includes features like tamper-proof archiving, email backup, and advanced search tools, making it a comprehensive solution for long-term data protection and compliance.

If you are using a paid version of Google Workspace, you can enable journaling for selected or all users to ensure that a copy of every email is automatically sent to Vaultastic in real time. 

As emails are archived in Vaultastic, they are securely stored and can be easily searched and recovered using the eDiscovery tool.

 This provides a seamless way to protect and manage your email data while ensuring quick access when needed.

Yes, Vaultastic is one of the best email archiving solutions for G Suite because it offers comprehensive support for the entire data lifecycle. Vaultastic can archive live email data from your Google Workspace users while also centralizing and securing fragmented legacy data. 

As your data evolves over time, Vaultastic provides robust tools and flexible options to manage and protect it throughout its lifecycle, ensuring long-term security, accessibility, and compliance.

Yes, absolutely. Vaultastic is a powerful email archiving solution for G Suite that securely stores your critical email data in a perpetual archive on a separate cloud infrastructure. 

Among Google email archiving solutions, Vaultastic stands out for its cost optimization as your storage needs grow, along with its high durability and security. It also offers flexible tools for easy discovery and extraction of emails. 

Beyond the flexibility and cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of GSuite, which also enhances your compliance posture—something regulators expect. By centralizing your G Suite email archive, Vaultastic enables faster data discovery across user mailboxes, significantly improving response times to data requests.

While a Google Workspace archive license allows you to store ex-employee data in Google Vault, it can be expensive compared to Vaultastic. Vaultastic offers significant cost optimization, delivering up to 60% savings on long-term data retention. 

Beyond the cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of Google Workspace, which also enhances your compliance posture—something regulators expect. Furthermore, Vaultastic’s centralized console makes it easy to perform eDiscovery across former employees’ archives, improving efficiency and productivity.

Yes, Vaultastic is an excellent alternative to using Google Vault for retaining former employee data. 

Instead of archiving emails and files from ex-employees’ Google Drive accounts to Google Vault, which incurs archive user license fees, Vaultastic can help you save up to 60% or more in costs.

Beyond the significant cost savings, Vaultastic ensures compliance with regulations by storing data in an independent, secure environment. Additionally, Vaultastic’s centralized console makes it easy to perform eDiscovery across the archives of former employees, enhancing productivity and simplifying data management.

Leaving mailboxes and Google Drive accounts of former employees active on Google Workspace is a common practice, but it results in unnecessary costs. Also, backing up their data after they leave may be too late.

69% CIOs fear data loss when employees leave – Osterman research

The best approach to protect the data assets of ex-employees is to automatically archive their emails and files to an independent cloud archive like Vaultastic, from the day they joined (and not after they leave). By doing so, you ensure that the data is securely stored in a centralized location, providing better control, redundancy, and long-term protection without the ongoing costs of maintaining inactive accounts. And without the risks of accidental or intentional erasure of the information.

Yes, Vaultastic can perform comprehensive eDiscovery across emails and files from G Suite user accounts. All emails and files are securely archived in a central repository within Vaultastic. 

The platform provides powerful tools that allow you to search across user accounts, locate specific emails and files, and granularly extract them in portable formats. This granular search and extraction capability makes it easy to retrieve critical information for audits, compliance, or operational purposes.

Archiving emails and files from Gmail and Google Drive is made more secure and flexible by using an external solution like Vaultastic.

By configuring journaling in Google Workspace, a copy of every email—both inbound and outbound—is automatically backed up in real time to Vaultastic. Additionally, files from Google Drive can be periodically synced to Vaultastic for secure storage. This approach provides added redundancy and ensures that your important data is safely archived in a separate infrastructure, giving you greater control, security, and accessibility.

Separate email archiving for Google Workspace involves configuring journaling within Google Workspace to automatically send a copy of every inbound and outbound email to an independent cloud archive, such as Vaultastic. 

Once archived, the emails are stored in a central repository in a search-ready format, allowing organizations to easily retrieve and review emails whenever needed. Having a separate email archive, independent of the Google Workspace infrastructure, is essential for meeting regulatory and operational requirements. It adds an extra layer of protection and agility, ensuring your organization’s data is secure and accessible at all times.

If you are doing this to keep a copy of all your files on Google Drive, consider a more secure and durable option like Vaultastic.

Backing up google drive to an external hard drive increases data loss, corruption, fragmentation, and tampering risks, making the solution very risky.

Vaultastic’s cloud-based data archiving solution provides an excellent alternative to back up OneDrive files and reduces risks related to accidental or intentional erasures.

Vaultastic complies with industry regulatory norms and provides exceptionally durable storage to put you at ease.

The best way to archive files in Google Drive is via a periodic, regular sync of the files generated, stored, and modified. Vaultastic can sync Google Drive archive files using a complete sync for the first time and then an incremental sync regularly to capture the changes. 

Learn more here.

Yes, Vaultastic offers a reliable way to back up Microsoft Teams chat data. As Teams becomes a crucial communication platform within organizations, it generates vast amounts of valuable interaction data, from messages and files to collaborative discussions. 

Vaultastic integrates with Microsoft Teams to capture and archive one-to-one and group chat data securely, ensuring a comprehensive and accessible record of communications for compliance, audits, and business continuity.

With Vaultastic, your Teams chat data is stored in a tamper-proof, centralized archive, enabling efficient search and retrieval whenever needed. This backup solution not only preserves chat history but also enhances data governance, helping organizations protect sensitive information, support e-discovery, and meet regulatory requirements. 

By archiving Teams chat data with Vaultastic, you gain peace of mind that essential communication records are safe, durable, and accessible over the long term.

Google Drive and Microsoft OneDrive are vital platforms for storing critical business data, making it essential to archive and back up this information to ensure its safekeeping and accessibility. 

The best way to archive files from both platforms is by using the Vaultastic Open or Deep Store. Vaultastic supports full and incremental synchronization of files from Google Drive and OneDrive, offering robust tools for searching and selectively retrieving archived data. 

With multiple layers of security, Vaultastic ensures the protection, high durability, and easy accessibility of your data. Additionally, Vaultastic adheres to strict regulatory guidelines, enhancing your compliance and legal standing concerning data retention and access.

Using Vaultastic to archive your Microsoft 365 data offers several key benefits. 

First, Vaultastic provides comprehensive archiving, allowing you to securely archive critical data such as emails, files from OneDrive and Microsoft Teams Chat conversations (one to one and group chats). 

It also supports compliance with industry regulations like GDPR, DPDPA, RBI, SEBI and IRDAI, ensuring that you retain data for the required periods. 

Vaultastic’s powerful eDiscovery tools make it easy to search and retrieve archived data whenever needed. 

Additionally, Vaultastic helps manage risks by securely archiving data in a cloud location, reducing the chances of data loss or corruption. 

Lastly, Vaultastic offers cost optimization by archiving inactive data to lower-cost storage tiers, helping you reduce Microsoft 365 storage expenses.

To quickly meet your regulator’s requirements for a OneDrive backup and disaster recovery plan, we recommend integrating Vaultastic as an add-on to OneDrive for Business. This seamless integration allows you to perform regular backups of your OneDrive data and store it on Vaultastic’s cloud with 11 9’s durability, supported by an in-built disaster recovery site. 

Vaultastic is a simple yet powerful tool designed to support both the backup and recovery of OneDrive data. Its centralized administration console makes it easy to manage your OneDrive backup and retention strategy efficiently, ensuring compliance and robust data protection.

While traditional methods, such as backing up OneDrive files to an external hard drive or local drive, have been popular, they may not be the safest or most secure options for managing a OneDrive backup. 

These methods are prone to hardware failure, theft, or data loss. A cloud backup solution, like the one offered by Vaultastic, provides a far more secure and durable way to preserve your business-critical OneDrive data. 

By storing your files in an independent cloud environment, Vaultastic ensures long-term protection, accessibility, and security, making it a more reliable choice for safeguarding your data.

To meet regulatory guidelines for data security, it’s essential to maintain a physically separate, secure, and durable copy of all critical data. 

A solid backup and recovery strategy for OneDrive focuses on archiving files to independent cloud storage, ensuring your data is protected outside the primary platform. 

This approach not only helps safeguard your information but also ensures compliance with legal and regulatory requirements. Therefore, OneDrive backup and compliance are closely connected.

Yes, Vaultastic provides a highly secure file archiving solution for backing up OneDrive files. It is built on a robust data protection platform that offers multi-layered, durable protection for your OneDrive data. 

Vaultastic supports both complete and incremental backups using automated tools, and it operates on a separate cloud infrastructure, independent from Microsoft, ensuring an additional layer of security. 

Vaultastic stands out among file archiving solutions for its speed, ease of use, and cost-effective storage optimization, making it an ideal choice for safeguarding your OneDrive files.

While OneDrive is a cloud service, it is still vulnerable to file tampering, accidental deletions, or intentional erasures. Additionally, when an employee leaves the organization, preserving the corporate data they generated and stored in OneDrive becomes a challenge. 

For organizations, having an independent backup in a separate, secure, and durable storage environment is crucial for business continuity and compliance. Regularly backing up your business-critical data from OneDrive to an independent information archive like Vaultastic ensures that your information is safeguarded against potential risks, providing an additional layer of security and data protection.

To ensure a comprehensive backup of all OneDrive files, we recommend using Vaultastic for a simple yet effective strategy -start by performing a complete backup of all files from your users’ OneDrive accounts. Following this, set up daily incremental backups to capture any changes or new files added that day. This approach guarantees that your critical information is continuously protected, providing full redundancy and safeguarding against data loss.

Note that the incremental backup ignores files deleted on OneDrive, thus ensuring that the archive has complete content.

Yes, Vaultastic allows you to archive specific files or folders from OneDrive for Business. You can choose to archive data from individual user accounts and select particular folders based on your needs. 

When setting up the archiving job, you can also define criteria such as the file’s modified or created date, giving you greater control over which data is archived. 

This flexible approach ensures you can tailor your archiving process to meet your specific requirements.

Yes, you can restore your archived Microsoft 365 data back to Microsoft 365 at any time.

For a single email, simply use the eDiscovery tool to search and select the email you want to restore, then click the “Restore to Inbox” button. Alternatively, you can export the search results as a PST file and import it back into Microsoft 365 via Outlook.

For files archived from OneDrive for Business, Vaultastic provides a search tool to locate the necessary files, along with extraction tools to export the selected files for restoration. This process ensures that your data is easily recoverable when needed.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

The most effective way to back up your OneDrive data is by setting up regular syncs for all generated, stored, and modified files. Vaultastic simplifies this process by performing a complete sync of your OneDrive files initially, followed by regular incremental syncs to capture any changes. This ensures your data is continuously backed up, securely stored, and always accessible when needed.

Backing up your OneDrive files to an external hard drive may seem like a simple solution, but it comes with significant risks. While it may provide local access to your data, it increases the chances of data loss, corruption, and tampering, especially in the event of hardware failure, theft, or accidental damage. This makes it an insecure and less reliable option for long-term storage.

A safer, more secure, and scalable alternative is using Vaultastic’s cloud-based data archiving solution. Vaultastic ensures your OneDrive files are securely backed up in a highly durable and tamper-proof cloud environment, minimizing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing peace of mind and superior data protection for your critical files.

Yes, Vaultastic allows you to archive your existing Microsoft 365 data, including emails currently stored in mailboxes, offline PST files, and files from OneDrive. You can choose to archive all of your data or focus on specific types, such as emails or files. 

Additionally, Vaultastic offers flexible retention policies, enabling you to automatically delete older data after a specified period, ensuring efficient long-term data management and compliance.

No, you don’t need to install any software, agent or database on your Microsoft 365 setup or any end points to enable archiving. 

Vaultastic integrates seamlessly with Microsoft 365 using built-in journaling and secure APIs, allowing you to archive emails, files and chat conversations without the need for additional software installation or complex configurations.

Yes, you can choose to archive emails for a specific set of users in Microsoft 365. By configuring the journaling settings, you can selectively send copies of emails from designated users to Vaultastic for archiving. 

This allows you to tailor your archiving strategy to start protecting data of critical users and gradually expand the scope to include the remaining users at your pace.

Yes, the integration between Vaultastic and Microsoft 365 is highly secure. Vaultastic employs multiple layers of security to protect your data, including robust encryption, strict access controls, and comprehensive auditing. The transfer of data between M365 and Vaultastic is fully encrypted end-to-end, ensuring that your emails, files, and other sensitive information are protected at every stage. This security framework provides peace of mind while maintaining the integrity and confidentiality of your data.

No, the integration between Vaultastic and Microsoft 365 does not interfere with your existing workflow. Vaultastic operates in the background, securely archiving your emails, files, and other data without disrupting how you use Microsoft 365. In fact, we don’t need to install any software or agent on M365 or any end points.

You can continue to work within M365 as usual, while Vaultastic ensures your data is protected and archived for long-term retention and compliance, all without any noticeable impact on your day-to-day activities.

Vaultastic integrates with Microsoft 365 through a combination of journaling and secure API connections, allowing seamless data archiving without disrupting your workflow. The integration begins with setting up a Vaultastic account and connecting your Microsoft 365 tenant to Vaultastic. This connection is established using secure APIs, ensuring that the flow of data between the two platforms is encrypted and protected.

Once the integration is in place, Vaultastic utilizes Microsoft 365’s journaling feature to automatically archive emails. Journaling works by sending a copy of every email sent and received by selected users in real-time to Vaultastic. This ensures that all email communication is safely preserved and archived independently of the Microsoft 365 infrastructure, providing an additional layer of data protection and compliance.

In addition to archiving real-time email traffic, Vaultastic can also import legacy data from user mailboxes, files from OneDrive and chat conversations from Microsoft Teams. Using secure APIs provided by Microsoft 365, Vaultastic fetches and archives older emails, files and chats, ensuring comprehensive coverage of both historical and current data. This dual approach guarantees that no critical information is missed, making Vaultastic a powerful solution for long-term data retention, regulatory compliance, and eDiscovery.

With its ability to integrate smoothly with Microsoft 365 and archive emails, files, and chat data, Vaultastic provides an all-encompassing archiving solution for businesses looking to enhance data security, improve compliance, and safeguard critical business information across multiple communication channels.

Vaultastic archives emails, files, and chat data from Microsoft 365, ensuring complete protection of your business communications. With Vaultastic, you can securely store emails, files from OneDrive, and Microsoft Teams chat history, providing comprehensive data retention. 

Additionally, Vaultastic is designed to scale easily, allowing you to archive other data types as needed, ensuring robust data protection and compliance for your organization.

While Microsoft 365 may offer sufficient storage in active mailboxes and OneDrive, this alone may not fully protect your critical data from accidental or intentional deletion, theft, or corruption. 

Microsoft 365 includes features like Exchange Online archiving, legal hold, and retention of deleted items, which can extend inbox size and offer some level of protection. However, these features may not provide a complete, up-to-date copy of all your data or offer the advanced search, discovery, and compliance capabilities that a separate data archiving solution can.

For organizations with specific regulatory or legal data retention requirements, or those needing more granular control and comprehensive eDiscovery for historical data, a dedicated data archiving solution for Microsoft 365 can significantly enhance protection and compliance.

Using a separate archive solution for Microsoft Office 365 emails and OneDrive data adds an extra layer of protection while helping you optimize data retention costs. Specifically:

• Storing critical data in an independent archive like Vaultastic allows you to move former employee data out of active subscriptions, reducing licensing costs. 
• Regulations, legal requirements, and IT best practices recommend keeping backups separate from the original data source to ensure security and compliance.
• While Office 365 offers large mailboxes, they do not protect against accidental or intentional deletions, and features like Exchange Online Archive only extend inbox storage—they don’t create a full backup. 
• Enabling legal hold captures deleted emails in the “legal hold” space but cannot recover data already lost. Hence this is not really a backup or an archive.
• Adopting a multi-cloud strategy with a separate archive also mitigates the risk of vendor lock-in, giving you control over your most valuable data in a secure, independent environment.

Archiving SaaS data is essential for protecting valuable business information, ensuring regulatory compliance, and supporting operational resilience. As organizations increasingly rely on SaaS platforms for critical functions—like email, customer relationship management, ticketing, and file sharing—these platforms generate a wealth of data that must be preserved long-term for legal, operational, and compliance purposes. By archiving SaaS data, businesses create a secure, immutable record that protects against accidental deletion, intentional tampering, or system failures.

Additionally, SaaS data archiving enables quick, centralized access to historical records, allowing organizations to respond swiftly to audit requests, legal discovery needs, or internal investigations. Unlike traditional backups, which may only provide limited, short-term recovery, an archive is purpose-built for organized, permanent storage, making it easy to search and retrieve specific data when needed.

Archiving also helps optimize performance and control storage costs by offloading infrequently accessed information from primary systems. Overall, archiving SaaS data allows organizations to safeguard their data assets, streamline compliance, and improve data governance, creating a more resilient and prepared business environment.

Vaultastic supports a wide range of popular SaaS tools to help organizations archive and manage essential data securely. Currently, Vaultastic integrates seamlessly with major SaaS applications, including Microsoft 365 and Google Workspace for email and file archiving, as well as ZOHO CRM and Freshdesk for preserving communications, ticketing information and records. Additionally, Vaultastic offers support for Google Forms, SendGrid, and other platforms, enabling comprehensive data capture across diverse communication and collaboration tools.

Vaultastic is continuously expanding its supported SaaS integrations to meet evolving business needs and accommodate growing data diversity. This support allows organizations to centralize data from multiple sources into a single, secure archive, ensuring compliance, easy access, and efficient retrieval for legal, operational, and regulatory needs. Whether for email, file storage, customer records, or messaging platforms, Vaultastic’s SaaS support enhances data governance and improves overall data management across cloud applications.

Archiving SaaS data involves securely preserving and storing information generated by cloud-based applications (such as emails, documents, customer records, and communications) in a dedicated, long-term storage repository. Unlike regular backups, which focus on short-term recovery, SaaS data archiving creates a permanent, tamper-proof record of data that remains accessible for extended periods. This process ensures that data remains intact, organized, and quickly retrievable for regulatory compliance, legal discovery, historical reference, and business continuity.

