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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.

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.

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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