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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 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.

Yes, Vaultastic’s security and compliance features are rigorously and independently audited to ensure the highest standards of protection and reliability. The platform undergoes regular Vulnerability Assessment and Penetration Testing (VAPT) by certified external agencies. Additionally, Vaultastic complies with the AWS Foundational Technical Review (FTR) program, an annual audit that evaluates cloud-native solutions for their adherence to best practices in security, scalability, and reliability.

Many of Vaultastic’s enterprise and regulated customers conduct their own independent audits to validate its compliance with industry standards and regulatory requirements. Vaultastic has consistently delivered outstanding results, and in nearly a decade of operations, no security breaches have been reported. This robust, independently validated framework assures customers that their data is in safe, compliant hands.

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.

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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