“Data in the 21st century is like oil in the 18th century: an immensely, untapped valuable asset’ – The Wired.
Over 60% of Business Critical Data stored in Email boxes – IDC.
Vaultastic provides an open, secure, reliable, and elastic cloud-based data management platform to help you Preserve, Manage, Discover and Extract data.
Here are the top 14 use cases supported by Vaultastic that help you reduce risks, optimize costs and improve agility for your business.
Archival of Email data is critical to business continuity
Email is the most popular business communication tool making the mail box an important source of reference data gathered over email exchanges. Protecting this data therefore become critical to ensure business continuity. Vaultastic cloud-based archival safeguards email data in secure tamper-proof vaults, over extended periods time.
Securing email data in secure vaults can protect against data theft
Besides business communications, Email is also gaining importance as a destination for authentication, notification, authorisation, issue resolution, etc. for digital businesses. IDC, some years ago estimated that more than 60% of business critical data resided in email boxes. This makes it a #1 priority to secure the resulting data trail across many industry sectors, for reasons of compliance, business continuity and as reference data.
Reversing Data Fragmentation
Fragmented legacy data stored using different tools and methods are best preserved in cloud stores in portable data formats.
With immutable stores, fast e-discovery, and easy data extraction, Vaultastic cloud email archiving solution can reduce compliance-related concerns, ease the burden of adhering to your industry regulations and cybersecurity guidelines, comply with applicable privacy and data residency laws and help respond to assistance requests for litigation, audits, and reviews,
Immutable vaults preserve the integrity of Email trails for the purpose of audits and investigations.
Email exchanges act as a record of activities both within the organization and with the outside world. As the organization moves on the email trail becomes useful to trace back, analyze and locate vital information that can be extremely useful in the functioning and improvements of the business and organization.
Legacy Data Management
Useful Legacy data stored using unwieldy mechanisms can be made more accessible by moving it to the cloud.
Legacy email data can be fragmented across the organization posing risks and causing friction while migrating between systems.
Using the automated data migration tools, Vaultastic enables up-load and aggregation of fragmented legacy email data into a centralised archival for easy discovery and extraction.
Information Governance and Data Management
Role based archival, access and retention necessary to simplify information governance.
Vaultastic’s role-based access control can support your organization’s information governance and data management strategy by mimicking your organization’s hierarchical structure, defining user-level retention policies, and supporting a differential authorized access policy for the accumulated email data.
Increasing Data Accessibility and Availability
A centralised, search ready archival store key to making data accessible from anywhere, at any time, by anyone.
A central, search-ready repository for email, can help you discover useful information, on-demand, thus leveraging the trapped value in email data.
With Vaultastic e-discovery, any piece of information can be discovered instantly. Frequently used queries can be saved to later uncover updated information with a single click.
Storage Management for Optimising Costs
Better management of data preservation and retention can slow-down rapidly growing email storage costs.
Most cloud email services provide sufficiently large mailboxes that are suitable to start with but it soon fill up.
To counteract this storage overflow, organizations need to either purchase a higher plan with additional storage or clean up individual email stores – a task that can take away many productive hours.
Using the hierarchical storage capability of Vaultastic, you can easily move the less frequently accessed data to low cost stores and retrieve them on-demand, saving 30-60% on your storage costs.
Discovery and Reuse of Digital Assets
Centralised archival with e-discovery capabilities can unlock valuable data assets trapped in individual email boxes
A central, search ready repository for email, can help you discover useful information, on-demand, thus leveraging the trapped value in email data.
With Vaultastic e-discovery, any piece of information can be dis-covered instantly. Frequently used queries can be saved to later uncover updated information with a single click.
Supervision, OverSight, and Continuity of Activities
Centralised archival enables supervisory access and control.
Vaultastics supervisory access to the Archival store provides access across multiple mailboxes, allowing a search for information, audits, and compliance checks across multiple mailboxes, helping maintain oversight over the quality of work and compliance to company policies by any group of employees.
This function is particularly important when employees leave the organizations and the activities they were manning need to be picked up and continued.
Readiness for Data Related Regulatory Compliance
Cloud archival provides a great platform for compliance readiness
With more industry segments getting covered under regulations, it is important to have a scalable way to safeguard email data and keep it compliance-ready, available on-demand easily and quickly.
With immutable stores, fast e-discovery, and easy data extraction, Vaultastic cloud email archiving solution can reduce compliance-related concerns, ease the burden of adhering to your industry regulations and cybersecurity guidelines, comply with applicable privacy and data residency laws and help respond to assistance requests for litigation, audits, and reviews, easily and accurately.
Audit and Compliance Investigation Support
Report, dashboards and stored queries make the task of audits and investigations easier
Multiple features such as e-discovery, stored queries to enable one-click scans of the Archival store, sharing of the discovered email, export/extraction of select mails, activity reports and dashboard, etc. considerably ease the Audit and Compliance related investigations.
Compliance Workflow Management and Collaboration
Compliance workflow can be better managed over a collaborative digital platform
Vaultastic in combination with tools like Ideolve can provide a collaborative platform for managing the Compliance Workflow. Suspect email messages discovered via running stored queries or e-discovery searches can be shared over Ideolve, with the compliance team to collaborate over the examination of such messages and work out remedial measures.
System Performance Optimisation
Hierarchical storage can reverse the degradation of system performance resulting from stuffed mailboxes
Lastly, the increasing volume of email messages is leading to bloated mailboxes, resulting in slower and longer email client syncs that negatively impact the performance of devices and mail servers, while users struggle to manage and maintain their inboxes to retain important messages.
Vaultastic email archival system supports a hierarchical storage architecture enabling the organization to achieve leaner mail servers & mailboxes on the devices, pushing up performance and improving productivity.