Protecting Corporate Data that was in control of
Former employees

Protecting corporate data, which was in the control of ex-employees, refers to storing and preserving electronic data (emails and files) associated with former employees for legal, regulatory, and business reasons. 

Long-term corporate data retention is vital to help the organization reduce data-related risks and support business operations such as role transition, knowledge discovery, and legal & compliance readiness.

A proactive approach to data retention of corporate data assets in control of former employees will serve you well and ensure you are ready for any audit, investigation, or litigation. 

We propose the following as best practices:

• Adopt a cloud SaaS solution to benefit from its scalability, security, and reliability.
• Choose a solution with rich features to help you manage corporate data automatically and centrally. While features to make ediscovery and extraction easy are critical, tools for automating policies and governance are as important.
• Archive data from day zero means that ensure a copy of all data created/generated by the employees is automatically archived in an independent central repository right from employee onboarding. Collecting data later may be futile since it may not capture 100% of it.
• Import any legacy data lying around in files on your local storage mediums. This will ensure that your legacy data in the control of former employees are safe, tamper-resistant, and durable.
• Deploy role-based access controls to allow IT, staff, selective employees, and auditors access to the company data.
• Configure policies to retain and govern data automatically to drive productivity.

Give Vaultastic a try. It's well-proven for this use case.

We propose protecting your corporate data on a secure cloud data archive, which secures your data along multiple layers to offer a bulletproof defense against cyber attacks. These security controls include data encryption at rest and in transit, role-based access control, data residency, dual authentication, and more. 

Choose a solution that aligns with industry cyber security regulations with a very high data durability to deliver total peace of mind.

Learn more about The Vaultastic Assurance for your data. 

If you are adopting a SaaS data management solution (recommended) like Vaultastic, there isn't much to worry about. You’ll be receiving a fully managed, guaranteed service with no hardware expected at your end. You would need to collate the legacy company employee data and migrate it to the scalable, cloud SaaS service like Vaultastic. And you need to initiate the automatic capture of all employee data.

However, if you choose to deploy an on-premise or hosted solution for corporate data retention, you would need to design for scale, security, and reliability. A challenging task for any team. Learn more about the differences between cloud and on-premise archiving solutions.

Protecting corporate data used by ex-employees in a solution like Vaultastic offers a number of benefits for an organization, including:

Compliance:

Centralized data archiving helps organizations comply with legal and regulatory requirements around data retention by preserving electronic data associated with terminated employees for a specific period.

Legal discovery:

Archived data can be used as evidence in legal proceedings, providing an organization with a valuable resource in disputes or lawsuits.

Business continuity:

Robust data archiving helps organizations maintain business continuity by preserving important information that may be needed in the future.

Data security:

Vaultastic protects archived data in a secure and tamper-proof manner, protecting sensitive information from unauthorized access or breaches.

Cost-effective:

Vaultastic’s cloud data archiving solution optimizes costs along multiple dimensions and allows organizations to store large amounts of data without cost overruns as data grows.

Ease of retrieval:

Vaultastic delivers on-demand data and cloud features to ease the discovery and granular data extraction for future reference and use.

Combined, the regulators and the data protection laws have certain expectations from organizations regarding protecting corporate data accessed by former employees.

These include long-term data retention, data security, data residency, ease of data access, discovery and extraction (to support audits), selective data deletion, and more.

Learn more about cloud data retention solutions that adhere to local data protection laws and industry regulations. You can also browse this article on worldwide data protection laws and privacy regulations.

You may want to retain corporate data used by former employees to support future litigations with evidence. Corporate data retention can boost litigation readiness, improve compliance postures and reduce organizational risks substantially. Learn more about how Vaultastic can improve legal and compliance readiness.

This will depend on your data retention policies. But we have seen that regulators and laws expect anything upward of seven-year retention and, in case of ongoing litigations, until the litigation ends.

Vaultastic integrates the Legacyflo automatic migration tool from Mithi to enable migration from a wide variety of data sources and data formats. To name a few, you can import data from 

1. Active mailboxes on your mailing solution.
2. Cloud storage buckets carrying data files
3. PST file formats
4. EML file formats
5. MBOX file format

Learn more here.

Sure you can. Use the integrated Legacyflo tool to import your data into the Vaultastic Active or Open Store per your requirement. The legacy data you import will add to the already existing data and be available via ediscovery or the Open Store access tool.

No cause for worry here. Vaultastic will pull data from all these sources into your common repository. Even though the sources are different and the formats are different, Vaultastic will store them in a standard portable form in the cloud to facilitate easy search and retrieval. 

From the time you start the import for your legacy data, the time taken for the data to be visible in your console depends on the following:

1. The volume of data
2. The current workload of the import tool dedicated to Legacy Archive Data Management

The legacy archive data management team may need additional time to investigate data-related issues before completing the process.

Again no worries here. Vaultastic engineers envisaged this scenario and have made provisions to support the physical movement of large volumes of data from your environment to the AWS cloud. Your Vaultastic team assigned to help you with legacy archive data management will brief you on the procedure for this.