Protect Current and Ex-employee Data Vaultastic

Ensure data availability for business continuity

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Ensure data availability for business continuity

Very often when employees leave they may take away with them, delete, or leave in-accessible, data that may be be critical to ensuring service and business continuity.

Archiving live and legacy data for all employees can ensure availability of this data for business, regulatory compliance and legal support.
Enhance your Legal and Compliance readiness

Ensure legal and compliance readiness

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Ensure legal and compliance readiness

Gain compliance, audit and investigation readiness with immutable, encrypted centralised archival stores, legal hold capabilities, and deep e-discovery tools. Automatically safeguard all your business communications and critical data with cross-platform live and legacy archival.

Maintain Oversight and Continuity of business functions

Maintain supervision and oversight of critical processes

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Maintain supervision and oversight of critical processes

Ensure supervisory oversight and compliance with supervisory access and control to information flowing in and out of the organisation.

Multi-level e-discovery, role-based access and easy data sharing and collaboration can make supervision more effective and efficient.
Manage your data retention goals

Manage growing data protection and management costs

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Manage growing data protection and management costs

Archive data from Email systems, file stores and SaaS platforms to preserve valuable but infrequently used data and digital assets and save costs on expensive subscription upgrades

Benefit from data compression and storage tiering to optimize data storage costs.
Improve Data Accessibility

Improve discoverability and availability of information assets

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Improve discoverability and availability of information assets
Moving valuable data assets trapped in individual user accounts and file stores to a centralized, search-ready data archive, can make locating reusable and valuable reference faster with very positive impact on overall business productivity.
Backup Files, Email, and SaaS data

Reduce long-term data retention costs

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Reduce long-term data retention costs

Optimise the cost of long-term data retention with a centralized, elastic data archive and secure data governance controls.

Manage conditional and granular retention for various roles and safely dispose of unneeded data in line with regulatory and policy guidelines.

Efficiently protect, access, and activate information assets

Vaultastic provides a platform for complete data management to help you safeguard and make the most of your data assets.

Ease information governance and data management

Vaultastic’s role-based access, flexible retention policies, and granular data security controls make information governance smoother.

Easier Data lifecycle management

Vaultastic provides tools to protect and manage data over the entire lifecycle to meet legal and compliance needs.

Data fragmentation challenges
  • Rapidly Growing Data Storage Volume
  • Growing data types and data sources
  • Too Many Data Storage Mediums
  • Rising Data Storage Management Costs
Common data management challenges Common data management challenges
Solution - Centralised archival
Efficient, centralised, cross platform and elastic archival
Tech debt challenges
  • Legacy IT architectures
  • Data loss and corruption
  • Unpredictability of data needs
  • Data management automation
Common data management challengesCommon data management challenges
Solution - High data availability
High availability archival stores with efficient data discovery and automated data operations
Information governance challenges
  • Data governance
  • Adhering to industry compliances
  • Data security and recovery
  • Privacy regulations and laws
Common data management challengesCommon data management challenges
Solution - Supervisor access and control
Highly secure archival stores with supervisory access and controls
Why Vaultastic?

Delivering on high-impact information management use cases

From improving compliance and customer service to modernizing data strategy

Securing business critical data

Compliance readiness

Rapid information search for litigations

Data visibility

Enabling easy technology transition

Saving subscription costs

Faster data access

Audit readiness

Visibility on customer communications

Reducing compliance costs

Reach out to us

Get started with reducing data-related risks

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Experience first hand how Vaultastic works to make it easier for you to manage information archival and improve data accessibility.
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Schedule a demo
We would love to show you how Vaultastic can simplify your information archival and data lifecycle management.
contact-us
Talk to us
We would be keen to understand your information archiving and management challenges and work out how Vaultastic could be useful to you.

  • Vaultastic for Office 365
  • Vaultastic for GSuite
  • Legacy archive data management
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  • 1. Why do I need a separate archive solution for Microsoft Office 365?
     

    Having a separate and centrally accessible archive for Microsoft 365 emails and OneDrive data can provide additional protection for critical data while optimizing the cost of data retention. Specifically, here are a few reasons:

    1. Move data assets used by former employees to Vaultastic to optimize subscription costs.
    2. Regulations, laws, and IT best practices need a separate and independent backup from where the data is generated.
    3. A large cloud mailbox does not protect data from accidental or intentional deletions.
    4. Exchange Online Archive only extends your Inbox size and is not a complete copy of your data and, hence, not a data protection tool.
    5. Switching on the legal hold option prevents the user from deleting data henceforth, but it cannot undo earlier deletions.
    6. This multi-cloud strategy reduces your risk of vendor lock-in as you control your most critical data in an independent infrastructure.

    Learn more

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  • 2. I am currently using Microsoft 365 with sufficient storage. Do I still need a separate data archive?
     

    Having adequate storage in the active user mailbox or OneDrive may not protect your critical data against accidental or intentional erasure, theft, or corruption.

    In addition, Microsoft 365 offers Exchange Online archiving capabilities to extend the size of the Inbox. Coupled with features such as legal hold and retaining deleted items for some time, it may seem as if the data is protected.

