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Overcome key data protection and management challenges.

When we say “sized for up to 10 users,” it means that these plans come with storage, access, and migration resources designed to archive live information for approximately 10 users. However, this is not a strict limit. The sizing is based on average annual growth in the archive per user and typical usage within your organization, derived from industry averages and our experience with hundreds of customers.

If your actual usage is lower than the average, you may be able to archive data for more than 10 users within the same resource allocation. Conversely, if your consumption exceeds what the basic plan offers, you can easily top up resources with additional packs for storage, access, or migration as needed.

Vaultastic offers four distinct storage classes—Active, Open, Deep and Live Store—each designed to meet specific needs for accessibility, cost, and data retrieval frequency:

  • Active Store: The Active Store is optimized for frequently accessed data, providing rapid indexing and retrieval for compliance, audits, or ongoing business needs. It is ideal for recent emails and chat conversations that may require quick e-discovery and extraction, ensuring that users can retrieve information seamlessly.
  • Open Store: The Open Store is designed for infrequently accessed data that still needs to be retained for legal or compliance reasons. It offers cost-effective storage with on-demand access, allowing businesses to maintain historical data for regulatory or reference purposes without occupying high-cost, high-speed storage. This class is perfect for data that is valuable but rarely accessed, such as records from previous years.
  • Deep Store: The Deep Store is a specialized storage tier designed for cost-effective, secure, and long-term retention of archived data. It is ideal for preserving historical, infrequently accessed data such as emails, chats, files, and SaaS application records that must be stored for compliance or regulatory reasons. Unlike active storage tiers, the Deep Store prioritizes durability and security over frequent access, making it a reliable solution for organizations that need to meet long-term data retention requirements without incurring high costs.
  • Live Store: The Live Store supports SaaS data archiving, collaboration, and sharing needs, enabling organizations to archive data from active cloud applications and collaborate on that data with experts as needed. It allows organizations to manage live data, including email and files, and securely share specific information with authorized users, ensuring continuity and accessibility in real-time.

Each storage class is crafted to balance accessibility, performance, and cost-effectiveness, giving organizations flexibility to store data according to its relevance, usage frequency, and regulatory requirements. This structured approach helps optimize storage costs while ensuring that data remains accessible and secure as per business needs.

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When you subscribe to any Vaultastic plan, you gain access to a range of services to meet your information archival, backup, supervision, and compliance needs:

  • Storage:

    Active Store: Store frequently used email and chat data that is indexed for fast eDiscovery and extraction.
    Open Store: Store infrequently used email, chat and file data, accessible on demand.
    Deep Store: For long-term retention of information for compliance purposes at highly optimized costs. 
    Live Store: Archive SaaS data and support sharing and collaboration on email and file data with experts.

  • Access:

    Administration: Manage users and security policies such as access rights, roles, limits and more. 
    eDiscovery/Search: Use tools to search data across all storage types.
    Data Movement:
    Export: Export entire vaults, download specific files/emails, or extract search results.
    Import: Import legacy email and file data into the system.

Movement between Stores: Automate or manually move data between different storage types to optimize functionality and costs.

Vaultastic offers plans tailored to meet specific operational needs and expected outcomes. Below is an overview to help you choose the most suitable plan for your organization:

  • Assurance Plan: Ideal for tiny companies under 25 employees, who need to back up email and file data to protect against data loss.
  • Continuity Plan: Ideal for small companies between 25-50 employees, who need to automatically archive email & file information for easy discovery and extraction. 
  • Supervision Plan: Best suited for small to mid sized companies, between 50 and 100 employees, and if your focus is on searching, recovering information, conducting global deep eDiscovery, or monitoring emails for quality, legal, and compliance purposes.
  • Compliance Plan: Ideal for companies up to 150 users. Designed for organizations requiring long-term data retention, audit and compliance readiness, incident escalation and management, and audit trails and reports. This plan also supports collaboration, conditional retention, lifecycle management, and data backup from SaaS tools.
  • Transformation Plan: Ideal for companies between 100 to 2000 employees with large amounts of legacy data and customized archival needs. This is a pay per use plan best suited to optimize costs of data retention and management.

Still unsure? Contact us, and our experts will review your tech landscape and requirements to suggest the best plan, which could even include our enterprise plan.

Vaultastic makes legacy data migration cost-effective by addressing the challenges of disparate data sources, types, and large data volumes. It provides hands-free bulk data migration tools, leveraging advanced compression and parallel processing to minimize time and costs. For very large data sets, Vaultastic offers a service to physically ship the data from your premises to the cloud, further reducing costs and complexity.

Yes, Vaultastic’s annual fee includes the full management and maintenance of the platform, guaranteeing an always-on service. This includes the cost of building redundancy and ensuring business continuity. Our engineers work diligently to deliver bulletproof security, rock-solid reliability, and highly scalable performance.

Yes, Vaultastic can significantly reduce compliance-related costs. To remain compliant, organizations need to preserve data long-term in a discoverable form. Vaultastic’s multi-dimensional cost optimization methods help reduce retention costs, migration expenses, and improve productivity through fast eDiscovery. These features ensure you are always ready to respond to compliance queries efficiently.

While periodically downloading emails to PST files may seem like it works, this traditional method comes with significant limitations. 

First, it is a manual process, reducing your IT team’s productivity when they could focus on more valuable tasks. 

Second, the risk of data loss is high because periodic captures may miss added or deleted emails, and traditional storage devices can lead to data fragmentation, tampering, or theft. 

Finally, finding specific information quickly for audits or litigation can be challenging due to the fragmented, raw nature of the stored data.

Vaultastic addresses these challenges by offering automated, secure, and efficient data storage management, improving data protection, productivity, and ease of access.

By deploying Vaultastic, a copy of every email is automatically archived in a secure, independent infrastructure. This allows you to safely delete older emails from your active mailboxes, knowing they are securely stored in Vaultastic. 

You can implement an automatic retention policy on your primary mailboxes, such as retaining emails from only the last two years and deleting the rest. This helps you manage mailbox size effectively, ensuring you stay within your purchased limits of 30GB or 50GB.

Yes, Vaultastic significantly improves productivity by enabling teams to quickly and efficiently search, retrieve, and extract archived data using its powerful e-discovery tools. The intuitive search interface allows users to perform advanced queries with filters such as keywords, senders, recipients, file types, and date ranges. 

Teams can locate relevant data in seconds, even across vast volumes of archived information. Additionally, Vaultastic supports role-based access controls, allowing individuals, department heads, or auditors to search specific datasets securely without involving IT teams. 

Self-service capabilities empower end-users to retrieve their data independently, reducing reliance on administrators and improving overall operational efficiency. By simplifying data discovery, Vaultastic saves time, boosts productivity, and ensures teams can focus on strategic tasks.

You can easily transfer your data to Vaultastic’s data retention solutions in two ways. 

First, by journaling active or live emails from your existing mail solution, which automatically creates a copy of every email sent and received by your users in Vaultastic. 

Second, you can import legacy data from your existing mailboxes or data files into Vaultastic, ensuring that both live and historical data are securely archived and easily accessible.

Cloud data retention and archiving offer several advantages over traditional on-premises storage. Cloud solutions provide greater scalability, allowing your business to easily manage growing data volumes without the need for additional hardware.

They also offer enhanced security, automatic updates, and built-in disaster recovery, ensuring your data is protected and always accessible. 

Additionally, cloud-based solutions reduce operational costs, minimize maintenance, and provide flexible, remote access, giving your business a competitive edge by streamlining data management and improving efficiency.

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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