Archiving SaaS data provides several critical benefits. It helps organizations meet industry-specific compliance requirements by retaining records securely and enables quick access to historical data in response to audits, legal inquiries, or internal investigations. With indexed and organized storage, SaaS data archives allow for rapid search and retrieval, improving productivity and data transparency. Moreover, archiving offloads less frequently accessed information from active systems, optimizing storage usage and enhancing performance in everyday operations. Ultimately, archiving SaaS data allows businesses to protect valuable information, minimize data-related risks, and build a robust, scalable data management strategy.

SaaS (Software as a Service) data refers to any information generated, stored, or processed within cloud-based software applications that are delivered as a service over the internet. Unlike traditional software installed on physical servers or individual computers, SaaS applications are hosted on cloud infrastructure and accessed through a web interface or app, which enables anytime, anywhere access. SaaS data includes a wide range of information, such as emails, documents, customer records, communications, user interactions, and transactional data, depending on the purpose of the application.

As businesses increasingly rely on SaaS solutions like CRM platforms, project management tools, and collaborative applications, SaaS data becomes essential to daily operations and strategic decision-making. Managing and securing this data is crucial for maintaining business continuity, ensuring compliance, and enabling effective data governance. By preserving SaaS data in an organized, accessible format, organizations can enhance productivity, streamline data retrieval, and safeguard critical information for future use.

Vaultastic is a more versatile and accessible alternative to Azure File Archive. While Azure offers basic raw data storage, Vaultastic enhances the experience with tools for complete and incremental backups, advanced search functionality, and granular file restoration. This makes Vaultastic an ideal choice for organizations needing more flexible and user-friendly file management tools. 

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic’s cloud-based file backup service is a great alternative to Dropbox’s archiving solution. It not only allows complete and incremental backups from cloud drives like Google Drive but also optimizes long-term retention costs, delivering savings of up to 60%. Vaultastic offers powerful search and selective restore capabilities, making it a more comprehensive solution than Dropbox for businesses looking to manage large volumes of files efficiently.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Yes, Vaultastic is an excellent cloud-native alternative to Commvault. With its capability to securely archive files from cloud drives and other file storage systems, Vaultastic provides a cost-effective solution for long-term data retention, offering up to 60% cost savings. 

Vaultastic ensures data safety, accessibility, and scalability, making it a robust option compared to traditional file archiving systems.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic enables you to archive files from platforms like Google Drive and OneDrive for Business. In addition you can also archive files from your file servers over SFTP (Secure File Transfer Protocol). 

You can perform a complete backup followed by regular incremental backups. This is managed by configuring file archiving jobs within Vaultastic, ensuring continuous protection and synchronization of your data. 

The archives are either stored as ZIPs or mirrored into the same folder structure as the source.

Vaultastic stores archived files securely in the Vaultastic Open or Deep Store, designed for long-term retention. This ensures safe, reliable access to your files whenever needed. 

Vaultastic can mirror your original source drive folder structure for familiar browsing or can zip the content to further optimize storage.  You can easily retrieve any archived file via the Vaultastic interface, with options for selective extraction from zip files or directly downloading from the folders.

File archiving involves systematically backing up files in a secure location for long-term preservation and future access. This process helps declutter primary storage, ensures critical information is safely preserved, and provides better organization. Archiving can also include compression, encryption, and backup strategies to enhance security and ease of access.

While backing up PST files from endpoints provides a basic level of data protection, it has several limitations compared to a dedicated email archiving solution. PST backups lack the structure, security, and accessibility that an advanced archiving tool can offer. Here’s why investing in an email archiving tool is essential:

• Real time, automatic archiving: While PST file backups provide a valuable layer of protection, they often fall short in ensuring comprehensive and real-time email archiving. Traditional backup solutions typically operate on a scheduled basis, meaning there’s a potential gap between backup cycles where email data could be lost or altered.
  An email archiving solution, on the other hand, continuously captures and stores email data in real time. This ensures that every email, attachment, and other relevant information is preserved, regardless of changes or deletions made to the original mailbox. This level of granularity and automation eliminates the risk of data loss and enhances compliance efforts.
• Data Integrity and Security: PST files stored on local devices or shared drives are prone to corruption, accidental deletion, tampering, and unauthorized access. In contrast, an email archiving solution preserves data in a secure, centralized, and tamper-proof environment, ensuring data integrity and protection against security threats.
• Compliance and Legal Readiness: PST backups are not designed to meet regulatory and legal requirements for data retention, which often mandate secure, immutable storage and rapid retrieval. An email archiving tool supports compliance with industry regulations by retaining all emails in a secure, compliant manner, making data easily accessible for audits and legal discovery.
• Enhanced Search and Retrieval: Locating specific emails in PST backups can be time-consuming and unreliable, especially as volumes grow. An archiving solution organizes and indexes data, enabling advanced search capabilities and e-discovery tools that allow you to find information quickly and accurately across all archived emails.
• Storage Efficiency: PST files take up significant storage space on local devices, impacting system performance and increasing management overhead. An archiving solution can offload older emails from endpoints to a scalable cloud repository, optimizing storage resources without compromising access to historical data.
• Centralized Access and Control: Email archiving solutions offer centralized, role-based access, allowing authorized personnel to access, review, and retrieve data from anywhere, enhancing productivity and collaboration. This control is especially beneficial when managing large volumes of data across multiple locations or users.

In essence, while PST backups offer minimal data protection, a dedicated email archiving solution provides comprehensive, long-term value by ensuring data security, compliance, efficiency, and accessibility across the organization.

Archiving emails is essential for businesses today, as it ensures secure, organized, and easily accessible storage of critical communication data over the long term. An effective email archive not only protects against data loss but also provides the following key benefits:

• Regulatory Compliance: Many industries require organizations to retain electronic communication, including emails, for specific durations and in tamper-proof formats. Email archiving ensures compliance with these data retention mandates, reducing the risk of penalties during audits.
• Legal Readiness: In the event of legal inquiries or litigation, an email archive enables swift e-discovery, providing accurate records for legal review and to be presented in the court of law as evidence. Archived emails are stored securely, with the full chain of custody and are easily searchable, ensuring that valuable records are readily available to support investigations.
• Data Security and Integrity: By archiving emails in a centralized, secure environment, organizations safeguard sensitive information from accidental deletion, unauthorized access, and potential tampering. A properly configured archive ensures that only authorized personnel can retrieve and review specific information.
• Enhanced Productivity: Archived emails are organized in a structured, indexed format, allowing employees to locate past information efficiently. This streamlined access supports business continuity and knowledge-sharing while reducing the time spent on data retrieval.
• Storage Optimization: Offloading older emails to an archive helps maintain active mailbox storage limits, preventing mailbox bloat and enhancing the performance of email systems. This makes daily operations smoother without compromising access to historical communication.

Archiving emails provides organizations with a robust tool for compliance, security, productivity, and cost management, transforming how email data is preserved, accessed, and used over time.

Email backup creates a point-in-time copy of emails and is primarily designed for data recovery in the event of accidental deletion, corruption, or infrastructure failure. These backups are usually temporary, often overwritten by newer versions, and focus on restoring lost data to an operational state rather than retaining it for long-term reference.

In contrast, email archiving is a systematic, long-term storage solution that automatically captures and preserves a complete, tamper-proof record of all sent and received emails. Archives are stored in a secure, centralized repository, enabling easy, granular search, retrieval, and review for historical, legal, or compliance purposes. With indexing, deduplication, and metadata tagging, archives are optimized for efficient e-discovery and regulatory audits, helping organizations meet legal obligations, ensure data accessibility, and support ongoing information governance.

While email backups protect against immediate data loss, email archiving provides a structured, enduring solution for preserving corporate memory, supporting compliance, and enabling rapid data retrieval across years of communication. Both are complementary, but archives offer a broader, more strategic approach to data management.

Email archiving is the process of automatically capturing and systematically preserving email communications for long-term retention and easy retrieval. Unlike simple or system level backups, which are typically point in time snapshops and used to restore lost data, an email archive captures a complete, tamper-proof record of every email sent and received by an organization. This archive is stored in a secure, centralized repository, allowing users to search, retrieve, and review historical emails quickly and accurately.

Email archiving has become a crucial component of data management for businesses in today’s digital landscape. Not only does it help protect against accidental deletions and provide a safeguard against data loss, but it also supports regulatory compliance, litigation readiness, and internal audits. By organizing and storing emails in a searchable format, email archiving enhances productivity, simplifies data access, and improves an organization’s ability to meet legal, compliance, and e-discovery needs with minimal effort.

Yes, you can choose to archive emails for a specific set of users rather than all users. This flexibility allows you to tailor your email archiving strategy to meet your organization’s needs. It also allows you to onboard information in a phased manner starting with critical users or departments. 

The phased approach is great to optimize costs since Vaultastic is billed on a pay-per-use model, ensuring you are billed only when you consume the services or upload fresh data.

Yes, you still need an email archiving solution even if you’re using a backup tool. While a backup tool periodically saves your data and allows for complete mailbox restoration, it is not a substitute for archiving. Any emails received and deleted between two backup jobs is likely to be lost forever.

An information archiving platform continuously captures emails in real time, storing them in an immutable and secure repository. This enhances your data security and compliance posture. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is kept search-ready for on-demand access whenever needed.Incorporating email archiving for Amazon Workmail as part of your data protection strategy is highly recommended.

Backup tools are typically periodic and designed to restore a system to its last good state after data loss, corruption, or hardware failure. Any email data received and deleted between two backup jobs is likely to be lost forever.

However, enterprise information archiving offers continuous and automatic email data capture, ensuring long-term retention and storage management. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is securely stored in immutable vaults, providing on-demand access whenever needed.

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.

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.

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.

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.

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.

The Open Store employs a multi-layered security framework to protect archived data, ensuring compliance with global data protection standards. Key security measures include:

• Encryption: Data is encrypted both at rest and in transit using advanced AES-256 encryption to prevent unauthorized access.
• Tamper-Proof Architecture: The Open Store uses immutable storage, ensuring data integrity by protecting against unauthorized alterations or deletions.
• Access Controls: Role-based access controls and multi-factor authentication limit data access to authorized personnel only.
• Compliance Readiness: The Open Store adheres to industry regulations and laws such as GDPR, DPDPA, HIPAA, and local data privacy laws to safeguard sensitive information.
• Regular Audits: Vaultastic conducts routine security audits and vulnerability assessments to maintain a robust defense against cyber threats.

These measures provide peace of mind to organizations, knowing their archived data is secure and compliant with regulatory requirements.

The Open Store is particularly beneficial for industries with strict regulatory mandates, high volumes of data, and a need for secure long-term retention. Key industries include:

• Financial Services: Retaining transactional emails and records for compliance with financial regulations like SEBI, RBI, and IRDAI.
• Healthcare: Storing patient records, communications, and documentation securely for compliance with HIPAA and other healthcare regulations.
• Legal and Law Enforcement: Preserving evidence, case records, and correspondence for extended periods.
• Government and Public Sector: Retaining sensitive communication and archival data for transparency and public accountability.
• Education: Archiving student, faculty, and administrative records for historical reference and legal purposes.

These industries benefit from the Open Store’s cost-effective, compliant, and scalable storage solutions tailored for long-term retention.

Yes, Vaultastic supports seamless data movement between storage tiers, including transferring data from the Open Store back to the Active Store. This functionality allows organizations to adapt their data management strategies as business needs change.

For example, data stored in the Open Store for long-term retention can be copied to the Active Store for deep discovery when it becomes relevant to ongoing legal inquiries, compliance audits, or operational requirements. 

The migration process from Open to Active store, (re)indexes the content to support full text searches. This flexibility helps organizations maintain optimal storage efficiency while ensuring critical data is readily available when needed.

Yes, while the Open Store prioritizes cost efficiency, it is designed to ensure that data remains accessible and retrievable. Vaultastic provides search and retrieval tools that allow users to locate and access data stored in the Open Store with ease.

The data in the Open Store is catalpoged, enabling metadata-based filtering. While retrieval times may be slightly longer than the Active Store due to its cost-focused architecture, the Open Store ensures that critical data can be accessed within a reasonable timeframe for audits, legal inquiries, or business operations. Vaultastic’s intuitive interface and advanced search capabilities make the retrieval process seamless and user-friendly.

Absolutely. The Open Store is designed with compliance in mind, ensuring that organizations meet regulatory requirements for data retention and security. Key compliance features include:

• Data Integrity: The Open Store uses tamper-proof storage to maintain the integrity of archived data.
• Retention Policies: Organizations can configure retention periods to align with specific regulatory mandates, ensuring that data is preserved for the required duration.
• Audit Trails: The Open Store supports detailed logging and audit trails, enabling organizations to demonstrate compliance during regulatory audits.
• Data Security: The Open Store employs encryption at rest and in transit, along with access controls, to meet stringent data protection standards like GDPR, DPDPA and industry-specific regulations.

By offering a secure, scalable, and compliant archival solution, the Open Store helps organizations manage their regulatory obligations while minimizing costs.

The Open Store achieves cost optimization through several key strategies:

• Efficient Storage Architecture: The Open Store utilizes scalable, cloud-native storage that is optimized for low-cost, high-volume data retention.
• Automated Data Tiering: Vaultastic automatically migrates aging data from high-cost, high-performance tiers like the Active Store to the cost-effective Open Store, ensuring optimal resource utilization.
• Compression and Deduplication: Advanced compression algorithms and deduplication techniques minimize storage requirements, further reducing costs.
• Pay-as-You-Grow Model: The Open Store scales with your data needs, allowing you to pay only for what you use, avoiding upfront costs for over-provisioning.

These strategies allow organizations to retain large volumes of data securely and cost-effectively over the long term.

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.

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.

Archiving SaaS data is essential for protecting valuable business information, ensuring regulatory compliance, and supporting operational resilience. As organizations increasingly rely on SaaS platforms for critical functions—like email, customer relationship management, ticketing, and file sharing—these platforms generate a wealth of data that must be preserved long-term for legal, operational, and compliance purposes. By archiving SaaS data, businesses create a secure, immutable record that protects against accidental deletion, intentional tampering, or system failures.

Additionally, SaaS data archiving enables quick, centralized access to historical records, allowing organizations to respond swiftly to audit requests, legal discovery needs, or internal investigations. Unlike traditional backups, which may only provide limited, short-term recovery, an archive is purpose-built for organized, permanent storage, making it easy to search and retrieve specific data when needed.

Archiving also helps optimize performance and control storage costs by offloading infrequently accessed information from primary systems. Overall, archiving SaaS data allows organizations to safeguard their data assets, streamline compliance, and improve data governance, creating a more resilient and prepared business environment.

Vaultastic supports a wide range of popular SaaS tools to help organizations archive and manage essential data securely. Currently, Vaultastic integrates seamlessly with major SaaS applications, including Microsoft 365 and Google Workspace for email and file archiving, as well as ZOHO CRM and Freshdesk for preserving communications, ticketing information and records. Additionally, Vaultastic offers support for Google Forms, SendGrid, and other platforms, enabling comprehensive data capture across diverse communication and collaboration tools.

Vaultastic is continuously expanding its supported SaaS integrations to meet evolving business needs and accommodate growing data diversity. This support allows organizations to centralize data from multiple sources into a single, secure archive, ensuring compliance, easy access, and efficient retrieval for legal, operational, and regulatory needs. Whether for email, file storage, customer records, or messaging platforms, Vaultastic’s SaaS support enhances data governance and improves overall data management across cloud applications.

Archiving SaaS data involves securely preserving and storing information generated by cloud-based applications (such as emails, documents, customer records, and communications) in a dedicated, long-term storage repository. Unlike regular backups, which focus on short-term recovery, SaaS data archiving creates a permanent, tamper-proof record of data that remains accessible for extended periods. This process ensures that data remains intact, organized, and quickly retrievable for regulatory compliance, legal discovery, historical reference, and business continuity.

Archiving SaaS data provides several critical benefits. It helps organizations meet industry-specific compliance requirements by retaining records securely and enables quick access to historical data in response to audits, legal inquiries, or internal investigations. With indexed and organized storage, SaaS data archives allow for rapid search and retrieval, improving productivity and data transparency. Moreover, archiving offloads less frequently accessed information from active systems, optimizing storage usage and enhancing performance in everyday operations. Ultimately, archiving SaaS data allows businesses to protect valuable information, minimize data-related risks, and build a robust, scalable data management strategy.

SaaS (Software as a Service) data refers to any information generated, stored, or processed within cloud-based software applications that are delivered as a service over the internet. Unlike traditional software installed on physical servers or individual computers, SaaS applications are hosted on cloud infrastructure and accessed through a web interface or app, which enables anytime, anywhere access. SaaS data includes a wide range of information, such as emails, documents, customer records, communications, user interactions, and transactional data, depending on the purpose of the application.

As businesses increasingly rely on SaaS solutions like CRM platforms, project management tools, and collaborative applications, SaaS data becomes essential to daily operations and strategic decision-making. Managing and securing this data is crucial for maintaining business continuity, ensuring compliance, and enabling effective data governance. By preserving SaaS data in an organized, accessible format, organizations can enhance productivity, streamline data retrieval, and safeguard critical information for future use.

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.

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.

Google Docs stores all created files—such as spreadsheets, documents, and presentations—on the user’s Google Drive. To achieve a complete Google Docs archive, the best approach is to ensure a full backup of the user’s Google Drive data. 

Vaultastic’s cloud-based information archiving service provides an ideal solution for this, offering a secure and comprehensive backup of all Google Docs files. This reduces the risk of accidental or intentional file deletion, ensuring long-term data protection and accessibility.

While transferring files from Google Drive to an external hard drive might seem like a simple backup solution, it introduces risks such as data loss, corruption, fragmentation, and tampering. 