    However, it may not provide a complete, up-to-date copy of all the data and the granularity, searchability, and compliance capabilities that a separate data archive solution offers.

    If your organization has specific regulatory or legal requirements for data retention and archiving, or if you need advanced search and discovery capabilities for historical data across user vaults, it may be beneficial to use a separate data archive solution for Microsoft 365. Learn more here

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  • 3. What data does Vaultastic archive from Microsoft 365?
     

    Vaultastic can archive emails and files from Microsoft Office 365 and can be easily scaled to archive other data types as well.

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  • 4. How does Vaultastic integrate with M365?
     

    Vaultastic integrates with Microsoft Office 365 using Journaling and secure API connections. This allows Vaultastic to access and archive your M365 data without disrupting your existing workflow.

    To integrate Vaultastic and Microsoft 365, you must create a Vaultastic account and connect your Microsoft 365 tenant to Vaultastic. You can start archiving your data once you have connected your Microsoft 365 tenant.

    Journaling sends a copy of every email sent and received by selected users to Vaultastic. Learn more

    Vaultastic imports legacy email data from mailboxes and files from OneDrive using the secure API exposed by Microsoft 365.

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  • 5. Does the integration between Vaultastic and M365 impact my existing M365 workflow?
     

    No, the integration between Vaultastic and M365 does not impact your existing M365 workflow. Vaultastic works behind the scenes to archive your data, so you can continue to use M365 as you normally would.

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  • 6. Is the integration between Vaultastic and M365 secure?
     

    Yes, the integration between Vaultastic and M365 is very secure. Vaultastic is secured at seven layers to protect your data, including encryption, access control, and auditing. The transfer of data between M365 and Vaultastic is end-to-end encrypted.

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    Viewed 292 Times
  • 7. Can I archive the emails of selected users only?
     

    Yes. You can archive emails only for a selected set of users using the journaling configurations on Microsoft 365. Learn more here

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  • 8. Do we need to deploy any software or database on the Microsoft 365 setup to enable archiving of email & file data?
     

    Not required. Refer here

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  • 9. How do I access, search, and extract my archived email data on Vaultastic?
     

    Vaultastic offers role-based access to your archived data.

    Depending on your use case, you can enable individual user access, department-level access, or complete auditor-level access.

    The Vaultastic app is a cloud web application accessed anywhere using a browser.

    Once you login, you can search for the required data and extract it granularly in portable formats.

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    Viewed 294 Times
  • 10. Can I archive my existing M365 data and PST files to Vaultastic?
     

    Yes, Vaultastic can archive your existing M365 data. This includes emails currently available in mailboxes, offline PST files, and files on OneDrive. You can choose to archive all of your data or just specific data types, such as emails or files. Vaultastic also allows you to set retention policies for your archived data, so you can automatically delete old data after a certain period.

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  • 11. What are the pros and cons if I back up my files from OneDrive to an external hard drive?
     

    If you are doing this to keep a copy of all your files on OneDrive, consider a safer, more secure, and scalable option like Vaultastic. A OneDrive backup to an external hard drive increases data loss, corruption, and tampering risks, rendering the whole solution very risky

    Vaultastic’s cloud-based data archiving solution provides an excellent alternative to back up OneDrive files and reduces risks related to accidental or intentional erasures.

    Vaultastic complies with industry regulatory norms and provides exceptionally durable storage to put you at ease.

    Learn more here.

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  • 12. How do I back up OneDrive data?
     

    The best way to back up OneDrive is through periodic sync of the generated, stored, and modified files. Vaultastic can sync files from Microsoft OneDrive using a complete sync for the first time and then an incremental sync regularly to capture the changes.

    Learn more here

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  • 13. What is the process for archiving files from OneDrive for Business?
     

    Archiving files from OneDrive for Business involves creating a backup copy of the files to separate independent storage on another cloud.

    Vaultastic does this by allowing you to define the files you should archive from the user’s drive based on the date and time and other relevant attributes of the files.

    Using the same tools, you can also take regular incremental backups of the files changed between the two backups.

    Learn more here

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  • 14. How often should I archive files from OneDrive for Business?
     

    The frequency of archiving files from OneDrive for Business will depend on your organization's specific needs and regulations.

    Since the files on OneDrive for Business carry business-critical data generated by users, we recommend a frequent schedule of incremental backups after the entire initial backup.

     

    A daily backup works best.

    Learn more here

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  • 15. Can I restore my archived Microsoft 365 data to Microsoft 365?
     

    Yes, you can restore your archived Microsoft 365 data to Microsoft 365 at any time. To restore emails from the ediscovery view, search and select the data you want to restore and click the Restore button. Alternatively, you can export desired data as a PST file and import that into M365 via Outlook.

    To restore files, you have archived from OneDrive for Business. Vaultastic provides a search tool to locate the required files from the backup and then extraction tools to export the selected files.

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  • 16. Using Vaultastic, can I archive only specific files or folders from OneDrive for Business?
     

    You can archive file data from user accounts and particular folders from OneDrive for Business. While specifying the job, you can also set the modified or created time. Learn more here 

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  • 17. What is an effective way to ensure a OneDrive backup of all files?
     

