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Overcome key data protection and management challenges.

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.

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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