A more secure and durable alternative is to use Vaultastic’s cloud-based information archiving solution. Vaultastic ensures that your critical files are securely backed up in the AWS cloud environment, reducing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing long-term, reliable storage to protect your data and give you peace of mind.

Yes, you can easily migrate your legacy email data in PST formats. You can choose to import this legacy data into the Vaultastic Active Store for instant ediscovery or import this into the Vaultastic Open or Deep Store for long-term retention at optimized costs. 

Once imported, the email data becomes fully searchable and readily accessible, streamlining your data management and retrieval processes.

Yes, you can choose to archive emails for only a selected set of users by configuring journaling in Google Workspace. This allows you to tailor your email archiving strategy to critical users, ensuring that only the necessary data is securely archived while optimizing storage and compliance requirements.

Yes, configuring Vaultastic for mail domains hosted on cloud services like Google Workspace ensures that a physical copy of every email sent and received is securely archived to Vaultastic on the AWS cloud. 

This multi-cloud strategy reduces the risk of vendor lock-in by allowing you to maintain control of your most critical data in an independent infrastructure. Additionally, Vaultastic optimizes information archiving costs by up to 60% using multiple strategies such as de-duplication, compression, automation and storage tiering.

No, there is no need to deploy any additional software or database on your Google Workspace setup to enable email archiving. 

You simply use Google Workspace’s journaling feature, which automatically sends a copy of every email sent and received by selected users to Vaultastic. This seamless integration ensures your email data is securely archived without any complex setup.

A common question is whether you should back up your Google Drive? 

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent location. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, an independent cloud-based elastic information archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.This architecture delivers the multi-cloud advantage to your organization. The information archived to Vaultastic is safe, secure and highly available.

A popular question – should you backup google drive?

Another one – Is google drive backed up?

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent cloud information archiving solution. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, a cloud-based elastic archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.

While it’s common to back up Google Drive files to a hard drive or PC, these methods may not be the safest or most secure for managing your data. External drives are vulnerable to damage, theft, or failure. 

A more secure alternative is using an cloud backup solution like Vaultastic. Vaultastic ensures that your business-critical Google Drive files are securely archived in an independent cloud infrastructure, providing durable protection and safeguarding your data against loss, corruption, or tampering.

Vaultastic provides an independent, cloud-based solution for backing up your Google Drive files securely and efficiently. Start by performing complete backups of selected Google Drive accounts, followed by regular incremental backups to capture any changes or new files. 

This ensures that you never lose important data and always have a secure backup in place. If you’re still wondering how to back up your Google Drive, Vaultastic’s powerful file archiving capabilities offer a reliable and seamless solution.

Vaultastic offers a secure and reliable solution for backing up your Google Drive data. With automated tools for complete and incremental backups, Vaultastic ensures that your files and documents are efficiently archived and safely stored. 

This process not only safeguards your data but also increases productivity by making the backup process seamless and hands-free. With Vaultastic, you can be confident that your Google Drive data is protected and always accessible when needed.

A common question is, “How can I back up my data from my Google account?” Since emails and files make up the bulk of your business-critical unstructured data, ensuring a secure backup of this information is key to protecting your Google account. 

Vaultastic provides an independent, automatic, and secure archive for all your emails and files from Google Workspace. This information archive safeguards your data from risks like deletion or tampering, giving you peace of mind that your important information is always protected. Powerful ediscovery tools work on the centralized information repository to make data easily accessible.

While backing up Google Drive files to an external hard drive or local drive is a common method, it may not be the safest or most secure option for managing your Google Drive backup. External drives are prone to risks such as hardware failure, data corruption, theft, and accidental damage. 

A cloud backup solution, like Vaultastic, offers a more secure and durable alternative. By storing your business-critical Google Drive files in an independent cloud infrastructure, Vaultastic ensures long-term data protection and accessibility, safeguarding your important files against loss or damage.

If you are using the paid version of Google Workspace, you can easily back up Gmail emails for all your users by enabling journaling. This feature allows you to send a real-time copy of every email—both inbound and outbound—to Vaultastic for archiving. 

Once archived, these emails are securely stored and can be easily searched and recovered using Vaultastic’s powerful eDiscovery tool. This approach ensures that all user emails are protected, accessible, and can be retrieved whenever needed.

Vaultastic is a cloud-based data archiving solution designed to securely archive emails, files, and other digital communication data for businesses. When used as a Google Apps or Google Docs archive, Vaultastic integrates seamlessly with your Google Workspace account. It automatically archives all inbound and outbound emails in real time using Google’s journaling capability, ensuring that no email is missed. Additionally, Vaultastic can archive documents, spreadsheets, and other files created or modified in Google drive, securely storing them in the cloud.

The archived data is fully protected and easily searchable through Vaultastic’s web-based console. Vaultastic also offers powerful eDiscovery, legal hold, and advanced search features, helping organizations comply with regulatory and legal requirements. With full-text search and advanced filters, you can quickly locate specific emails or documents within the archive.

In summary, Vaultastic provides a comprehensive and secure archiving solution for both Google Apps and Google Docs, ensuring that your business-critical data is protected, easily accessible, and compliant with industry standards.

Google Vault is a cloud-based archiving and eDiscovery solution for G Suite customers, designed to help businesses retain, search, and export data from services like Gmail, Google Drive, and Google Chat. It is primarily used for legal compliance, eDiscovery, and data retention purposes.

Vaultastic, on the other hand, is a robust cloud-based data archiving solution and a great alternative to Google Vault. Vaultastic offers key advantages, such as an independent archive (great for compliance), data redundancy, simplified eDiscovery across user accounts, and up to 60% cost optimization. 

While it provides similar archiving capabilities, Vaultastic is not limited to G Suite and can be used with various other platforms, including Office 365 and Zimbra. Additionally, Vaultastic includes features like tamper-proof archiving, email backup, and advanced search tools, making it a comprehensive solution for long-term data protection and compliance.

If you are using a paid version of Google Workspace, you can enable journaling for selected or all users to ensure that a copy of every email is automatically sent to Vaultastic in real time. 

As emails are archived in Vaultastic, they are securely stored and can be easily searched and recovered using the eDiscovery tool.

 This provides a seamless way to protect and manage your email data while ensuring quick access when needed.

Yes, Vaultastic is one of the best email archiving solutions for G Suite because it offers comprehensive support for the entire data lifecycle. Vaultastic can archive live email data from your Google Workspace users while also centralizing and securing fragmented legacy data. 

As your data evolves over time, Vaultastic provides robust tools and flexible options to manage and protect it throughout its lifecycle, ensuring long-term security, accessibility, and compliance.

Yes, absolutely. Vaultastic is a powerful email archiving solution for G Suite that securely stores your critical email data in a perpetual archive on a separate cloud infrastructure. 

Among Google email archiving solutions, Vaultastic stands out for its cost optimization as your storage needs grow, along with its high durability and security. It also offers flexible tools for easy discovery and extraction of emails. 

Beyond the flexibility and cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of GSuite, which also enhances your compliance posture—something regulators expect. By centralizing your G Suite email archive, Vaultastic enables faster data discovery across user mailboxes, significantly improving response times to data requests.

While a Google Workspace archive license allows you to store ex-employee data in Google Vault, it can be expensive compared to Vaultastic. Vaultastic offers significant cost optimization, delivering up to 60% savings on long-term data retention. 

Beyond the cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of Google Workspace, which also enhances your compliance posture—something regulators expect. Furthermore, Vaultastic’s centralized console makes it easy to perform eDiscovery across former employees’ archives, improving efficiency and productivity.

Yes, Vaultastic is an excellent alternative to using Google Vault for retaining former employee data. 

Instead of archiving emails and files from ex-employees’ Google Drive accounts to Google Vault, which incurs archive user license fees, Vaultastic can help you save up to 60% or more in costs.

Beyond the significant cost savings, Vaultastic ensures compliance with regulations by storing data in an independent, secure environment. Additionally, Vaultastic’s centralized console makes it easy to perform eDiscovery across the archives of former employees, enhancing productivity and simplifying data management.

Leaving mailboxes and Google Drive accounts of former employees active on Google Workspace is a common practice, but it results in unnecessary costs. Also, backing up their data after they leave may be too late.

69% CIOs fear data loss when employees leave – Osterman research

The best approach to protect the data assets of ex-employees is to automatically archive their emails and files to an independent cloud archive like Vaultastic, from the day they joined (and not after they leave). By doing so, you ensure that the data is securely stored in a centralized location, providing better control, redundancy, and long-term protection without the ongoing costs of maintaining inactive accounts. And without the risks of accidental or intentional erasure of the information.

Yes, Vaultastic can perform comprehensive eDiscovery across emails and files from G Suite user accounts. All emails and files are securely archived in a central repository within Vaultastic. 

The platform provides powerful tools that allow you to search across user accounts, locate specific emails and files, and granularly extract them in portable formats. This granular search and extraction capability makes it easy to retrieve critical information for audits, compliance, or operational purposes.

Archiving emails and files from Gmail and Google Drive is made more secure and flexible by using an external solution like Vaultastic.

By configuring journaling in Google Workspace, a copy of every email—both inbound and outbound—is automatically backed up in real time to Vaultastic. Additionally, files from Google Drive can be periodically synced to Vaultastic for secure storage. This approach provides added redundancy and ensures that your important data is safely archived in a separate infrastructure, giving you greater control, security, and accessibility.

Separate email archiving for Google Workspace involves configuring journaling within Google Workspace to automatically send a copy of every inbound and outbound email to an independent cloud archive, such as Vaultastic. 

Once archived, the emails are stored in a central repository in a search-ready format, allowing organizations to easily retrieve and review emails whenever needed. Having a separate email archive, independent of the Google Workspace infrastructure, is essential for meeting regulatory and operational requirements. It adds an extra layer of protection and agility, ensuring your organization’s data is secure and accessible at all times.

If you are doing this to keep a copy of all your files on Google Drive, consider a more secure and durable option like Vaultastic.

Backing up google drive to an external hard drive increases data loss, corruption, fragmentation, and tampering risks, making the solution very risky.

Vaultastic’s cloud-based data archiving solution provides an excellent alternative to back up OneDrive files and reduces risks related to accidental or intentional erasures.

Vaultastic complies with industry regulatory norms and provides exceptionally durable storage to put you at ease.

The best way to archive files in Google Drive is via a periodic, regular sync of the files generated, stored, and modified. Vaultastic can sync Google Drive archive files using a complete sync for the first time and then an incremental sync regularly to capture the changes. 

Learn more here.

Google Drive and Microsoft OneDrive are vital platforms for storing critical business data, making it essential to archive and back up this information to ensure its safekeeping and accessibility. 

The best way to archive files from both platforms is by using the Vaultastic Open or Deep Store. Vaultastic supports full and incremental synchronization of files from Google Drive and OneDrive, offering robust tools for searching and selectively retrieving archived data. 

With multiple layers of security, Vaultastic ensures the protection, high durability, and easy accessibility of your data. Additionally, Vaultastic adheres to strict regulatory guidelines, enhancing your compliance and legal standing concerning data retention and access.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

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.

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. 

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. 

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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Yes, Vaultastic has received positive feedback from customers across industries who have successfully transformed their data management processes. Testimonials from organizations highlight the platform’s ease of use, robust compliance features, and significant cost savings.

For example, one customer shared how Vaultastic helped them reduce the complexity of handling regulatory audits, while another emphasized the seamless migration of legacy data into the Vaultastic archive. These testimonials reflect Vaultastic’s ability to meet diverse business needs while ensuring data security, compliance, and accessibility.

Learn more here.

Vaultastic is designed to be highly scalable and adaptable, making it a valuable solution for organizations of all sizes.

• Small Businesses: Vaultastic provides affordable, easy-to-deploy solutions for archiving and managing data, ensuring compliance and protecting critical business information. This ease is also incorporated into simple purchase plans making adoption easy and growth even easier.
• Mid-Sized Enterprises: The platform offers features like data lifecycle management and advanced e-discovery to support operational efficiency and regulatory adherence. 
• Large Enterprises: Vaultastic’s scalable architecture handles massive volumes of data while optimizing storage costs through intelligent tiering.

For mid to large enterprises, Vaultastic works on the pay-per-use model to help customers optimize costs continually even as data and usage grows over the years. 

Whether you are a growing business or a large corporation, Vaultastic aligns with your data management goals without compromising on performance or cost-effectiveness.

Vaultastic has a proven track record of helping organizations streamline compliance processes and optimize costs. For instance:

• A financial services firm achieved regulatory compliance by securely archiving emails and files while significantly reducing data retention costs using Vaultastic’s tiered storage solutions.
• A healthcare organization improved its readiness for audits by implementing Vaultastic’s e-discovery tools, reducing response times to regulatory queries by over 50%.
• A mid-sized manufacturing company saved 60% on storage costs by consolidating legacy data scattered across multiple systems into Vaultastic’s cost-efficient Open Store.

These success stories highlight Vaultastic’s ability to deliver tangible benefits tailored to organizational needs.

Learn more here.

Yes, Vaultastic offers detailed case studies showcasing how it has helped organizations achieve their data management goals. These case studies provide real-world insights into the challenges faced by businesses and how Vaultastic’s solutions delivered measurable outcomes, such as compliance readiness, cost savings, and enhanced productivity. You can explore use cases specific to your industry to understand how Vaultastic aligns with your unique needs. 

You can access customer success stories here and gain a clearer picture of the platform’s impact on similar organizations.

Vaultastic is a versatile platform trusted by organizations across various industries and sectors to address their data management, compliance, and business continuity needs. It is extensively used in regulated industries such as financial services and healthcare to meet stringent compliance requirements. 

Additionally, Vaultastic serves education, manufacturing, professional services such as law firms, CA firms and logistics companies, technology, and media sectors, where preserving corporate data and ensuring seamless access are critical for operational efficiency and decision-making. The platform’s high utility makes it an ideal solution for organizations of all types that need robust archiving, regulatory adherence, and secure data storage.

Our customer case studies are available on the Case Studies page of our website. You can explore detailed stories categorized by industry, use case, or product.

Absolutely. Vaultastic integrates with popular CRM and customer support platforms like Salesforce, ZOHO CRM and Freshdesk to archive key records, emails, and customer communications. This allows organizations to securely store critical customer interactions, transaction histories, and service records, protecting valuable business data while supporting compliance. 

By archiving CRM and support data, Vaultastic ensures that customer-related information is protected, organized, and easily retrievable, which is essential for supporting audits, legal inquiries, and internal reporting.

Vaultastic is committed to supporting data archiving from a variety of collaborative and communication tools, including platforms like Slack, Microsoft Teams, and other messaging or file-sharing applications. 

As businesses increasingly rely on these collaborative tools, Vaultastic continuously expands its integrations to meet growing demands for comprehensive data preservation. 

This ensures that chat messages, shared files, and important conversations are retained alongside email data, allowing for a complete communication record within one secure archive.

Yes, Vaultastic can archive historical or legacy data stored in multiple formats, including PST, EML, and MBOX files. This capability enables businesses to easily import data from different platforms, ensuring that all historical records are incorporated into a single, unified archive. Vaultastic’s migration tools help securely import and store these files, making previously fragmented data searchable and compliant with current regulations, policies, and e-discovery needs.

Vaultastic primarily focuses on unstructured data—such as emails, chat messages, SaaS data and files— and supports a comprehensive approach to archiving this information from cloud and on-premise applications and servers.

80% of information in an organization is unstructured data and can be challenging to manage and retrieve if not properly archived. 

Vaultastic helps organize and secure this information, making it searchable and accessible when needed for business continuity, audits, or legal requirements.

Vaultastic supports a wide range of data types from commonly used SaaS applications and email platforms, enabling organizations to archive and retain critical business information. This includes email messages, attachments, documents, chat messages, files, notifications, and customer interactions. Vaultastic’s flexibility allows businesses to centralize storage for different types of unstructured data in one secure repository, ensuring easy access, management, and compliance for all critical data.

Archiving SaaS data is essential for protecting valuable business information, ensuring regulatory compliance, and supporting operational resilience. As organizations increasingly rely on SaaS platforms for critical functions—like email, customer relationship management, ticketing, and file sharing—these platforms generate a wealth of data that must be preserved long-term for legal, operational, and compliance purposes. By archiving SaaS data, businesses create a secure, immutable record that protects against accidental deletion, intentional tampering, or system failures.

Additionally, SaaS data archiving enables quick, centralized access to historical records, allowing organizations to respond swiftly to audit requests, legal discovery needs, or internal investigations. Unlike traditional backups, which may only provide limited, short-term recovery, an archive is purpose-built for organized, permanent storage, making it easy to search and retrieve specific data when needed.

Archiving also helps optimize performance and control storage costs by offloading infrequently accessed information from primary systems. Overall, archiving SaaS data allows organizations to safeguard their data assets, streamline compliance, and improve data governance, creating a more resilient and prepared business environment.

Vaultastic supports a wide range of popular SaaS tools to help organizations archive and manage essential data securely. Currently, Vaultastic integrates seamlessly with major SaaS applications, including Microsoft 365 and Google Workspace for email and file archiving, as well as ZOHO CRM and Freshdesk for preserving communications, ticketing information and records. Additionally, Vaultastic offers support for Google Forms, SendGrid, and other platforms, enabling comprehensive data capture across diverse communication and collaboration tools.

Vaultastic is continuously expanding its supported SaaS integrations to meet evolving business needs and accommodate growing data diversity. This support allows organizations to centralize data from multiple sources into a single, secure archive, ensuring compliance, easy access, and efficient retrieval for legal, operational, and regulatory needs. Whether for email, file storage, customer records, or messaging platforms, Vaultastic’s SaaS support enhances data governance and improves overall data management across cloud applications.

Archiving SaaS data involves securely preserving and storing information generated by cloud-based applications (such as emails, documents, customer records, and communications) in a dedicated, long-term storage repository. Unlike regular backups, which focus on short-term recovery, SaaS data archiving creates a permanent, tamper-proof record of data that remains accessible for extended periods. This process ensures that data remains intact, organized, and quickly retrievable for regulatory compliance, legal discovery, historical reference, and business continuity.

