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