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Resource for planning your data protection and lifecycle management strategy with blogs, webinars and FAQs

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Overcome key data protection and management challenges.

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.

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.

Most Common FAQs

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:

  • 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.

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.

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