Archiving SaaS data provides several critical benefits. It helps organizations meet industry-specific compliance requirements by retaining records securely and enables quick access to historical data in response to audits, legal inquiries, or internal investigations. With indexed and organized storage, SaaS data archives allow for rapid search and retrieval, improving productivity and data transparency. Moreover, archiving offloads less frequently accessed information from active systems, optimizing storage usage and enhancing performance in everyday operations. Ultimately, archiving SaaS data allows businesses to protect valuable information, minimize data-related risks, and build a robust, scalable data management strategy.

SaaS (Software as a Service) data refers to any information generated, stored, or processed within cloud-based software applications that are delivered as a service over the internet. Unlike traditional software installed on physical servers or individual computers, SaaS applications are hosted on cloud infrastructure and accessed through a web interface or app, which enables anytime, anywhere access. SaaS data includes a wide range of information, such as emails, documents, customer records, communications, user interactions, and transactional data, depending on the purpose of the application.

As businesses increasingly rely on SaaS solutions like CRM platforms, project management tools, and collaborative applications, SaaS data becomes essential to daily operations and strategic decision-making. Managing and securing this data is crucial for maintaining business continuity, ensuring compliance, and enabling effective data governance. By preserving SaaS data in an organized, accessible format, organizations can enhance productivity, streamline data retrieval, and safeguard critical information for future use.

Vaultastic is a more versatile and accessible alternative to Azure File Archive. While Azure offers basic raw data storage, Vaultastic enhances the experience with tools for complete and incremental backups, advanced search functionality, and granular file restoration. This makes Vaultastic an ideal choice for organizations needing more flexible and user-friendly file management tools. 

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic’s cloud-based file backup service is a great alternative to Dropbox’s archiving solution. It not only allows complete and incremental backups from cloud drives like Google Drive but also optimizes long-term retention costs, delivering savings of up to 60%. Vaultastic offers powerful search and selective restore capabilities, making it a more comprehensive solution than Dropbox for businesses looking to manage large volumes of files efficiently.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Yes, Vaultastic is an excellent cloud-native alternative to Commvault. With its capability to securely archive files from cloud drives and other file storage systems, Vaultastic provides a cost-effective solution for long-term data retention, offering up to 60% cost savings. 

Vaultastic ensures data safety, accessibility, and scalability, making it a robust option compared to traditional file archiving systems.

Moreover, the same platform can be used to archive information from different sources such as email and SaaS tools, thereby increasing the utility of the platform.

Vaultastic enables you to archive files from platforms like Google Drive and OneDrive for Business. In addition you can also archive files from your file servers over SFTP (Secure File Transfer Protocol). 

You can perform a complete backup followed by regular incremental backups. This is managed by configuring file archiving jobs within Vaultastic, ensuring continuous protection and synchronization of your data. 

The archives are either stored as ZIPs or mirrored into the same folder structure as the source.

Vaultastic stores archived files securely in the Vaultastic Open or Deep Store, designed for long-term retention. This ensures safe, reliable access to your files whenever needed. 

Vaultastic can mirror your original source drive folder structure for familiar browsing or can zip the content to further optimize storage.  You can easily retrieve any archived file via the Vaultastic interface, with options for selective extraction from zip files or directly downloading from the folders.

File archiving involves systematically backing up files in a secure location for long-term preservation and future access. This process helps declutter primary storage, ensures critical information is safely preserved, and provides better organization. Archiving can also include compression, encryption, and backup strategies to enhance security and ease of access.

While backing up PST files from endpoints provides a basic level of data protection, it has several limitations compared to a dedicated email archiving solution. PST backups lack the structure, security, and accessibility that an advanced archiving tool can offer. Here’s why investing in an email archiving tool is essential:

• Real time, automatic archiving: While PST file backups provide a valuable layer of protection, they often fall short in ensuring comprehensive and real-time email archiving. Traditional backup solutions typically operate on a scheduled basis, meaning there’s a potential gap between backup cycles where email data could be lost or altered.
  An email archiving solution, on the other hand, continuously captures and stores email data in real time. This ensures that every email, attachment, and other relevant information is preserved, regardless of changes or deletions made to the original mailbox. This level of granularity and automation eliminates the risk of data loss and enhances compliance efforts.
• Data Integrity and Security: PST files stored on local devices or shared drives are prone to corruption, accidental deletion, tampering, and unauthorized access. In contrast, an email archiving solution preserves data in a secure, centralized, and tamper-proof environment, ensuring data integrity and protection against security threats.
• Compliance and Legal Readiness: PST backups are not designed to meet regulatory and legal requirements for data retention, which often mandate secure, immutable storage and rapid retrieval. An email archiving tool supports compliance with industry regulations by retaining all emails in a secure, compliant manner, making data easily accessible for audits and legal discovery.
• Enhanced Search and Retrieval: Locating specific emails in PST backups can be time-consuming and unreliable, especially as volumes grow. An archiving solution organizes and indexes data, enabling advanced search capabilities and e-discovery tools that allow you to find information quickly and accurately across all archived emails.
• Storage Efficiency: PST files take up significant storage space on local devices, impacting system performance and increasing management overhead. An archiving solution can offload older emails from endpoints to a scalable cloud repository, optimizing storage resources without compromising access to historical data.
• Centralized Access and Control: Email archiving solutions offer centralized, role-based access, allowing authorized personnel to access, review, and retrieve data from anywhere, enhancing productivity and collaboration. This control is especially beneficial when managing large volumes of data across multiple locations or users.

In essence, while PST backups offer minimal data protection, a dedicated email archiving solution provides comprehensive, long-term value by ensuring data security, compliance, efficiency, and accessibility across the organization.

Archiving emails is essential for businesses today, as it ensures secure, organized, and easily accessible storage of critical communication data over the long term. An effective email archive not only protects against data loss but also provides the following key benefits:

• Regulatory Compliance: Many industries require organizations to retain electronic communication, including emails, for specific durations and in tamper-proof formats. Email archiving ensures compliance with these data retention mandates, reducing the risk of penalties during audits.
• Legal Readiness: In the event of legal inquiries or litigation, an email archive enables swift e-discovery, providing accurate records for legal review and to be presented in the court of law as evidence. Archived emails are stored securely, with the full chain of custody and are easily searchable, ensuring that valuable records are readily available to support investigations.
• Data Security and Integrity: By archiving emails in a centralized, secure environment, organizations safeguard sensitive information from accidental deletion, unauthorized access, and potential tampering. A properly configured archive ensures that only authorized personnel can retrieve and review specific information.
• Enhanced Productivity: Archived emails are organized in a structured, indexed format, allowing employees to locate past information efficiently. This streamlined access supports business continuity and knowledge-sharing while reducing the time spent on data retrieval.
• Storage Optimization: Offloading older emails to an archive helps maintain active mailbox storage limits, preventing mailbox bloat and enhancing the performance of email systems. This makes daily operations smoother without compromising access to historical communication.

Archiving emails provides organizations with a robust tool for compliance, security, productivity, and cost management, transforming how email data is preserved, accessed, and used over time.

Email backup creates a point-in-time copy of emails and is primarily designed for data recovery in the event of accidental deletion, corruption, or infrastructure failure. These backups are usually temporary, often overwritten by newer versions, and focus on restoring lost data to an operational state rather than retaining it for long-term reference.

In contrast, email archiving is a systematic, long-term storage solution that automatically captures and preserves a complete, tamper-proof record of all sent and received emails. Archives are stored in a secure, centralized repository, enabling easy, granular search, retrieval, and review for historical, legal, or compliance purposes. With indexing, deduplication, and metadata tagging, archives are optimized for efficient e-discovery and regulatory audits, helping organizations meet legal obligations, ensure data accessibility, and support ongoing information governance.

While email backups protect against immediate data loss, email archiving provides a structured, enduring solution for preserving corporate memory, supporting compliance, and enabling rapid data retrieval across years of communication. Both are complementary, but archives offer a broader, more strategic approach to data management.

Email archiving is the process of automatically capturing and systematically preserving email communications for long-term retention and easy retrieval. Unlike simple or system level backups, which are typically point in time snapshops and used to restore lost data, an email archive captures a complete, tamper-proof record of every email sent and received by an organization. This archive is stored in a secure, centralized repository, allowing users to search, retrieve, and review historical emails quickly and accurately.

Email archiving has become a crucial component of data management for businesses in today’s digital landscape. Not only does it help protect against accidental deletions and provide a safeguard against data loss, but it also supports regulatory compliance, litigation readiness, and internal audits. By organizing and storing emails in a searchable format, email archiving enhances productivity, simplifies data access, and improves an organization’s ability to meet legal, compliance, and e-discovery needs with minimal effort.

Deploying Vaultastic for Exchange Email archiving is straightforward. The primary requirement is to configure journaling on your Microsoft Exchange server. Once journaling is set up, Vaultastic will automatically archive a copy of all sent and received emails, providing secure, long-term storage and easy access to your data.

Absolutely. Vaultastic integrates with popular CRM and customer support platforms like Salesforce, ZOHO CRM and Freshdesk to archive key records, emails, and customer communications. This allows organizations to securely store critical customer interactions, transaction histories, and service records, protecting valuable business data while supporting compliance. 

By archiving CRM and support data, Vaultastic ensures that customer-related information is protected, organized, and easily retrievable, which is essential for supporting audits, legal inquiries, and internal reporting.

Vaultastic is committed to supporting data archiving from a variety of collaborative and communication tools, including platforms like Slack, Microsoft Teams, and other messaging or file-sharing applications. 

As businesses increasingly rely on these collaborative tools, Vaultastic continuously expands its integrations to meet growing demands for comprehensive data preservation. 

This ensures that chat messages, shared files, and important conversations are retained alongside email data, allowing for a complete communication record within one secure archive.

Yes, Vaultastic can archive historical or legacy data stored in multiple formats, including PST, EML, and MBOX files. This capability enables businesses to easily import data from different platforms, ensuring that all historical records are incorporated into a single, unified archive. Vaultastic’s migration tools help securely import and store these files, making previously fragmented data searchable and compliant with current regulations, policies, and e-discovery needs.

Vaultastic primarily focuses on unstructured data—such as emails, chat messages, SaaS data and files— and supports a comprehensive approach to archiving this information from cloud and on-premise applications and servers.

80% of information in an organization is unstructured data and can be challenging to manage and retrieve if not properly archived. 

Vaultastic helps organize and secure this information, making it searchable and accessible when needed for business continuity, audits, or legal requirements.

Vaultastic supports a wide range of data types from commonly used SaaS applications and email platforms, enabling organizations to archive and retain critical business information. This includes email messages, attachments, documents, chat messages, files, notifications, and customer interactions. Vaultastic’s flexibility allows businesses to centralize storage for different types of unstructured data in one secure repository, ensuring easy access, management, and compliance for all critical data.

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.

Yes, Vaultastic ensures that any updates or changes to its SLA are communicated to customers well in advance. Customers are provided with detailed explanations of the changes, including how they may impact service levels, responsibilities, or performance guarantees. The updates are designed to enhance service quality and are implemented only after informing customers and, where applicable, mutual agreement (in case of addendums that we may have signed). This ensures a seamless transition and continued alignment with customer expectations.

Vaultastic uses sophisticated monitoring tools and dashboards to track SLA performance in real time. Key metrics such as uptime, response times, and data access latency are continuously measured and logged. Customers receive regular reports summarizing SLA performance, ensuring transparency and accountability. In addition, Vaultastic’s support team is available to provide detailed insights into performance metrics upon request, reinforcing its commitment to operational excellence.

Vaultastic’s SLA clearly defines the policies surrounding scheduled maintenance to minimize the impact on service availability. Customers are notified well in advance about scheduled maintenance activities, including the timing, duration, and potential service impacts. Maintenance windows are carefully planned during off-peak hours to avoid disrupting business operations. During these periods, Vaultastic ensures that data integrity and security are maintained, with critical services restored as quickly as possible.

Yes, Vaultastic’s SLA includes provisions for penalties or compensations in case of downtime or service interruptions beyond the agreed thresholds. These may take the form of service credits or other mutually agreed remedies to offset the impact on customers. The specifics of compensations are outlined in the SLA and are designed to reflect Vaultastic’s commitment to ensuring consistent and reliable service delivery.

Vaultastic takes its SLA commitments very seriously and has mechanisms in place to address any lapses. In the unlikely event of failing to meet SLA commitments, Vaultastic follows a structured process to resolve the issue, identify root causes, and implement corrective actions. Customers are kept informed throughout the resolution process. The SLA includes provisions to address accountability, ensuring that Vaultastic takes ownership of performance lapses and works diligently to prevent recurrence.

Our SLA is a comprehensive, standard document that applies to all our customers. 

Vaultastic recognizes that in certain rare cases, large organizations may have unique requirements and offers the flexibility to tailor SLA terms with an addendum, that is mutually discussed.

The Vaultastic team works closely with customers to understand their needs and create an addendum that builds on the original SLA and includes additional clauses mutually agreed. 

Yes, Vaultastic’s SLA includes the product specification that incorporates robust data security and compliance provisions, ensuring adherence to global standards like GDPR, and DPDPA, as well as industry-specific regulations from entities like RBI, SEBI, and IRDAI. 

The SLA guarantees end-to-end encryption, role-based access control, and adherence to data residency requirements. Regular security audits, vulnerability assessments, and compliance certifications underscore Vaultastic’s commitment to safeguarding your data and meeting regulatory expectations.

Vaultastic provides prioritized support response times based on the severity of the issue, as defined in its SLA. For critical issues impacting service availability or data access, Vaultastic’s team guarantees a response time within 1 hour and works to resolve the issue as quickly as possible. Less critical issues receive responses within defined timeframes ranging from 4 to 24 hours, ensuring comprehensive and timely assistance for all concerns.

Vaultastic offers industry-leading data availability and durability through its multi-geographic replication and 11 9’s durability guarantee. All archived data is stored across multiple geographically distributed AWS data centers, ensuring no single point of failure. The platform uses advanced storage systems with error detection and correction capabilities to preserve data integrity. Real-time backups, disaster recovery setups, and continuous monitoring ensure your data remains accessible and intact under all circumstances.

Vaultastic guarantees 99.9% uptime in its Service Level Agreement (SLA), ensuring consistent access to your archived data. This high availability is achieved through a robust cloud-native infrastructure hosted on the highly reliable AWS platform. Vaultastic’s architecture incorporates redundancies, real-time data replication, and load balancing to minimize disruptions and maintain service continuity. Regular system monitoring and proactive maintenance further enhance reliability, ensuring your business operations remain unaffected.

Find detailed information on our Service Level Agreement (SLA) here.

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. 

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Integrating the archival solution is straightforward. You can configure Sendgrid to journal emails directly to Vaultastic, ensuring that all notifications are automatically archived in real-time. This seamless integration allows for secure, automated email archiving without the need for complex setup.

Yes, since the archive is independent of your Sendgrid service, you will need to pay the archival vendor, such as Vaultastic. 

Vaultastic is designed to optimize the costs of your ever-growing storage needs. It delivers up to 60% cost savings through methods like data deduplication, compression, storage tiering, and other efficiency measures, ensuring that you can securely archive your data while keeping costs manageable.

Yes, Vaultastic’s Sendgrid backup solution is fully automated. Once configured, Sendgrid automatically sends a copy of all notifications to the Vaultastic platform in real-time, where they are securely preserved. This ensures seamless, hands-free archiving of your notifications without any manual intervention, providing continuous protection for your data.

To comply with industry regulations and local laws, it’s essential to preserve all email transactions in specific ways, such as ensuring they are stored in your country (data residency), fully encrypted, and easily discoverable. 

Vaultastic is designed to deliver a compliance-ready email archiving solution for SendGrid. It ensures that your email transactions are securely archived, encrypted end-to-end, and easily retrievable, helping you meet regulatory requirements and maintain business continuity.

Sendgrid is a notification sending service that does not offer built-in email archiving capabilities. Since preserving notifications is essential for maintaining records, compliance, legal readiness and business continuity, it’s crucial to use an independent archiving solution like Vaultastic. 

Vaultastic provides a reliable and proven solution for archiving emails sent via SendGrid, ensuring your notifications are securely stored and easily retrievable when needed.

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.

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.

At Vaultastic, we are committed to providing our customers with complete control over their data. If you decide to exit the Vaultastic service, we will support you in a seamless transition.

Data Export Options

• Self-Service Export: You can export your data in portable formats (PST, EML) directly from the Vaultastic console. This option is suitable for smaller data volumes.
• Assisted Export: For larger data volumes, our support team can assist you with exporting your data using AWS Snowball or Snowcone devices. We will handle the logistics and provide guidance on the process.

Cost Transparency

Since the billing model is pay per use, data egress and the use of AWS Snowball/Snowcone devices are subject to additional charges based on the volume of data exported. We will provide you with a detailed cost estimate before initiating the export process.

Support and Assistance

Our dedicated support team is available to assist you throughout the data export process. We can provide guidance on planning your migration, validating your exported data, and ensuring compliance with relevant regulations.

Data Security and Privacy

We prioritize the security and privacy of your data. Our robust security measures and adherence to industry standards protect your data throughout the export process.

Vaultastic’s pricing is geo sensitive. For visitors from India, it shows the pricing in Indian Rupees and for all other visitors it shows the pricing in USD.

You can find the most up-to-date pricing plans for Vaultastic’s data management services on the official Vaultastic website. Navigate to the Pricing page, where you’ll find detailed breakdowns of various plans tailored to specific needs such as Assurance, Continuity, Supervision, Compliance, and enterprise-grade solutions. 

The pricing page also provides information about additional storage, access, and data transfer packs that you can purchase to scale your usage. 

If you need personalized guidance or have unique requirements, you can contact the Vaultastic sales team directly through the website.

