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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 optimizes storage costs for long-term data retention by implementing an intelligent tiered storage architecture. Data is categorized and stored based on its usage frequency. 

Frequently accessed and active data resides in the Active Store, while aging or infrequently accessed data is moved automatically to cost-efficient tiers like the Open Store and Deep Store. This ensures businesses benefit from a scalable, pay-as-you-grow model while avoiding the costs associated with maintaining on-premises infrastructure. 

Additionally, Vaultastic employs deduplication, compression, and other storage optimization techniques to minimize storage overhead. 

By automating the lifecycle of archived data, Vaultastic significantly reduces the total cost of ownership (TCO) for long-term retention while ensuring compliance and accessibility.

Yes, Vaultastic offers an efficient solution. Its intuitive eDiscovery interface is designed to enhance productivity by allowing you to save frequently used queries. This enables you to run these queries with just a single click, making it easy to locate emails with potential policy violations on a daily basis.

Traditionally, breach data is downloaded and shared over email or storage devices, and while Vaultastic supports this extraction method, there is a more secure and efficient option. 

Vaultastic offers an integrated case management tool that allows auditors to securely and privately share breach data with internal and external experts. Within this tool, experts can collaborate, provide their insights, and discuss resolutions directly, ensuring a faster and more secure response to potential breaches.

Vaultastic supports multi-level eDiscovery based on user roles, allowing you to control which vaults a user can access. You can configure the department head’s access so they are only able to search the communication within the vaults of their team members. 

Similarly, auditors can be granted broader access to all users’ mailboxes, while IT staff may be restricted from accessing VIP users’ vaults. This ensures that access is precisely tailored to each role, protecting data privacy and maintaining compliance.

Yes, Vaultastic can handle this request quickly and efficiently. Using Vaultastic’s deep eDiscovery tools, you can swiftly locate the required email data for specific users and time periods. Once the data is identified, you can easily export it in PST format to meet the auditors’ needs.

Yes, Vaultastic supports legal hold functionality. By default, all data in Vaultastic is immutable and read-only, with only the super-admin having the authority to delete entire vaults. Retention policies, if applied, can automatically delete older data. 

However, when a vault is marked for legal hold in Vaultastic, it becomes exempt from any retention policies and deletion actions, ensuring that the data remains fully intact and protected during investigations.

Vaultastic provides role-based access to your archived data, allowing for efficient and secure searching during investigations. Depending on your needs, you can grant self-service access to individual vaults, department-level access, or full auditor-level access for selected users, reducing the burden on IT teams and improving productivity. 

Users or auditors can log into the Vaultastic app, run deep eDiscovery queries, and export the required data in portable formats for further analysis. As a cloud-based web application, Vaultastic can be accessed from anywhere using a browser, ensuring quick and easy data retrieval.

Yes, Vaultastic adheres to relevant data privacy acts, including the General Data Protection Regulation (GDPR), Digital Personal Data Protection Act (DPDPA) and other regional or national data privacy laws. 

Vaultastic operates under a shared responsibility model, where it ensures the secure storage and processing of data according to the specified requirements. The organization using Vaultastic retains control over which data to collect, store, and delete, aligning with their compliance obligations.

For EU customers, Vaultastic applies this shared responsibility model to help them comply with GDPR and for Indian customers, Vaultastic applies this shared responsibility model to help them comply with the DPDPA. 

This framework ensures that customers’ data is handled with the highest standards of privacy and security, while maintaining compliance with data privacy laws.

Yes, Vaultastic supports disaster recovery in line with your financial services industry regulator’s guidelines. Vaultastic provides 11 9’s of data durability by storing immutable copies of your emails, files, and SaaS data across multiple geographically separated availability zones (data centers) on AWS. 

As a perpetual archive housed in an independent cloud infrastructure separate from your primary mailing solution, Vaultastic ensures that your archived information remain accessible for compliance on demand, even in disaster recovery scenarios.

Yes, Vaultastic encrypts all data in compliance with the cybersecurity guidelines of your financial services industry regulator. It employs advanced encryption techniques to protect data both in transit and at rest, ensuring that sensitive financial information remains secure. 

By adhering to these stringent regulatory requirements, Vaultastic helps financial services organizations mitigate the risk of data breaches, while maintaining the confidentiality and integrity of their data in full compliance with industry standards.

Yes, Vaultastic offers data residency options to ensure that your data remains within the country’s boundaries. As a cloud-based solution, Vaultastic allows you to select data centers located in specific regions or countries, ensuring compliance with local data protection laws and regulatory frameworks. 

This capability is particularly important for sensitive financial data, as it helps organizations meet data localization and sovereignty requirements while maintaining control over their data. Vaultastic’s data residency options provide peace of mind and ensure adherence to industry regulations.

Regulators in the financial services industry expect institutions to provide a reliable, secure, and always-on experience for customers while safeguarding all static and transactional data. 

This data must be stored securely for extended periods in an easily discoverable form, all within the country’s boundaries. Additionally, financial institutions must have strong risk management frameworks, internal controls, and reporting mechanisms to protect customer interests and maintain market integrity. Compliance with data privacy regulations and robust cybersecurity measures is also crucial.

Since email is the primary mode of communication, regulators require financial institutions to securely preserve all financial-related email data, including communications from active and former employees, for 7-10 years, depending on the type of financial entity. Vaultastic helps institutions meet these stringent requirements by offering a comprehensive email archiving solution.

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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