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Explore FAQs from the categories below

Overcome key data protection and management challenges.

The Active Store is highly beneficial for industries where rapid email data access and secure storage are mission-critical. Key industries include:

  • Financial Services: For regulatory compliance, fraud investigations, and ensuring the security of sensitive customer communications.
  • Healthcare: To securely store and quickly retrieve patient and doctor communications, and other critical data.
  • Legal: To support legal discovery processes and maintain secure records for ongoing or historical cases.
  • Retail and E-Commerce: For analyzing customer interactions and preserving records of transactions and communications.
  • Education: To manage large volumes of student and faculty communication securely and efficiently.
    Government: For ensuring compliance with public data protection laws and maintaining transparency in communication.

The Active Store’s ability to provide secure, scalable, and rapid access to frequently used data makes it an invaluable asset across these industries and more.

The Active Store leverages Vaultastic’s cloud-native architecture, which is inherently scalable and elastic. As your organization’s data grows, the Active Store dynamically scales to accommodate increasing volumes without requiring manual intervention or additional hardware investments.

This scalability is supported by:

  • Elastic Cloud Storage: Built on scalable cloud infrastructure, the Active Store can seamlessly handle exponential data growth.
  • Efficient Indexing: Advanced indexing mechanisms ensure that search performance remains consistent even as data volumes increase.
  • Optimized Resource Allocation: Vaultastic intelligently allocates storage and computing resources to maintain performance while keeping costs under control.

Whether your data grows gradually or experiences sudden spikes, the Active Store is designed to adapt, ensuring uninterrupted access and optimal performance.

Yes, Vaultastic allows seamless data migration between its storage tiers, including from the Active Store to the Open Store. This capability enables organizations to manage their data lifecycle efficiently and optimize storage costs.

For instance, data that is no longer frequently accessed but must be retained for compliance or historical purposes can be moved to the Open or Deep Store. This transition is automated or can be initiated manually, based on your organization’s data management policies. Vaultastic ensures that all data remains accessible and intact during the migration process, preserving its integrity and metadata.

This flexibility allows organizations to strike a balance between performance and cost-efficiency, ensuring that data resides in the most appropriate storage tier as per its usage pattern and regulatory requirements.

The Active Store in Vaultastic is fortified with multi-layered security measures to ensure the protection and integrity of your data. These measures include:

  • Encryption: Data stored in the Active Store is encrypted both at rest and in transit using industry-standard AES-256 encryption. This ensures that your data is secure against unauthorized access.
  • Role-Based Access Control (RBAC): Administrators can define access permissions based on user roles, ensuring that only authorized personnel can view, search, or retrieve data.
  • Multi-Factor Authentication (MFA): Vaultastic supports MFA to add an extra layer of security to user accounts.
  • Tamper-Proof Architecture: Data stored in the Active Store is immutable, ensuring that it cannot be altered or deleted.
  • Compliance with Regulations: Vaultastic adheres to stringent data protection regulations, including GDPR, ensuring that data stored in the Active Store meets the highest standards of privacy and security.
  • Continuous Monitoring: The system is regularly monitored for vulnerabilities and threats, with periodic updates and audits to maintain a robust security posture.

These measures collectively make the Active Store a secure and reliable choice for sensitive and mission-critical email data.

The Active Store and Open Store are distinct storage tiers within Vaultastic, designed to cater to different data usage patterns and needs:

  • Active Store:
    The Active Store is tailored for frequently accessed and business-criticalemail  data. It is optimized for performance, offering rapid search and retrieval capabilities, which makes it ideal for operational data, recent communications, and data required for compliance and legal investigations. Data in the Active Store is indexed and ready for immediate use, making it suitable for dynamic business environments where quick access to information is crucial.
  • Open Store:
    The Open Store, on the other hand, is designed for infrequently accessed or aging data. It serves as a cost-effective storage solution for long-term retention, preserving archived files and emails in a secure and durable environment. While data retrieval from the Open Store may not be as instantaneous as the Active Store, it still ensures data availability for compliance, audits, or historical reference.