The pay-per-use model allows you to access the data services you need without worrying about over or under-provisioning, saving up to 30% compared to fixed provisioning. There is no minimum purchase or complex licensing involved. Based on data points you provide, we estimate your usage for the coming year and bill you for this estimate annually in advance. Your storage, access, and data movement usage is metered daily, and at the time of renewal, any over or under usage is adjusted in the renewal proposal.

This model helps you optimize cash flow and can save you up to 25% year on year. It’s an ideal solution for businesses looking for flexible and efficient resource management.

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.

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.

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.

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.

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 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.

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 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.

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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 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.

Yes, you can choose to archive emails for a specific set of users rather than all users. This flexibility allows you to tailor your email archiving strategy to meet your organization’s needs. It also allows you to onboard information in a phased manner starting with critical users or departments. 

The phased approach is great to optimize costs since Vaultastic is billed on a pay-per-use model, ensuring you are billed only when you consume the services or upload fresh data.

Yes, you still need an email archiving solution even if you’re using a backup tool. While a backup tool periodically saves your data and allows for complete mailbox restoration, it is not a substitute for archiving. Any emails received and deleted between two backup jobs is likely to be lost forever.

An information archiving platform continuously captures emails in real time, storing them in an immutable and secure repository. This enhances your data security and compliance posture. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is kept search-ready for on-demand access whenever needed.Incorporating email archiving for Amazon Workmail as part of your data protection strategy is highly recommended.

Backup tools are typically periodic and designed to restore a system to its last good state after data loss, corruption, or hardware failure. Any email data received and deleted between two backup jobs is likely to be lost forever.

However, enterprise information archiving offers continuous and automatic email data capture, ensuring long-term retention and storage management. 

For complete protection, a cloud-based Amazon Workmail archiving solution like Vaultastic can automatically capture 100% of your emails in real time. This data is securely stored in immutable vaults, providing on-demand access whenever needed.

To prevent email loss in Zimbra, a reliable cloud information archiving solution like Vaultastic, can securely protect 100% of your email data. 

Vaultastic’s robust cloud archiving platform, preserves all emails  independent of any actions taken in the email client. Even if users accidentally or intentionally delete emails, you can rest assured that they are safely stored in the archive and easily retrievable when needed.

Zimbra offers a journaling feature that allows you to send a copy of every sent or received email to a designated target. By enabling this feature, you can archive emails in Vaultastic’s cloud platform, which is designed to securely ingest and store Zimbra emails for regulatory compliance. 

Vaultastic also provides advanced cloud services that enable fast, precise eDiscovery, helping you enhance compliance postures and improve audit readiness.

No, Vaultastic cannot access your CRM communication data. Your data remains private and secure, accessible only to you through the Vaultastic application or API. 

Vaultastic employs a robust security framework with multiple layers of protection to safeguard your critical information. All data is encrypted both at rest and in transit, ensuring that no one but you can access your data.

To automatically archive Salesforce emails into Vaultastic, you can configure Salesforce to send a copy of all emails sent through the CRM tool directly to Vaultastic. This setup ensures that every email is securely archived in real-time, providing a seamless and automated way to preserve your critical business communications.

Integrating the archival solution is straightforward. You can configure Sendgrid to journal emails directly to Vaultastic, ensuring that all notifications are automatically archived in real-time. This seamless integration allows for secure, automated email archiving without the need for complex setup.

Yes, since the archive is independent of your Sendgrid service, you will need to pay the archival vendor, such as Vaultastic. 

Vaultastic is designed to optimize the costs of your ever-growing storage needs. It delivers up to 60% cost savings through methods like data deduplication, compression, storage tiering, and other efficiency measures, ensuring that you can securely archive your data while keeping costs manageable.

Yes, Vaultastic’s Sendgrid backup solution is fully automated. Once configured, Sendgrid automatically sends a copy of all notifications to the Vaultastic platform in real-time, where they are securely preserved. This ensures seamless, hands-free archiving of your notifications without any manual intervention, providing continuous protection for your data.

To comply with industry regulations and local laws, it’s essential to preserve all email transactions in specific ways, such as ensuring they are stored in your country (data residency), fully encrypted, and easily discoverable. 

Vaultastic is designed to deliver a compliance-ready email archiving solution for SendGrid. It ensures that your email transactions are securely archived, encrypted end-to-end, and easily retrievable, helping you meet regulatory requirements and maintain business continuity.

Sendgrid is a notification sending service that does not offer built-in email archiving capabilities. Since preserving notifications is essential for maintaining records, compliance, legal readiness and business continuity, it’s crucial to use an independent archiving solution like Vaultastic. 

Vaultastic provides a reliable and proven solution for archiving emails sent via SendGrid, ensuring your notifications are securely stored and easily retrievable when needed.

Deploying Vaultastic for Exchange Email archiving is straightforward. The primary requirement is to configure journaling on your Microsoft Exchange server. Once journaling is set up, Vaultastic will automatically archive a copy of all sent and received emails, providing secure, long-term storage and easy access to your data.

Google Docs stores all created files—such as spreadsheets, documents, and presentations—on the user’s Google Drive. To achieve a complete Google Docs archive, the best approach is to ensure a full backup of the user’s Google Drive data. 

Vaultastic’s cloud-based information archiving service provides an ideal solution for this, offering a secure and comprehensive backup of all Google Docs files. This reduces the risk of accidental or intentional file deletion, ensuring long-term data protection and accessibility.

While transferring files from Google Drive to an external hard drive might seem like a simple backup solution, it introduces risks such as data loss, corruption, fragmentation, and tampering. 

A more secure and durable alternative is to use Vaultastic’s cloud-based information archiving solution. Vaultastic ensures that your critical files are securely backed up in the AWS cloud environment, reducing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing long-term, reliable storage to protect your data and give you peace of mind.

Yes, you can easily migrate your legacy email data in PST formats. You can choose to import this legacy data into the Vaultastic Active Store for instant ediscovery or import this into the Vaultastic Open or Deep Store for long-term retention at optimized costs. 

Once imported, the email data becomes fully searchable and readily accessible, streamlining your data management and retrieval processes.

Yes, you can choose to archive emails for only a selected set of users by configuring journaling in Google Workspace. This allows you to tailor your email archiving strategy to critical users, ensuring that only the necessary data is securely archived while optimizing storage and compliance requirements.

Yes, configuring Vaultastic for mail domains hosted on cloud services like Google Workspace ensures that a physical copy of every email sent and received is securely archived to Vaultastic on the AWS cloud. 

This multi-cloud strategy reduces the risk of vendor lock-in by allowing you to maintain control of your most critical data in an independent infrastructure. Additionally, Vaultastic optimizes information archiving costs by up to 60% using multiple strategies such as de-duplication, compression, automation and storage tiering.

No, there is no need to deploy any additional software or database on your Google Workspace setup to enable email archiving. 

You simply use Google Workspace’s journaling feature, which automatically sends a copy of every email sent and received by selected users to Vaultastic. This seamless integration ensures your email data is securely archived without any complex setup.

A common question is whether you should back up your Google Drive? 

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent location. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, an independent cloud-based elastic information archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.This architecture delivers the multi-cloud advantage to your organization. The information archived to Vaultastic is safe, secure and highly available.

A popular question – should you backup google drive?

Another one – Is google drive backed up?

While Google Drive is reliable, your files remain vulnerable to accidental or intentional deletion by users. This poses a significant risk of data loss, making it essential to regularly back up your Google Drive to an independent cloud information archiving solution. 

While backing up Google Drive locally to an on-premise system is a popular option, it comes with its own risks and costs, such as hardware failures and limited scalability. Instead, we recommend using Vaultastic, a cloud-based elastic archive that securely ingests your Google Drive data both completely and incrementally, ensuring your critical files are protected and always accessible.

While it’s common to back up Google Drive files to a hard drive or PC, these methods may not be the safest or most secure for managing your data. External drives are vulnerable to damage, theft, or failure. 

A more secure alternative is using an cloud backup solution like Vaultastic. Vaultastic ensures that your business-critical Google Drive files are securely archived in an independent cloud infrastructure, providing durable protection and safeguarding your data against loss, corruption, or tampering.

Vaultastic provides an independent, cloud-based solution for backing up your Google Drive files securely and efficiently. Start by performing complete backups of selected Google Drive accounts, followed by regular incremental backups to capture any changes or new files. 

This ensures that you never lose important data and always have a secure backup in place. If you’re still wondering how to back up your Google Drive, Vaultastic’s powerful file archiving capabilities offer a reliable and seamless solution.

Vaultastic offers a secure and reliable solution for backing up your Google Drive data. With automated tools for complete and incremental backups, Vaultastic ensures that your files and documents are efficiently archived and safely stored. 

This process not only safeguards your data but also increases productivity by making the backup process seamless and hands-free. With Vaultastic, you can be confident that your Google Drive data is protected and always accessible when needed.

A common question is, “How can I back up my data from my Google account?” Since emails and files make up the bulk of your business-critical unstructured data, ensuring a secure backup of this information is key to protecting your Google account. 

Vaultastic provides an independent, automatic, and secure archive for all your emails and files from Google Workspace. This information archive safeguards your data from risks like deletion or tampering, giving you peace of mind that your important information is always protected. Powerful ediscovery tools work on the centralized information repository to make data easily accessible.

While backing up Google Drive files to an external hard drive or local drive is a common method, it may not be the safest or most secure option for managing your Google Drive backup. External drives are prone to risks such as hardware failure, data corruption, theft, and accidental damage. 

A cloud backup solution, like Vaultastic, offers a more secure and durable alternative. By storing your business-critical Google Drive files in an independent cloud infrastructure, Vaultastic ensures long-term data protection and accessibility, safeguarding your important files against loss or damage.

If you are using the paid version of Google Workspace, you can easily back up Gmail emails for all your users by enabling journaling. This feature allows you to send a real-time copy of every email—both inbound and outbound—to Vaultastic for archiving. 

Once archived, these emails are securely stored and can be easily searched and recovered using Vaultastic’s powerful eDiscovery tool. This approach ensures that all user emails are protected, accessible, and can be retrieved whenever needed.

Vaultastic supports the import and archiving of legacy data stored in PST, EML, and MBOX formats. For many organizations, historical data is scattered (fragmented) across various file formats and storage media, making centralized management challenging. 

Vaultastic’s advanced migration tools securely import legacy files and organize them within its searchable archive, providing unified access to historical data. Once ingested, this data is stored in a compliant, tamper-proof format, ensuring it remains readily accessible and discoverable for audits, legal inquiries, and internal investigations.

Yes, Vaultastic can capture and archive transactional email data generated by automated systems and notification tools like SendGrid, ClrStream, and more.. Many organizations rely on notification services to deliver critical alerts, reports, and updates, all of which can carry valuable business information. 

By archiving this transactional data, Vaultastic ensures a reliable record of key system interactions, allowing organizations to securely retain information from automated processes, meet regulatory requirements, and maintain data integrity for operational audits or legal reviews.

Vaultastic is purpose-built to handle unstructured data types, including chat messages, system notifications, and email attachments. Unstructured data often lacks a predefined structure, making it challenging to organize and retrieve. Vaultastic indexes and organizes this data upon archiving, allowing it to be searched, retrieved, and reviewed easily. By archiving unstructured data alongside traditional records, Vaultastic ensures that all forms of communication—regardless of format—are securely retained and accessible, meeting regulatory needs and supporting business continuity.

Yes, Vaultastic supports archiving files from popular cloud storage services like Google Drive and Microsoft OneDrive. By capturing essential documents, spreadsheets, presentations, and other files, Vaultastic enables businesses to securely preserve valuable records that go beyond email communication. 

This archiving capability helps organizations maintain data durability, simplify data management, and ensure compliance with data retention policies. Storing cloud files in Vaultastic’s archive ensures they remain easily accessible, even as active storage needs change, allowing for optimized storage use and long-term data protection.

Absolutely. Vaultastic integrates with CRM platforms like ZOHO and Salesforce to archive essential customer communications and CRM records. By capturing accounts and deals along with the emails, attachments, and interaction history, Vaultastic helps organizations preserve valuable customer data, which is often crucial for ongoing business relationships, customer support, and compliance.

Archiving CRM data in Vaultastic allows for centralized access and retrieval, improving customer management and ensuring that important information is available when needed for audits, legal requirements, or strategic analysis.

Yes, Vaultastic supports archiving chat conversation data from Microsoft Teams. This platform generates vast amounts of valuable communication data, from peer to peer and group chat messages and shared files to call recordings. 

Vaultastic captures this data to create a secure, permanent record that is easily accessible for audits, e-discovery, and compliance. As collaborative tools like Microsoft Teams become more integrated into business workflows, Vaultastic’s support ensures that no critical interaction is lost, allowing you to retain a comprehensive record of all organizational communication.

Vaultastic is designed to seamlessly integrate with a wide range of popular email platforms, making it easy for organizations to archive and manage email data. Supported platforms include Microsoft 365, Google Workspace (formerly G Suite), Zimbra, Exchange, and other standard IMAP/SMTP-based services. 

By working across multiple email systems, Vaultastic provides flexibility and ensures that your organization’s email communications, even from multiple sources, are securely stored in a centralized, searchable repository.

This flexibility of Vaultastic enables businesses to streamline their data retention practices, support compliance needs, and enhance e-discovery efficiency.

Vaultastic is a cloud-based data archiving solution designed to securely archive emails, files, and other digital communication data for businesses. When used as a Google Apps or Google Docs archive, Vaultastic integrates seamlessly with your Google Workspace account. It automatically archives all inbound and outbound emails in real time using Google’s journaling capability, ensuring that no email is missed. Additionally, Vaultastic can archive documents, spreadsheets, and other files created or modified in Google drive, securely storing them in the cloud.

The archived data is fully protected and easily searchable through Vaultastic’s web-based console. Vaultastic also offers powerful eDiscovery, legal hold, and advanced search features, helping organizations comply with regulatory and legal requirements. With full-text search and advanced filters, you can quickly locate specific emails or documents within the archive.

In summary, Vaultastic provides a comprehensive and secure archiving solution for both Google Apps and Google Docs, ensuring that your business-critical data is protected, easily accessible, and compliant with industry standards.

Google Vault is a cloud-based archiving and eDiscovery solution for G Suite customers, designed to help businesses retain, search, and export data from services like Gmail, Google Drive, and Google Chat. It is primarily used for legal compliance, eDiscovery, and data retention purposes.

Vaultastic, on the other hand, is a robust cloud-based data archiving solution and a great alternative to Google Vault. Vaultastic offers key advantages, such as an independent archive (great for compliance), data redundancy, simplified eDiscovery across user accounts, and up to 60% cost optimization. 

While it provides similar archiving capabilities, Vaultastic is not limited to G Suite and can be used with various other platforms, including Office 365 and Zimbra. Additionally, Vaultastic includes features like tamper-proof archiving, email backup, and advanced search tools, making it a comprehensive solution for long-term data protection and compliance.

If you are using a paid version of Google Workspace, you can enable journaling for selected or all users to ensure that a copy of every email is automatically sent to Vaultastic in real time. 

As emails are archived in Vaultastic, they are securely stored and can be easily searched and recovered using the eDiscovery tool.

 This provides a seamless way to protect and manage your email data while ensuring quick access when needed.

Yes, Vaultastic is one of the best email archiving solutions for G Suite because it offers comprehensive support for the entire data lifecycle. Vaultastic can archive live email data from your Google Workspace users while also centralizing and securing fragmented legacy data. 

As your data evolves over time, Vaultastic provides robust tools and flexible options to manage and protect it throughout its lifecycle, ensuring long-term security, accessibility, and compliance.

Yes, absolutely. Vaultastic is a powerful email archiving solution for G Suite that securely stores your critical email data in a perpetual archive on a separate cloud infrastructure. 

Among Google email archiving solutions, Vaultastic stands out for its cost optimization as your storage needs grow, along with its high durability and security. It also offers flexible tools for easy discovery and extraction of emails. 

Beyond the flexibility and cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of GSuite, which also enhances your compliance posture—something regulators expect. By centralizing your G Suite email archive, Vaultastic enables faster data discovery across user mailboxes, significantly improving response times to data requests.

While a Google Workspace archive license allows you to store ex-employee data in Google Vault, it can be expensive compared to Vaultastic. Vaultastic offers significant cost optimization, delivering up to 60% savings on long-term data retention. 

Beyond the cost benefits, Vaultastic provides additional redundancy by storing your data in an infrastructure independent of Google Workspace, which also enhances your compliance posture—something regulators expect. Furthermore, Vaultastic’s centralized console makes it easy to perform eDiscovery across former employees’ archives, improving efficiency and productivity.

Yes, Vaultastic is an excellent alternative to using Google Vault for retaining former employee data. 

Instead of archiving emails and files from ex-employees’ Google Drive accounts to Google Vault, which incurs archive user license fees, Vaultastic can help you save up to 60% or more in costs.

Beyond the significant cost savings, Vaultastic ensures compliance with regulations by storing data in an independent, secure environment. Additionally, Vaultastic’s centralized console makes it easy to perform eDiscovery across the archives of former employees, enhancing productivity and simplifying data management.

Leaving mailboxes and Google Drive accounts of former employees active on Google Workspace is a common practice, but it results in unnecessary costs. Also, backing up their data after they leave may be too late.

69% CIOs fear data loss when employees leave – Osterman research

The best approach to protect the data assets of ex-employees is to automatically archive their emails and files to an independent cloud archive like Vaultastic, from the day they joined (and not after they leave). By doing so, you ensure that the data is securely stored in a centralized location, providing better control, redundancy, and long-term protection without the ongoing costs of maintaining inactive accounts. And without the risks of accidental or intentional erasure of the information.

Yes, Vaultastic can perform comprehensive eDiscovery across emails and files from G Suite user accounts. All emails and files are securely archived in a central repository within Vaultastic. 

The platform provides powerful tools that allow you to search across user accounts, locate specific emails and files, and granularly extract them in portable formats. This granular search and extraction capability makes it easy to retrieve critical information for audits, compliance, or operational purposes.

