On-Demand Webinar: How to keep legacy email data safe and search ready with zero hardware

Data Management I'm Exploring On Demand Slide Decks Vaultastic Videos Webinars

As employees come and go, your organisation generates a lot of email data of ex-employees. This needs to be retained for a period of time as mandated by regulation as well as to discover knowledge from these email.

In order to stay within specified mailbox quota limits, users either have to keep locally archiving email or delete them.

Organisations today are maintaining all this splintered legacy data from their mail servers and end points in PST files, EML files, backend mailstore, backups in tapes, and other secondary storage mediums.

Unfortunately none of this data can be searched easily or recovered when required.

What if there is a cost effective way for you to import/upload all of this splintered legacy email data in a central safe repository and have all this online and search ready?

In this pure solution centric webinar we discussed one simple strategy to help you manage your legacy email data effectively.

Questions asked during the webinar

    • Is the data stored on AWS Servers residing in India?
      Yes, all our platforms are available in multi-region choices given to the customer, including in India.
    • What is the cost per GB for the Hold Plan? What’s the commercial or subscription method?
      The hold plan is charged at INR 149 per GB per year. This includes the holding cost of the data, the index, the ediscovery console and the security which goes with it. All our other plans are charged on a per user per year basis. Learn more.
    • By sunset, do you mean that we can put a rule, wherein mails older than n number of years are automatically deleted from the Hold Account?
      Yes, we can deploy such rules which will follow your companies policies and retire mail older than a certain period. However we urge you to use this rule with caution.
    • Is there any limit for exporting data from the hold vault?
      There is a limit of 10GB per year, which is built into the per GB per year subscription cost. If you need to export more than this amount, you will be charged just for exporting the excess data on a pro rata basis.
    • How long does it take to upload data into the hold vault?
      This depends on the last mile and there are several ways to do this. Learn more.
    • Is there any separate link needed for connectivity and will it be provided? For example like an express rout.
      No, it is not required, the connection to Vaultastic is over the internet. However, if your need is very big or if the organisation is very large, or there are a large number of users in a single location, then we would suggest a direct connect, which connects your data centre to the AWS Data centre with a dedicated link of some capacity and then you can use that for speedier transport of data. However, internet works just fine.
    • Does Vaultastic support importing and converting NSF files?
      The Notes Storage Facility (NSF) database file is used by (IBM) Lotus Notes and Domino to store different kind of objects like e-mail, appointments and documents, but also application forms and views. Vaultastic can ingest these files, but after conversion to directly supported file format like PST/EML or MBOX. There are commercially available NSF to PST converters which can get this done.
    • Will I know which mail did not get uploaded?
      Yes, the tool will provide a report, as to how much data as imported, which mails gave errors during the import and some corrective action can be taken on those.
    • How is Vaultastic different from Legal HOLD?
      The legal Hold mechanism which is there is many popular platforms, works in the following way. You deploy legal hold on an account, it renders the account read only or a portion of it read only, or the entire folder or account. So the user cannot delete any mail from that and all the mail stays in the account. But this is again in the same location and same account, with us only setting an attribute which is read only.
      How Vaultastic works is that it makes another copy in a read only store on another cloud. So if you’re using Office 365 or G Suite, it works to your advantage, as you have a backup in a separate location and you are not locked in to your primary mail vendor. This makes it easier if you want to pull out your data in bulk or change your mail vendor. Since all the data is already in a third neutral location, you can simply move your current data without having to take our your legacy data when switching vendors.
    • What parameters can we add for searching the data via e-Discovery?
      The ediscovery console allows you to search for data on all the mail attributes, the sender, recipient Id’s and their combination, the keywords, booleans, nested booleans and of course time. So using these combinations, you can define a very complex query, save it for future use and keep running it on demand. The results will be instantaneous as all the data is stored in an indexed format.
    • Can we also have details on different formats data can be exported post e-Discovery search?
      You can export data in pst or eml format, which are both popular and compatible formats with any email platform and email client.
    • Is there any option to establish a dedicated set up on Vaultastic?
      Yes this is possible, this will help customers leverage cloud and saas while keeping complete control on their own data, which means that they hold their encryption keys with them. Learn more.
    • What is the format of backup is it in ost or pst?
      The data is stored in the native format in Vaultastic, but when you request for the data to be given to you, you will be given this data in pst or eml format. While importing data, we can support the ost format as well. Therefore it is possible to download data periodically in pst format and keep it stored locally.

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