By leveraging these tiers, organizations can optimize data management costs while maintaining access to data as per their operational and regulatory requirements.

Absolutely. Vaultastic allows you to define and customize data retention policies for the Active Store to meet your organization’s specific requirements. You can configure policies to retain data for a predefined period, ensuring alignment with regulatory mandates or internal governance rules.

Once the retention period expires, data can be moved to Vaultastic’s cost-efficient Open or Deep Store or deleted as per your policies. This flexibility ensures that your data is managed efficiently and cost-effectively while remaining compliant with industry regulations and organizational needs for data retention.

Yes, the Active Store is highly suitable for storing compliance-related email data. It ensures that sensitive and regulated data is securely stored in a tamper-proof environment while remaining readily accessible for audits, legal proceedings, and regulatory inquiries.

The Active Store supports advanced retention policies and role-based access controls, ensuring that compliance requirements are met without compromising security. Furthermore, Vaultastic’s compliance features, including audit trails and legal hold, are seamlessly integrated with the Active Store, providing organizations with a reliable solution for managing and retrieving compliance-critical email data.

The Active Store is built with a focus on speed and performance, leveraging cutting-edge indexing and search technologies to ensure rapid data retrieval. Every piece of email data stored in the Active Store is indexed at the time of archiving, making it fully searchable across metadata, attachment types, and email content.

Vaultastic’s intuitive ediscovery tools allow users to run advanced queries, filter results, and locate specific information within seconds. Whether responding to an e-discovery request or retrieving data for ongoing business operations, the Active Store minimizes delays, enabling businesses to act swiftly. Its seamless integration with Vaultastic’s case management compliance tools further enhances its utility, ensuring that incidents can be shared, collaborated upon and effectively handled.

The Active Store is best suited for storing frequently used and recent email data, which includes:

  • Emails and Attachments: Recent email correspondence and their associated files.
  • Case Management Data: Email records flagged for legal or compliance investigations.

This tier is designed to prioritize fast access, making it ideal for storing data critical to business continuity, supervision and compliance-related activities. Email data in the Active Store is indexed for quick retrieval, ensuring seamless support for dynamic operational needs.

The Active Store is a high-performance storage tier in Vaultastic, designed to store frequently accessed information, such as recent emails with their attachments. It acts as a dynamic repository for your most critical and actively used email information. Email data stored in the Active Store is indexed and fully searchable, enabling rapid access to meet the demands of business operations, legal inquiries, and compliance requirements.

The Active Store uses advanced indexing and storage technologies to ensure that data retrieval is fast and efficient. It integrates seamlessly with Vaultastic’s other storage tiers, such as the Open and Deep Store, providing a tiered storage to optimize costs and deliver a holistic data management solution. The Active Store ensures that your data is always available for real-time e-discovery, reporting, and operational continuity, making it an essential component for modern organizations.

If you discontinue your subscription to a collaborative storage/drive app like Google Drive or Microsoft OneDrive, the data archived in Vaultastic remains unaffected and fully accessible. Vaultastic operates independently of your storage app, ensuring that your critical files and documents are preserved securely in its archive.

You can continue to access, search, and retrieve your archived data via Vaultastic’s self-service portal. This independence from the source application protects against vendor lock-in, ensuring business continuity even if you change storage providers. 

Vaultastic also supports seamless data export in portable formats, allowing you to migrate or manage your data as needed. By serving as a separate and secure repository, Vaultastic ensures your data’s safety and availability, irrespective of changes in your primary storage solution.

Yes, Vaultastic supports the archiving of shared files and folders from collaborative storage apps like Google Drive and Microsoft OneDrive. This includes files shared within the organization as well as externally with partners, clients, or vendors. Vaultastic captures these shared files and retains their metadata, including ownership, thus ensuring that the context of the collaboration is preserved.

By archiving shared files, Vaultastic helps organizations maintain a comprehensive record of their collaborative efforts. This is particularly useful for compliance audits, legal inquiries, and internal investigations. The archived shared files are indexed and stored securely, making them easily searchable and retrievable while safeguarding sensitive information.

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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