Archiving emails and files from Gmail and Google Drive is made more secure and flexible by using an external solution like Vaultastic.

By configuring journaling in Google Workspace, a copy of every email—both inbound and outbound—is automatically backed up in real time to Vaultastic. Additionally, files from Google Drive can be periodically synced to Vaultastic for secure storage. This approach provides added redundancy and ensures that your important data is safely archived in a separate infrastructure, giving you greater control, security, and accessibility.

Separate email archiving for Google Workspace involves configuring journaling within Google Workspace to automatically send a copy of every inbound and outbound email to an independent cloud archive, such as Vaultastic. 

Once archived, the emails are stored in a central repository in a search-ready format, allowing organizations to easily retrieve and review emails whenever needed. Having a separate email archive, independent of the Google Workspace infrastructure, is essential for meeting regulatory and operational requirements. It adds an extra layer of protection and agility, ensuring your organization’s data is secure and accessible at all times.

If you are doing this to keep a copy of all your files on Google Drive, consider a more secure and durable option like Vaultastic.

Backing up google drive to an external hard drive increases data loss, corruption, fragmentation, and tampering risks, making the solution very risky.

Vaultastic’s cloud-based data archiving solution provides an excellent alternative to back up OneDrive files and reduces risks related to accidental or intentional erasures.

Vaultastic complies with industry regulatory norms and provides exceptionally durable storage to put you at ease.

The best way to archive files in Google Drive is via a periodic, regular sync of the files generated, stored, and modified. Vaultastic can sync Google Drive archive files using a complete sync for the first time and then an incremental sync regularly to capture the changes. 

Learn more here.

Yes, Vaultastic offers a reliable way to back up Microsoft Teams chat data. As Teams becomes a crucial communication platform within organizations, it generates vast amounts of valuable interaction data, from messages and files to collaborative discussions. 

Vaultastic integrates with Microsoft Teams to capture and archive one-to-one and group chat data securely, ensuring a comprehensive and accessible record of communications for compliance, audits, and business continuity.

With Vaultastic, your Teams chat data is stored in a tamper-proof, centralized archive, enabling efficient search and retrieval whenever needed. This backup solution not only preserves chat history but also enhances data governance, helping organizations protect sensitive information, support e-discovery, and meet regulatory requirements. 

By archiving Teams chat data with Vaultastic, you gain peace of mind that essential communication records are safe, durable, and accessible over the long term.

Google Drive and Microsoft OneDrive are vital platforms for storing critical business data, making it essential to archive and back up this information to ensure its safekeeping and accessibility. 

The best way to archive files from both platforms is by using the Vaultastic Open or Deep Store. Vaultastic supports full and incremental synchronization of files from Google Drive and OneDrive, offering robust tools for searching and selectively retrieving archived data. 

With multiple layers of security, Vaultastic ensures the protection, high durability, and easy accessibility of your data. Additionally, Vaultastic adheres to strict regulatory guidelines, enhancing your compliance and legal standing concerning data retention and access.

Using Vaultastic to archive your Microsoft 365 data offers several key benefits. 

First, Vaultastic provides comprehensive archiving, allowing you to securely archive critical data such as emails, files from OneDrive and Microsoft Teams Chat conversations (one to one and group chats). 

It also supports compliance with industry regulations like GDPR, DPDPA, RBI, SEBI and IRDAI, ensuring that you retain data for the required periods. 

Vaultastic’s powerful eDiscovery tools make it easy to search and retrieve archived data whenever needed. 

Additionally, Vaultastic helps manage risks by securely archiving data in a cloud location, reducing the chances of data loss or corruption. 

Lastly, Vaultastic offers cost optimization by archiving inactive data to lower-cost storage tiers, helping you reduce Microsoft 365 storage expenses.

To quickly meet your regulator’s requirements for a OneDrive backup and disaster recovery plan, we recommend integrating Vaultastic as an add-on to OneDrive for Business. This seamless integration allows you to perform regular backups of your OneDrive data and store it on Vaultastic’s cloud with 11 9’s durability, supported by an in-built disaster recovery site. 

Vaultastic is a simple yet powerful tool designed to support both the backup and recovery of OneDrive data. Its centralized administration console makes it easy to manage your OneDrive backup and retention strategy efficiently, ensuring compliance and robust data protection.

While traditional methods, such as backing up OneDrive files to an external hard drive or local drive, have been popular, they may not be the safest or most secure options for managing a OneDrive backup. 

These methods are prone to hardware failure, theft, or data loss. A cloud backup solution, like the one offered by Vaultastic, provides a far more secure and durable way to preserve your business-critical OneDrive data. 

By storing your files in an independent cloud environment, Vaultastic ensures long-term protection, accessibility, and security, making it a more reliable choice for safeguarding your data.

To meet regulatory guidelines for data security, it’s essential to maintain a physically separate, secure, and durable copy of all critical data. 

A solid backup and recovery strategy for OneDrive focuses on archiving files to independent cloud storage, ensuring your data is protected outside the primary platform. 

This approach not only helps safeguard your information but also ensures compliance with legal and regulatory requirements. Therefore, OneDrive backup and compliance are closely connected.

Yes, Vaultastic provides a highly secure file archiving solution for backing up OneDrive files. It is built on a robust data protection platform that offers multi-layered, durable protection for your OneDrive data. 

Vaultastic supports both complete and incremental backups using automated tools, and it operates on a separate cloud infrastructure, independent from Microsoft, ensuring an additional layer of security. 

Vaultastic stands out among file archiving solutions for its speed, ease of use, and cost-effective storage optimization, making it an ideal choice for safeguarding your OneDrive files.

While OneDrive is a cloud service, it is still vulnerable to file tampering, accidental deletions, or intentional erasures. Additionally, when an employee leaves the organization, preserving the corporate data they generated and stored in OneDrive becomes a challenge. 

For organizations, having an independent backup in a separate, secure, and durable storage environment is crucial for business continuity and compliance. Regularly backing up your business-critical data from OneDrive to an independent information archive like Vaultastic ensures that your information is safeguarded against potential risks, providing an additional layer of security and data protection.

To ensure a comprehensive backup of all OneDrive files, we recommend using Vaultastic for a simple yet effective strategy -start by performing a complete backup of all files from your users’ OneDrive accounts. Following this, set up daily incremental backups to capture any changes or new files added that day. This approach guarantees that your critical information is continuously protected, providing full redundancy and safeguarding against data loss.

Note that the incremental backup ignores files deleted on OneDrive, thus ensuring that the archive has complete content.

Yes, Vaultastic allows you to archive specific files or folders from OneDrive for Business. You can choose to archive data from individual user accounts and select particular folders based on your needs. 

When setting up the archiving job, you can also define criteria such as the file’s modified or created date, giving you greater control over which data is archived. 

This flexible approach ensures you can tailor your archiving process to meet your specific requirements.

Yes, you can restore your archived Microsoft 365 data back to Microsoft 365 at any time.

For a single email, simply use the eDiscovery tool to search and select the email you want to restore, then click the “Restore to Inbox” button. Alternatively, you can export the search results as a PST file and import it back into Microsoft 365 via Outlook.

For files archived from OneDrive for Business, Vaultastic provides a search tool to locate the necessary files, along with extraction tools to export the selected files for restoration. This process ensures that your data is easily recoverable when needed.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

Archiving files from OneDrive for Business involves creating a secure backup copy of your files to an independent cloud storage. Vaultastic simplifies this process by allowing you to define specific files to archive based on attributes such as date, time, and other relevant criteria. 

Additionally, Vaultastic enables you to perform regular incremental backups, capturing any changes made between backups. This ensures your critical files are securely archived and always up to date, providing comprehensive data protection.

The most effective way to back up your OneDrive data is by setting up regular syncs for all generated, stored, and modified files. Vaultastic simplifies this process by performing a complete sync of your OneDrive files initially, followed by regular incremental syncs to capture any changes. This ensures your data is continuously backed up, securely stored, and always accessible when needed.

Backing up your OneDrive files to an external hard drive may seem like a simple solution, but it comes with significant risks. While it may provide local access to your data, it increases the chances of data loss, corruption, and tampering, especially in the event of hardware failure, theft, or accidental damage. This makes it an insecure and less reliable option for long-term storage.

A safer, more secure, and scalable alternative is using Vaultastic’s cloud-based data archiving solution. Vaultastic ensures your OneDrive files are securely backed up in a highly durable and tamper-proof cloud environment, minimizing the risks associated with accidental or intentional deletion. It also complies with industry regulatory standards, providing peace of mind and superior data protection for your critical files.

Yes, Vaultastic allows you to archive your existing Microsoft 365 data, including emails currently stored in mailboxes, offline PST files, and files from OneDrive. You can choose to archive all of your data or focus on specific types, such as emails or files. 

Additionally, Vaultastic offers flexible retention policies, enabling you to automatically delete older data after a specified period, ensuring efficient long-term data management and compliance.

No, you don’t need to install any software, agent or database on your Microsoft 365 setup or any end points to enable archiving. 

Vaultastic integrates seamlessly with Microsoft 365 using built-in journaling and secure APIs, allowing you to archive emails, files and chat conversations without the need for additional software installation or complex configurations.

Yes, you can choose to archive emails for a specific set of users in Microsoft 365. By configuring the journaling settings, you can selectively send copies of emails from designated users to Vaultastic for archiving. 

This allows you to tailor your archiving strategy to start protecting data of critical users and gradually expand the scope to include the remaining users at your pace.

Yes, the integration between Vaultastic and Microsoft 365 is highly secure. Vaultastic employs multiple layers of security to protect your data, including robust encryption, strict access controls, and comprehensive auditing. The transfer of data between M365 and Vaultastic is fully encrypted end-to-end, ensuring that your emails, files, and other sensitive information are protected at every stage. This security framework provides peace of mind while maintaining the integrity and confidentiality of your data.

No, the integration between Vaultastic and Microsoft 365 does not interfere with your existing workflow. Vaultastic operates in the background, securely archiving your emails, files, and other data without disrupting how you use Microsoft 365. In fact, we don’t need to install any software or agent on M365 or any end points.

You can continue to work within M365 as usual, while Vaultastic ensures your data is protected and archived for long-term retention and compliance, all without any noticeable impact on your day-to-day activities.

Vaultastic integrates with Microsoft 365 through a combination of journaling and secure API connections, allowing seamless data archiving without disrupting your workflow. The integration begins with setting up a Vaultastic account and connecting your Microsoft 365 tenant to Vaultastic. This connection is established using secure APIs, ensuring that the flow of data between the two platforms is encrypted and protected.

Once the integration is in place, Vaultastic utilizes Microsoft 365’s journaling feature to automatically archive emails. Journaling works by sending a copy of every email sent and received by selected users in real-time to Vaultastic. This ensures that all email communication is safely preserved and archived independently of the Microsoft 365 infrastructure, providing an additional layer of data protection and compliance.

In addition to archiving real-time email traffic, Vaultastic can also import legacy data from user mailboxes, files from OneDrive and chat conversations from Microsoft Teams. Using secure APIs provided by Microsoft 365, Vaultastic fetches and archives older emails, files and chats, ensuring comprehensive coverage of both historical and current data. This dual approach guarantees that no critical information is missed, making Vaultastic a powerful solution for long-term data retention, regulatory compliance, and eDiscovery.

With its ability to integrate smoothly with Microsoft 365 and archive emails, files, and chat data, Vaultastic provides an all-encompassing archiving solution for businesses looking to enhance data security, improve compliance, and safeguard critical business information across multiple communication channels.

Vaultastic archives emails, files, and chat data from Microsoft 365, ensuring complete protection of your business communications. With Vaultastic, you can securely store emails, files from OneDrive, and Microsoft Teams chat history, providing comprehensive data retention. 

Additionally, Vaultastic is designed to scale easily, allowing you to archive other data types as needed, ensuring robust data protection and compliance for your organization.

While Microsoft 365 may offer sufficient storage in active mailboxes and OneDrive, this alone may not fully protect your critical data from accidental or intentional deletion, theft, or corruption. 

Microsoft 365 includes features like Exchange Online archiving, legal hold, and retention of deleted items, which can extend inbox size and offer some level of protection. However, these features may not provide a complete, up-to-date copy of all your data or offer the advanced search, discovery, and compliance capabilities that a separate data archiving solution can.

For organizations with specific regulatory or legal data retention requirements, or those needing more granular control and comprehensive eDiscovery for historical data, a dedicated data archiving solution for Microsoft 365 can significantly enhance protection and compliance.

Using a separate archive solution for Microsoft Office 365 emails and OneDrive data adds an extra layer of protection while helping you optimize data retention costs. Specifically:

• Storing critical data in an independent archive like Vaultastic allows you to move former employee data out of active subscriptions, reducing licensing costs. 
• Regulations, legal requirements, and IT best practices recommend keeping backups separate from the original data source to ensure security and compliance.
• While Office 365 offers large mailboxes, they do not protect against accidental or intentional deletions, and features like Exchange Online Archive only extend inbox storage—they don’t create a full backup. 
• Enabling legal hold captures deleted emails in the “legal hold” space but cannot recover data already lost. Hence this is not really a backup or an archive.
• Adopting a multi-cloud strategy with a separate archive also mitigates the risk of vendor lock-in, giving you control over your most valuable data in a secure, independent environment.

No, Vaultastic cannot access your CRM communication data. Your data remains private and secure, accessible only to you through the Vaultastic application or API. 

Vaultastic employs a robust security framework with multiple layers of protection to safeguard your critical information. All data is encrypted both at rest and in transit, ensuring that no one but you can access your data.

To automatically archive Salesforce emails into Vaultastic, you can configure Salesforce to send a copy of all emails sent through the CRM tool directly to Vaultastic. This setup ensures that every email is securely archived in real-time, providing a seamless and automated way to preserve your critical business communications.

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.

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.

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.

Vaultastic has a dedicated team to handle enterprise RFPs efficiently. Upon receiving your RFP, the team conducts a detailed review of your requirements to ensure that the proposal addresses all aspects, including technical specifications, compliance needs, scalability, and pricing. The response will include a customized solution, detailed service descriptions, timelines, and a transparent cost structure. Vaultastic’s team collaborates closely with your organization during the RFP process to provide clarifications, participate in discussions, and ensure that the proposal aligns perfectly with your expectations.

Yes, Vaultastic understands that organizations have unique needs and constraints, and negotiations are welcomed to find a mutually beneficial arrangement. If you have specific budget considerations or wish to adjust the scope of services, you can discuss these with Vaultastic’s team. They are committed to offering a flexible and fair solution that aligns with your requirements while ensuring the value of the service. Any negotiated changes will be clearly reflected in a revised proposal.

No. All of Vaultastic’s proposals are annual and renewed every year. Since our pricing model is granular and based on resource consumption, it is more suitable for our customers to evaluate the actual consumption every year and based on that generate a renewal quotation which may be lower or higher than the previous year. 

Yes, Vaultastic’s proposal can include the costs for additional services such as data migration, onboarding, or training if requested. During the quotation process, you can specify any additional requirements you foresee, such as importing legacy data, configuring the system, or providing hands-on training for your team. These services are itemized separately in the proposal for transparency, allowing you to clearly understand their scope and associated costs. If you’re unsure of the services you may need, the Vaultastic team is available to discuss and recommend the best options for your situation.

Absolutely. Vaultastic understands that organizations may need to compare different options and add-ons to make an informed decision. When requesting a quotation, specify that you’d like multiple options, such as plans, varying storage tiers, or additional features like e-discovery and compliance tools. The Vaultastic team will provide a comprehensive quotation outlining the costs and benefits of each option, making it easier for you to evaluate and choose the solution that best meets your needs.

Vaultastic’s pricing includes five plans as can be seen on the Pricing page. The first four are standard plans suitable for tiny to small businesses with less than 100 employees and smaller data sizes (below 1TB). Purchasing these is as simple as subscribing to the chosen plan and topping up the resources, as required, with additional packs. 

For any requirement beyond this, we recommend the Transformation plan, which is a custom plan based on the pay-per-use model. By understanding your user base, data volume, retention policies, and additional services like migration or compliance, Vaultastic crafts a proposal that aligns with your needs. Whether you require storage for a specific department, enterprise-wide implementation, or compliance-focused features, Vaultastic ensures that the proposal reflects a fair and optimized pricing structure. The pay-per-use pricing allows you to scale services as your organization grows, ensuring cost-efficiency and flexibility.

Vaultastic typically delivers a proposal within 1-3 business days of receiving your request and all necessary information. The timeline may vary depending on the complexity of your requirements. If additional discussions or clarifications are needed, the Vaultastic team will promptly communicate with you to ensure the proposal addresses all your needs accurately. Rest assured, Vaultastic prioritizes quick turnaround times to support your decision-making process.

To generate a customized proposal, Vaultastic requires key details about your organization and its data management needs. Our team will ask the following information before we can generate a proposal for you. These include (but may not be limited to):

• Number of users, whose data needs to be archived.
• Existing volume of their data you need to archive, including any legacy data.
• What data types you want to archive (emails, files, chats, SaaS data etc)
• Retention policies or duration for storing data.
• Specific features or services you’re looking for, such as e-discovery, compliance support, or data migration.
• Current infrastructure details, like the email or storage solutions in use (e.g., Microsoft 365, Google Workspace).

Providing these details ensures that Vaultastic can offer a proposal optimized for your use case, aligning with your operational and budgetary goals.

Requesting a quotation for Vaultastic’s plans and services is a simple process. Visit the Vaultastic website and navigate to the Contact Us for. Fill out the form with your details, including your organization’s name, contact information, and a brief description of your requirements. 

Alternatively, you can contact the Vaultastic sales team via email (sales at mithi dot com) for direct assistance. Once your request is submitted, the Vaultastic team will reach out to understand your needs in more detail and provide a quotation tailored to your requirements.

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.

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.

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.

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.

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.

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.

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.

To prevent email loss in Zimbra, a reliable cloud information archiving solution like Vaultastic, can securely protect 100% of your email data. 

Vaultastic’s robust cloud archiving platform, preserves all emails  independent of any actions taken in the email client. Even if users accidentally or intentionally delete emails, you can rest assured that they are safely stored in the archive and easily retrievable when needed.

Zimbra offers a journaling feature that allows you to send a copy of every sent or received email to a designated target. By enabling this feature, you can archive emails in Vaultastic’s cloud platform, which is designed to securely ingest and store Zimbra emails for regulatory compliance. 

Vaultastic also provides advanced cloud services that enable fast, precise eDiscovery, helping you enhance compliance postures and improve audit readiness.

Vaultastic supports the import and archiving of legacy data stored in PST, EML, and MBOX formats. For many organizations, historical data is scattered (fragmented) across various file formats and storage media, making centralized management challenging. 

Vaultastic’s advanced migration tools securely import legacy files and organize them within its searchable archive, providing unified access to historical data. Once ingested, this data is stored in a compliant, tamper-proof format, ensuring it remains readily accessible and discoverable for audits, legal inquiries, and internal investigations.

Yes, Vaultastic can capture and archive transactional email data generated by automated systems and notification tools like SendGrid, ClrStream, and more.. Many organizations rely on notification services to deliver critical alerts, reports, and updates, all of which can carry valuable business information. 

By archiving this transactional data, Vaultastic ensures a reliable record of key system interactions, allowing organizations to securely retain information from automated processes, meet regulatory requirements, and maintain data integrity for operational audits or legal reviews.

Vaultastic is purpose-built to handle unstructured data types, including chat messages, system notifications, and email attachments. Unstructured data often lacks a predefined structure, making it challenging to organize and retrieve. Vaultastic indexes and organizes this data upon archiving, allowing it to be searched, retrieved, and reviewed easily. By archiving unstructured data alongside traditional records, Vaultastic ensures that all forms of communication—regardless of format—are securely retained and accessible, meeting regulatory needs and supporting business continuity.

Yes, Vaultastic supports archiving files from popular cloud storage services like Google Drive and Microsoft OneDrive. By capturing essential documents, spreadsheets, presentations, and other files, Vaultastic enables businesses to securely preserve valuable records that go beyond email communication. 

This archiving capability helps organizations maintain data durability, simplify data management, and ensure compliance with data retention policies. Storing cloud files in Vaultastic’s archive ensures they remain easily accessible, even as active storage needs change, allowing for optimized storage use and long-term data protection.

Absolutely. Vaultastic integrates with CRM platforms like ZOHO and Salesforce to archive essential customer communications and CRM records. By capturing accounts and deals along with the emails, attachments, and interaction history, Vaultastic helps organizations preserve valuable customer data, which is often crucial for ongoing business relationships, customer support, and compliance.

Archiving CRM data in Vaultastic allows for centralized access and retrieval, improving customer management and ensuring that important information is available when needed for audits, legal requirements, or strategic analysis.

Yes, Vaultastic supports archiving chat conversation data from Microsoft Teams. This platform generates vast amounts of valuable communication data, from peer to peer and group chat messages and shared files to call recordings. 

Vaultastic captures this data to create a secure, permanent record that is easily accessible for audits, e-discovery, and compliance. As collaborative tools like Microsoft Teams become more integrated into business workflows, Vaultastic’s support ensures that no critical interaction is lost, allowing you to retain a comprehensive record of all organizational communication.

Vaultastic is designed to seamlessly integrate with a wide range of popular email platforms, making it easy for organizations to archive and manage email data. Supported platforms include Microsoft 365, Google Workspace (formerly G Suite), Zimbra, Exchange, and other standard IMAP/SMTP-based services. 

By working across multiple email systems, Vaultastic provides flexibility and ensures that your organization’s email communications, even from multiple sources, are securely stored in a centralized, searchable repository.

This flexibility of Vaultastic enables businesses to streamline their data retention practices, support compliance needs, and enhance e-discovery efficiency.

Providing feedback or asking questions during the evaluation process is simple and encouraged. You can:

• Reach Out to Support: Use the provided email or phone contact to share feedback or seek clarification.
• Dedicated Feedback Sessions: Schedule follow-up discussions with the Vaultastic team to review your experience and provide insights.
• In-App Features: Use the feedback tools or forms available within the evaluation platform.
• Interactive Walkthroughs: During live sessions or demos, share your observations and ask questions to better understand the system’s capabilities.

Vaultastic values your input and uses it to refine its services and address your unique needs effectively.

These resources will be shared with you once you start your evaluation.

Vaultastic offers a variety of resources to help you gain a deep understanding of its capabilities during the evaluation process:

• User Guides and Documentation: Detailed manuals covering all features and functionalities.
• Tutorial Videos: Step-by-step demonstrations of key processes like e-discovery, data migration, and compliance reporting.
• Knowledge Base: A repository of FAQs and articles addressing common questions and advanced use cases.
• Support Team: Live assistance via web meeting, email or phone for troubleshooting or answering queries.
• Interactive Demos: If needed, the Vaultastic team can schedule walkthrough sessions to highlight specific features and workflows.

These resources ensure that you can evaluate Vaultastic effectively and make an informed decision.

These resources will be shared with you once you start your evaluation.

Absolutely. During the evaluation, you can upload sample data, such as legacy emails, files, or system logs, to test how Vaultastic handles real-world scenarios. This capability allows you to explore the platform’s data ingestion, storage, search, and retrieval features in a way that mirrors your actual operational needs. Vaultastic supports importing data in formats like PST, EML, or MBOX, as well as files from platforms like Google Drive and OneDrive. The support team can assist you in setting up these data imports to ensure a smooth evaluation process.

The evaluation period for Vaultastic typically lasts 14 days, depending on the complexity of your requirements. This duration is designed to give you enough time to explore the platform’s features thoroughly. If you need more time to test specific use cases or integrate additional data, you can request an extension. Vaultastic’s team is flexible and will work with you to ensure you have the opportunity to fully evaluate the solution’s capabilities before making a decision.

Yes, Vaultastic offers comprehensive technical support throughout the evaluation process to ensure a seamless experience. A dedicated support team is available to assist with setup, configuration, and any queries you might have about the platform’s functionalities. Whether it’s integrating with your existing systems, uploading sample data, or understanding advanced features like e-discovery and compliance tools, Vaultastic’s experts are ready to guide you. Additionally, you can access detailed documentation, tutorials, and FAQs to address common questions and maximize the value of your evaluation.

These resources will be shared with you once you start your evaluation.

Starting your Vaultastic evaluation requires minimal preparation. The Vaultastic team will provide a guided setup to configure the evaluation environment. However, it’s helpful to have the following ready:

• Data Details: Information about the volume and types of data you’d like to test (e.g., emails, files).
• Use Case Objectives: A clear understanding of what you want to achieve during the evaluation, such as compliance testing or data migration validation.
• Team Involvement: Identification of key stakeholders, such as IT administrators or compliance officers, who will participate in the evaluation.
• Technical Access: Ensure you have the necessary permissions for any integrations with your existing systems, such as email platforms or storage solutions.

Vaultastic’s user-friendly interface and dedicated support make it easy to get started without extensive technical prerequisites.

Learn more about getting started.

Vaultastic offers several tools and resources to help you determine alignment with your data retention and compliance needs. During the evaluation, you can:

• Simulate Real-World Scenarios: Use Vaultastic to archive and retrieve sample data in line with your retention policies.
• Explore Compliance Features: Test Vaultastic’s legal hold, audit trails, and regulatory reporting tools.
• Consult with Experts: The Vaultastic team can guide you through specific compliance frameworks like GDPR, DPDPA, or financial sector regulations like  RBI, SEBI, IRDAI, ensuring that the platform meets your regulatory obligations.
• Leverage Resources: Use detailed documentation and case studies to understand how Vaultastic has supported similar organizations in achieving compliance.

This hands-on experience will provide a clear picture of Vaultastic’s suitability for your compliance landscape.

Absolutely. Vaultastic’s evaluation period is designed to be flexible, allowing you to focus on specific features relevant to your organization. Whether it’s e-discovery, data extraction, incident management for compliance, or data migration, you can test these capabilities in detail during the trial. Inform the Vaultastic team about your priorities, and they will customize the evaluation environment to highlight the functionalities most critical to your operations. This targeted approach ensures you can validate Vaultastic’s ability to address your unique challenges.

Yes, Vaultastic provides a 14-day free trial or evaluation period to help organizations test its features and capabilities. This trial allows you to explore the platform’s functionalities, such as data ingestion, storage tiers, e-discovery, and compliance tools, in a controlled environment. The evaluation period is typically designed to give you ample time to assess whether Vaultastic meets your data management needs. Sign up for your free trial here.

Evaluating Vaultastic involves a few straightforward steps to help you determine its fit for your organization’s requirements:

1. Contact the Vaultastic Team: Start by signing up for a free trial to express your interest in an evaluation.
2. Set Up the Evaluation Environment: The Vaultastic team will help you configure an evaluation account tailored to your use case.
3. Test Core Features: Explore key features, such as archiving, data retrieval, and compliance tools, to assess how Vaultastic addresses your challenges.
4. Upload Sample Data: If needed, upload sample or legacy data to simulate real-world use cases.
5. Seek Guidance: Utilize resources like tutorials, documentation, and direct support from the Vaultastic team to make the evaluation seamless. Provide details about your organization, such as the number of users, data volume, data sources, data types and primary objectives (e.g., compliance, business continuity, e-discovery).
6. Review and Decide: At the end of the trial, review the outcomes and discuss next steps with the Vaultastic team to transition to a full deployment.

This structured approach ensures a focused and productive evaluation experience.

To get a first-hand feel of how Vaultastic works, sign up for a 30-day free trial.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Vaultastic operates on the AWS cloud, following a shared security model where AWS ensures the security OF the cloud infrastructure, and Vaultastic provides security IN the cloud. 

 Vaultastic employs multi-layered security measures, including encryption, access control, and auditing, to protect your data. In the unlikely event of a security breach, the robust encryption in place would make it extremely difficult for attackers to access or decipher your data, ensuring a high level of protection even in compromised situations.

Vaultastic enforces a zero-trust policy, where all user access is disabled by default. As the administrator, you have full control to define roles and assign role-based access to users according to your organization’s policy. 

Through the Vaultastic admin panel and dashboard, you can easily monitor and manage access rights, ensuring that only authorized individuals have access to your archived data, enhancing both security and compliance.

Yes, Vaultastic supports role-based access as part of its robust security framework. This ensures that only authorized personnel can access specific data or perform certain actions based on their roles. 

Besides role-based access, Vaultastic’s security management practices include continuous monitoring, automated threat detection, frequent audits, and ongoing system upgrades. Additionally, regular training on security best practices and continuous improvements help to build strong cyber resilience, safeguarding your data against evolving threats.

Yes, Vaultastic is thoroughly tested, audited, and certified by independent bodies. As a cloud-native solution running entirely on the AWS public cloud, Vaultastic leverages AWS’s shared security model. 

Mithi’s solutions undergo an annual audit by AWS as part of their Foundational Technical Review (FTR) program, ensuring adherence to strict security, performance and reliability standards. 

Additionally, many of Vaultastic’s large, regulated customers conduct independent Vulnerability Assessments and Penetration Testing (VAPT) periodically to verify the security of the platform across all layers. We are proud to note that in over a decade of deploying our solutions across hundreds of servers, no intrusions have been reported.

Vaultastic employs a robust, multi-layered security framework based on the cloud’s shared security model to safeguard your data. 

It adheres to cybersecurity guidelines from several industry regulatory bodies, ensuring compliance and protection. Vaultastic leverages a public cloud platform that guarantees 11 9’s of data durability, with an in-built disaster recovery (DR) site, alleviating concerns about Recovery Time Objective (RTO) and Recovery Point Objective (RPO). 

Additionally, strong end-to-end encryption ensures that your data remains visible only to you, further enhancing security and privacy.

Vaultastic ensures the highest level of security with a comprehensive security checklist that goes beyond basic cloud security configurations. The solution continuously monitors for potential threats and provides closed-loop feedback to mitigate risks effectively. 

Built on the industry-leading AWS cloud infrastructure, Vaultastic builds on the cloud’s shared security model. AWS offers security OF the cloud, while Vaultastic ensures security IN the cloud. 

Vaultastic enhances protection at every component level, including network, data, and applications. Key security features include role-based access management (IAM), encryption at rest and in transit, DDOS protection, and multi-factor authentication.

In addition, Vaultastic is designed to meet stringent cybersecurity guidelines from industry regulators such as RBI, SEBI, and IRDAI. The platform undergoes regular vulnerability assessments, penetration testing, and an annual Foundational Technical Review (FTR) by AWS to ensure its security infrastructure remains robust and compliant with industry standards.

Vaultastic ensures exceptional data durability by storing immutable copies of your email data across multiple geographically separated availability zones (data centers) within AWS’s cloud infrastructure. 

Data is written simultaneously to both data centers, which guarantees near-zero Recovery Point Objective (RPO) and provides an impressive data durability rating of 11 9’s. This robust design safeguards your data, ensuring its long-term availability and protection against loss or corruption.

Cloud data storage offers several advantages over deploying your own servers and storage. It eliminates the need for costly hardware investments and ongoing maintenance while providing scalable, durable and on-demand storage. 

Cloud enterprise information archiving solutions, like Vaultastic, also offer enhanced security, data redundancy, and built-in disaster recovery, ensuring your information is always protected and accessible. 

With cloud storage, you benefit from automatic updates and improvements, along with the flexibility to scale as your data grows, all without the operational overhead of managing on-premises infrastructure.

In addition, cloud solutions like Vaultastic offer a 30% lower TCO compared to comparable on-premises setups. 

Vaultastic ensures customer data privacy with multiple layers of security built on the cloud-shared security model. Key protection controls include encryption of data both at rest and in transit, as well as robust identity, access management, and authorization controls. 

This ensures that your data is accessible only to authorized individuals, safeguarding your information from unauthorized access and maintaining strict privacy standards.

You retain full ownership of your data. Vaultastic acts as the custodian, securely safeguarding your information on the cloud. 

While we ensure its protection, the information always remains yours. Vaultastic also provides data compatibility and portability, with tools and options for mass data extraction whenever needed, ensuring you can access and move your data freely.

Yes, once your information is securely archived in Vaultastic, you can safely delete aging emails from your primary mailboxes. 

Vaultastic provides robust data durability and availability, with a disaster recovery site that stores multiple redundant copies of your emails. 

Vaultastic’s cloud storage offers 11 9’s of durability, ensuring an extremely low risk of data loss (near zero RPO). With this level of protection, there is no need to maintain another backup.

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.

Yes, we record all our sessions for quality review and training our teams. If you would like us to not record your session, please ensure you tell the meeting host at the start of the meeting.

If you’d like a recording, inform the Vaultastic team before or during the session. A recorded demo can be a valuable resource for sharing insights with team members who couldn’t attend or for reviewing key points later. The recording may be securely shared with you, ensuring that your organization retains access to all discussed information while maintaining confidentiality.

After the demo, the Vaultastic team will follow up with you to answer any additional questions and discuss your impressions. If during the demo, you have shared sufficient information for us to create a budgetary proposal, we will do that and share it with you.

If needed, you can schedule follow-up discussions to dive deeper into specific features, use cases, or technical aspects of the platform. These sessions can also be used to address custom deployment scenarios, migration strategies, or integration with your existing systems. Vaultastic’s team is committed to supporting you at every step, ensuring you have a clear understanding of how the platform aligns with your requirements and helps achieve your objectives.

To maximize the value of your Vaultastic demo session, it’s advisable to prepare in advance. Start by identifying your key data management challenges and objectives. Share these focus areas with the Vaultastic team during the demo scheduling process to customize the session accordingly. If possible, involve representatives from all relevant departments, such as IT, compliance, or legal, to ensure diverse perspectives. Have a list of specific questions or scenarios you’d like addressed during the demo. Ensure that you have a stable internet connection and access to a device with audio and video capabilities for a seamless experience. Being prepared will ensure that the session is focused, productive, and highly relevant to your organization’s needs.

No, scheduling a live demo or discussion about Vaultastic is completely free of charge. Vaultastic believes in empowering potential users with the knowledge and insights needed to make informed decisions. The demo is a no-obligation session designed to showcase the platform’s capabilities and how it can address your unique challenges. Post-demo, if additional discussions or custom evaluations are needed, the Vaultastic team will be happy to assist without any hidden costs.

Yes, absolutely. Vaultastic encourages organizations to involve multiple team members in the demo session. Whether your focus is on IT, compliance, legal, or business continuity, having representatives from relevant departments ensures that all perspectives are covered and specific queries can be addressed. During the demo request process, you can share the names and roles of attendees, and a meeting invite will be shared accordingly. This collaborative approach allows everyone to gain a comprehensive understanding of how Vaultastic aligns with your organization’s goals.

Yes, the live demo is an interactive session designed to encourage participation. You’ll have ample opportunities to ask questions, seek clarifications, or discuss specific scenarios during the presentation. The Vaultastic expert conducting the demo will address your queries in real-time, ensuring you gain a clear understanding of how the platform can address your data management challenges. Additionally, you can share feedback or request deeper dives into specific features during the session, making it a truly collaborative and engaging experience.

The live demo session for Vaultastic typically lasts 30 to 60 minutes, depending on the depth of the topics being covered and the level of interaction. For organizations with more complex requirements or extensive questions, the session can be extended or followed up with additional discussions. The structured yet flexible format ensures that you get a detailed understanding of Vaultastic’s capabilities while allowing time for a personalized focus on your unique needs.

Absolutely. Vaultastic understands that every organization has unique requirements and challenges. During the demo request process, you can outline specific use cases, industries, or challenges you want addressed. The demo will then be customized to focus on these areas, such as data retention for regulatory compliance, optimizing storage costs, enabling secure data sharing, or mitigating risks of data loss. The presenter will adapt the session to showcase how Vaultastic can meet your specific objectives, ensuring that the demo is highly relevant and actionable for your organization.

The Vaultastic live demo focusses on your requirement that you share at the start of the demo session. We attempt to show you those capabilities in the product that address your key requirements. We also attempt to address your queries and concerns during the demo.

If time permits, we also offer a comprehensive walkthrough of its features and capabilities, focusing on how the platform addresses key challenges in data management, compliance, and archiving. This may typically cover:

• Real-time email archiving to ensure data protection.
• Archiving files, chats and SaaS data from various data sources.
• E-discovery and search tools for quick and precise data retrieval.
• Role-based access controls to manage data securely.
• Storage tiers like the Active Store, Open Store, and Deep Store for cost-optimized data retention.
• Data migration tools for seamless import of legacy data.
• Regulatory compliance capabilities, showcasing how Vaultastic supports industry regulations, and other laws.
• Collaboration tools for secure sharing of archived data during audits or investigations.
  This session is designed to highlight Vaultastic’s practical applications and provide real-world use case demonstrations.

Booking an online demo of Vaultastic is a simple and straightforward process. Visit the Vaultastic website and click on the “Live Demo” button. Select a suitable schedule from the calendar and provide your details, including your name, organization, email address, and any specific requirements or challenges you’d like addressed during the session. You’ll receive a calendar invitation along with the joining link for the scheduled live demo. This personalized approach ensures that the session is tailored to meet your organization’s unique needs and objectives.

Our customer success team is ready to talk to you, to understand your specific data management challenges and suggest the best possible solution, to minimize disruptions and manage data-related risks.
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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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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. 

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

The Open Store employs a multi-layered security framework to protect archived data, ensuring compliance with global data protection standards. Key security measures include:

• Encryption: Data is encrypted both at rest and in transit using advanced AES-256 encryption to prevent unauthorized access.
• Tamper-Proof Architecture: The Open Store uses immutable storage, ensuring data integrity by protecting against unauthorized alterations or deletions.
• Access Controls: Role-based access controls and multi-factor authentication limit data access to authorized personnel only.
• Compliance Readiness: The Open Store adheres to industry regulations and laws such as GDPR, DPDPA, HIPAA, and local data privacy laws to safeguard sensitive information.
• Regular Audits: Vaultastic conducts routine security audits and vulnerability assessments to maintain a robust defense against cyber threats.

These measures provide peace of mind to organizations, knowing their archived data is secure and compliant with regulatory requirements.

The Open Store is particularly beneficial for industries with strict regulatory mandates, high volumes of data, and a need for secure long-term retention. Key industries include:

• Financial Services: Retaining transactional emails and records for compliance with financial regulations like SEBI, RBI, and IRDAI.
• Healthcare: Storing patient records, communications, and documentation securely for compliance with HIPAA and other healthcare regulations.
• Legal and Law Enforcement: Preserving evidence, case records, and correspondence for extended periods.
• Government and Public Sector: Retaining sensitive communication and archival data for transparency and public accountability.
• Education: Archiving student, faculty, and administrative records for historical reference and legal purposes.

These industries benefit from the Open Store’s cost-effective, compliant, and scalable storage solutions tailored for long-term retention.

Yes, Vaultastic supports seamless data movement between storage tiers, including transferring data from the Open Store back to the Active Store. This functionality allows organizations to adapt their data management strategies as business needs change.

For example, data stored in the Open Store for long-term retention can be copied to the Active Store for deep discovery when it becomes relevant to ongoing legal inquiries, compliance audits, or operational requirements. 

The migration process from Open to Active store, (re)indexes the content to support full text searches. This flexibility helps organizations maintain optimal storage efficiency while ensuring critical data is readily available when needed.

Yes, while the Open Store prioritizes cost efficiency, it is designed to ensure that data remains accessible and retrievable. Vaultastic provides search and retrieval tools that allow users to locate and access data stored in the Open Store with ease.

The data in the Open Store is catalpoged, enabling metadata-based filtering. While retrieval times may be slightly longer than the Active Store due to its cost-focused architecture, the Open Store ensures that critical data can be accessed within a reasonable timeframe for audits, legal inquiries, or business operations. Vaultastic’s intuitive interface and advanced search capabilities make the retrieval process seamless and user-friendly.

Absolutely. The Open Store is designed with compliance in mind, ensuring that organizations meet regulatory requirements for data retention and security. Key compliance features include:

• Data Integrity: The Open Store uses tamper-proof storage to maintain the integrity of archived data.
• Retention Policies: Organizations can configure retention periods to align with specific regulatory mandates, ensuring that data is preserved for the required duration.
• Audit Trails: The Open Store supports detailed logging and audit trails, enabling organizations to demonstrate compliance during regulatory audits.
• Data Security: The Open Store employs encryption at rest and in transit, along with access controls, to meet stringent data protection standards like GDPR, DPDPA and industry-specific regulations.

By offering a secure, scalable, and compliant archival solution, the Open Store helps organizations manage their regulatory obligations while minimizing costs.

The Open Store achieves cost optimization through several key strategies:

• Efficient Storage Architecture: The Open Store utilizes scalable, cloud-native storage that is optimized for low-cost, high-volume data retention.
• Automated Data Tiering: Vaultastic automatically migrates aging data from high-cost, high-performance tiers like the Active Store to the cost-effective Open Store, ensuring optimal resource utilization.
• Compression and Deduplication: Advanced compression algorithms and deduplication techniques minimize storage requirements, further reducing costs.
• Pay-as-You-Grow Model: The Open Store scales with your data needs, allowing you to pay only for what you use, avoiding upfront costs for over-provisioning.

These strategies allow organizations to retain large volumes of data securely and cost-effectively over the long term.

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.

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.

The Active Store is highly beneficial for industries where rapid email data access and secure storage are mission-critical. Key industries include:

• Financial Services: For regulatory compliance, fraud investigations, and ensuring the security of sensitive customer communications.
• Healthcare: To securely store and quickly retrieve patient and doctor communications, and other critical data.
• Legal: To support legal discovery processes and maintain secure records for ongoing or historical cases.
• Retail and E-Commerce: For analyzing customer interactions and preserving records of transactions and communications.
• Education: To manage large volumes of student and faculty communication securely and efficiently.
• Government: For ensuring compliance with public data protection laws and maintaining transparency in communication.

The Active Store’s ability to provide secure, scalable, and rapid access to frequently used data makes it an invaluable asset across these industries and more.

The Active Store leverages Vaultastic’s cloud-native architecture, which is inherently scalable and elastic. As your organization’s data grows, the Active Store dynamically scales to accommodate increasing volumes without requiring manual intervention or additional hardware investments.

This scalability is supported by:

• Elastic Cloud Storage: Built on scalable cloud infrastructure, the Active Store can seamlessly handle exponential data growth.
• Efficient Indexing: Advanced indexing mechanisms ensure that search performance remains consistent even as data volumes increase.
• Optimized Resource Allocation: Vaultastic intelligently allocates storage and computing resources to maintain performance while keeping costs under control.

Whether your data grows gradually or experiences sudden spikes, the Active Store is designed to adapt, ensuring uninterrupted access and optimal performance.

Yes, Vaultastic allows seamless data migration between its storage tiers, including from the Active Store to the Open Store. This capability enables organizations to manage their data lifecycle efficiently and optimize storage costs.

For instance, data that is no longer frequently accessed but must be retained for compliance or historical purposes can be moved to the Open or Deep Store. This transition is automated or can be initiated manually, based on your organization’s data management policies. Vaultastic ensures that all data remains accessible and intact during the migration process, preserving its integrity and metadata.

This flexibility allows organizations to strike a balance between performance and cost-efficiency, ensuring that data resides in the most appropriate storage tier as per its usage pattern and regulatory requirements.

The Active Store in Vaultastic is fortified with multi-layered security measures to ensure the protection and integrity of your data. These measures include:

• Encryption: Data stored in the Active Store is encrypted both at rest and in transit using industry-standard AES-256 encryption. This ensures that your data is secure against unauthorized access.
• Role-Based Access Control (RBAC): Administrators can define access permissions based on user roles, ensuring that only authorized personnel can view, search, or retrieve data.
• Multi-Factor Authentication (MFA): Vaultastic supports MFA to add an extra layer of security to user accounts.
• Tamper-Proof Architecture: Data stored in the Active Store is immutable, ensuring that it cannot be altered or deleted.
• Compliance with Regulations: Vaultastic adheres to stringent data protection regulations, including GDPR, ensuring that data stored in the Active Store meets the highest standards of privacy and security.
• Continuous Monitoring: The system is regularly monitored for vulnerabilities and threats, with periodic updates and audits to maintain a robust security posture.

These measures collectively make the Active Store a secure and reliable choice for sensitive and mission-critical email data.

The Active Store and Open Store are distinct storage tiers within Vaultastic, designed to cater to different data usage patterns and needs:

• Active Store:
  The Active Store is tailored for frequently accessed and business-criticalemail  data. It is optimized for performance, offering rapid search and retrieval capabilities, which makes it ideal for operational data, recent communications, and data required for compliance and legal investigations. Data in the Active Store is indexed and ready for immediate use, making it suitable for dynamic business environments where quick access to information is crucial.
• Open Store:
  The Open Store, on the other hand, is designed for infrequently accessed or aging data. It serves as a cost-effective storage solution for long-term retention, preserving archived files and emails in a secure and durable environment. While data retrieval from the Open Store may not be as instantaneous as the Active Store, it still ensures data availability for compliance, audits, or historical reference.

By leveraging these tiers, organizations can optimize data management costs while maintaining access to data as per their operational and regulatory requirements.

Absolutely. Vaultastic allows you to define and customize data retention policies for the Active Store to meet your organization’s specific requirements. You can configure policies to retain data for a predefined period, ensuring alignment with regulatory mandates or internal governance rules.

Once the retention period expires, data can be moved to Vaultastic’s cost-efficient Open or Deep Store or deleted as per your policies. This flexibility ensures that your data is managed efficiently and cost-effectively while remaining compliant with industry regulations and organizational needs for data retention.

Yes, the Active Store is highly suitable for storing compliance-related email data. It ensures that sensitive and regulated data is securely stored in a tamper-proof environment while remaining readily accessible for audits, legal proceedings, and regulatory inquiries.

The Active Store supports advanced retention policies and role-based access controls, ensuring that compliance requirements are met without compromising security. Furthermore, Vaultastic’s compliance features, including audit trails and legal hold, are seamlessly integrated with the Active Store, providing organizations with a reliable solution for managing and retrieving compliance-critical email data.

The Active Store is built with a focus on speed and performance, leveraging cutting-edge indexing and search technologies to ensure rapid data retrieval. Every piece of email data stored in the Active Store is indexed at the time of archiving, making it fully searchable across metadata, attachment types, and email content.

Vaultastic’s intuitive ediscovery tools allow users to run advanced queries, filter results, and locate specific information within seconds. Whether responding to an e-discovery request or retrieving data for ongoing business operations, the Active Store minimizes delays, enabling businesses to act swiftly. Its seamless integration with Vaultastic’s case management compliance tools further enhances its utility, ensuring that incidents can be shared, collaborated upon and effectively handled.

The Active Store is best suited for storing frequently used and recent email data, which includes:

• Emails and Attachments: Recent email correspondence and their associated files.
• Case Management Data: Email records flagged for legal or compliance investigations.

This tier is designed to prioritize fast access, making it ideal for storing data critical to business continuity, supervision and compliance-related activities. Email data in the Active Store is indexed for quick retrieval, ensuring seamless support for dynamic operational needs.

The Active Store is a high-performance storage tier in Vaultastic, designed to store frequently accessed information, such as recent emails with their attachments. It acts as a dynamic repository for your most critical and actively used email information. Email data stored in the Active Store is indexed and fully searchable, enabling rapid access to meet the demands of business operations, legal inquiries, and compliance requirements.

The Active Store uses advanced indexing and storage technologies to ensure that data retrieval is fast and efficient. It integrates seamlessly with Vaultastic’s other storage tiers, such as the Open and Deep Store, providing a tiered storage to optimize costs and deliver a holistic data management solution. The Active Store ensures that your data is always available for real-time e-discovery, reporting, and operational continuity, making it an essential component for modern organizations.

If you discontinue your subscription to a collaborative storage/drive app like Google Drive or Microsoft OneDrive, the data archived in Vaultastic remains unaffected and fully accessible. Vaultastic operates independently of your storage app, ensuring that your critical files and documents are preserved securely in its archive.

You can continue to access, search, and retrieve your archived data via Vaultastic’s self-service portal. This independence from the source application protects against vendor lock-in, ensuring business continuity even if you change storage providers. 

Vaultastic also supports seamless data export in portable formats, allowing you to migrate or manage your data as needed. By serving as a separate and secure repository, Vaultastic ensures your data’s safety and availability, irrespective of changes in your primary storage solution.

Yes, Vaultastic supports the archiving of shared files and folders from collaborative storage apps like Google Drive and Microsoft OneDrive. This includes files shared within the organization as well as externally with partners, clients, or vendors. Vaultastic captures these shared files and retains their metadata, including ownership, thus ensuring that the context of the collaboration is preserved.

By archiving shared files, Vaultastic helps organizations maintain a comprehensive record of their collaborative efforts. This is particularly useful for compliance audits, legal inquiries, and internal investigations. The archived shared files are indexed and stored securely, making them easily searchable and retrievable while safeguarding sensitive information.

Absolutely, Vaultastic provides multi-layered security to ensure the highest level of protection for archived files from storage apps. All data is encrypted both in transit and at rest using advanced encryption standards, such as 256-bit AES, ensuring that your data remains inaccessible to unauthorized users.

Vaultastic also employs role-based access control, allowing organizations to define and limit access permissions based on roles and responsibilities. Additionally, Vaultastic adheres to stringent data privacy and cybersecurity regulations, including GDPR, DPDPA, and industry-specific standards. By continuously monitoring for threats, performing vulnerability assessments, and leveraging the robust AWS cloud infrastructure, Vaultastic offers a highly secure and compliant environment for data archiving.

Setting up Vaultastic to archive data from storage apps like Google Drive and Microsoft OneDrive is a seamless and straightforward process. Here’s an overview of the setup steps:

1. Account Setup: Begin by creating a Vaultastic account and accessing the Vaultastic administrative console.
2. Integration Configuration: Vaultastic integrates with Microsoft OneDrive and Google Drive using secure APIs. During the configuration process, you’ll provide the necessary access credentials and permissions to Vaultastic, enabling it to connect with your Google Workspace or M365 account securely.
3. Define Archiving Scope: Specify which user accounts or shared drives need to be archived. You can select specific folders or define rules based on file types, creation dates, or other criteria.
4. Initial Sync: Vaultastic performs an initial complete synchronization of the selected data, archiving all existing files into its secure repository.
5. Incremental Archiving: After the initial sync, Vaultastic automatically performs regular incremental backups to archive new or modified files, ensuring the archive stays up to date.
6. Retention and Access Policies: Configure data retention policies and role-based access controls to manage how long files are retained and who can access the archives.

Once set up, Vaultastic runs automatically in the background, securely archiving your Google Drive or MS OneDrive data with minimal manual intervention. This ensures long-term data protection and compliance while allowing easy access and retrieval whenever needed.

Yes, Vaultastic provides powerful search and retrieval capabilities, allowing you to efficiently locate and retrieve files archived from storage apps like Google Drive and OneDrive. Its robust, user-friendly interface includes filters based on metadata such as file type, creation date, owner, and keywords. This enables users to quickly pinpoint specific files, even in archives containing vast amounts of data.

Once located, files can be easily retrieved in their original format for further use. Vaultastic also supports role-based access, ensuring that only authorized personnel can search and retrieve files, enhancing data security. The ability to perform granular searches across all archived files not only boosts productivity but also supports compliance and legal discovery requirements by providing quick access to relevant information during audits or investigations.

Vaultastic employs advanced storage management strategies to significantly optimize costs for archiving data from storage apps like Google Drive and Microsoft OneDrive. One of its key features is tiered storage, which separates data into different storage classes based on access frequency and usage patterns. Frequently accessed or recently archived files are stored in the Active Store, optimized for rapid retrieval, while older, infrequently accessed data is moved to the cost-efficient Open or Deep Store.

Additionally, Vaultastic uses technologies like compression to reduce storage requirements by compressing archived data without compromising integrity. Organizations can also configure retention policies to manage data lifecycle, automatically deleting files that are no longer required after a specified duration. These features ensure long-term cost-effectiveness while maintaining data availability, security, and compliance.

By leveraging the scalability of the cloud, Vaultastic provides businesses with predictable and controllable data management expenses, avoiding the overhead of maintaining on-premise backup infrastructure while accommodating growing data volumes.

Yes, Vaultastic is designed to support compliance and long-term retention for files stored in cloud storage apps like Google Drive and OneDrive. Regulatory frameworks across industries often mandate that organizations retain critical business data, including files and documents, for extended periods in secure, immutable storage. Vaultastic ensures compliance by archiving these files in a tamper-proof, highly durable cloud repository.

Vaultastic provides customizable retention policies to meet specific regulatory and business requirements. These policies ensure that data is retained for the required duration and is deleted when no longer needed, helping organizations manage risks and control storage costs. 

Furthermore, Vaultastic’s robust search and discovery tools enable rapid retrieval of archived files for audits, legal proceedings, or internal investigations, significantly reducing the effort required for compliance readiness. By aligning with global data protection regulations, Vaultastic provides organizations with a reliable solution for long-term data retention.

Vaultastic can archive a wide range of data from popular storage applications like Google Drive and Microsoft OneDrive. This includes documents, spreadsheets, presentations, images, videos, audio recordings, PDFs, and other file types that are commonly stored on these platforms. Whether it’s a user-generated report, a shared project presentation, or a folder of images, Vaultastic ensures all these critical files are securely archived. 

Additionally, Vaultastic supports creating metadata associated with these files, such as timestamps and file owners, providing complete context for the stored data. By creating a centralized, tamper-proof repository, Vaultastic ensures that even files with varied formats and purposes are protected and easily retrievable.