    To ensure a complete OneDrive backup of all files, we recommend using Vaultastic as follows:

    1. Take a complete OneDrive backup of all the users' files.
    2. Now, incrementally back up OneDrive files daily to ensure complete capture of all changes and additions on that day.

    Using this simple strategy, you can archive or back up OneDrive for business data to ensure complete redundancy for your critical information.

    Learn more here 

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  • 18. Since OneDrive is on the cloud, how does another cloud backup for OneDrive help?
     

    Even though OneDrive is on the cloud, it is not safe from the tampering of files or accidental and intentional file erasures.

    Also, when an employee leaves your organization, how will you preserve the corporate data generated, stored, and used by the employee via OneDrive?

    In a regulated industry, you must have an independent backup of all data in separate, safe, secure, and durable storage.

    Hence, regularly backing up all your business-critical data on OneDrive to different cloud storage is advised.

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  • 19. Is Vaultastic a secure file archiving solution to backup OneDrive files?
     

    Vaultastic’s robust data protection platform can deliver secure OneDrive file archiving to achieve multi-layered and durable OneDrive file protection.

    Vaultastic offers complete and incremental backup of files on OneDrive using automated tools and an operational cloud infrastructure separate from Microsoft.

    Amongst file archiving solutions to backup OneDrive files, Vaultastic excels in speed, ease, and cost optimization of storage.

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  • 20. What is the relationship between OneDrive backup and compliance?
     

    To adhere to the regulatory guidelines for data security, you must ensure a physically separate, secure, and durable copy of all your critical data.

    A robust backup and recovery strategy for OneDrive focuses on archiving the files on OneDrive to independent cloud storage.

    Thus, a powerful OneDrive backup and compliance are inextricably linked.

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  • 21. What is the best way to back up OneDrive?
     

    While the traditional popular method is to backup OneDrive files to an external hard drive or backup OneDrive to a local drive, these may not be the safest and most secure ways to manage a OneDrive backup.

    A cloud backup for OneDrive, like the one offered by Vaulastic, will ensure that you securely and durably preserve your business-critical file data from OneDrive in an independent store.

    My regulator wants me to provide a OneDrive backup and disaster recovery plan. How do I achieve this quickly?

    We propose using Vaultastic as an add-on to OneDrive for business. This simple integration will help you with regular OneDrive backups and ensure you preserve your valuable data on the Vaultastic cloud with 11 9’s durability backed by an in-built disaster recovery site.

    Vaultastic is a simple but robust tool supporting the backup and recovery of OneDrive. A single pane of glass administration eases the management of your OneDrive backup and retention strategy.

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  • 22. What are the benefits of using Vaultastic to archive my Microsoft 365 data?
     

    There are several benefits to using Vaultastic to archive your Microsoft 365 data, including:

    Comprehensive archiving: Vaultastic can archive the most critical of your Microsoft 365 data, viz., emails and files

    Compliance: Vaultastic helps you to comply with various industry regulations, such as GDPR, HIPAA, and SOX, which require organizations to retain data for specific periods of time.

    eDiscovery: Vaultastic makes searching and retrieving archived data for eDiscovery purposes easy

    Risk management: Vaultastic helps you to reduce the risk of data loss and corruption by archiving your data to a secure cloud location.

    Cost optimization: Vaultastic can help you save money on your Microsoft 365 storage costs by archiving inactive data to a lower-cost storage tier.

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  • 1. How do I access, search, and extract my archived email data on Vaultastic?
     

    Vaultastic offers role-based access to your archived data.

    Depending on your use case, you can enable individual user access, department-level access, or complete auditor-level access.

    The Vaultastic app is a cloud web application accessed anywhere using a browser.

    Was this answer helpful ? Yes / No
    Viewed 1586 Times
  • 2. What is the best way to archive files from Google Drive and OneDrive for business?
     

    Google Drive and Microsoft OneDrive are essential for companies as they store crucial data generated by users. Archiving and backing up this data is vital to ensure its safekeeping and accessibility.

    Vaultastic Open Store is the best way to archive files from Google Drive and archive OneDrive for business files. It supports full and incremental syncs of files and offers tools for searching and selectively retrieving files from archives.

    Data stored in Vaultastic is protected with multiple layers of security, ensuring its high durability and easy accessibility.

    Vaultastic follows strict regulatory guidelines, improving your compliance and legal posture concerning data retention and access.

    Learn more here and here.

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  • 3. How to archive files in Google drive?
     

    The best way to archive files in Google Drive is via a periodic, regular sync of the files generated, stored, and modified. Vaultastic can sync Google Drive archive files using a complete sync for the first time and then an incremental sync regularly to capture the changes. 

    Learn more here.

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  • 4. Is it a good idea to transfer files from google drive to external hard drive as a backup?
     

    If you are doing this to keep a copy of all your files on Google Drive, consider a more secure and durable option like Vaultastic.

    Backing up google drive to an external hard drive increases data loss, corruption, fragmentation, and tampering risks, making the solution very risky.

    Vaultastic’s cloud-based data archiving solution provides an excellent alternative to back up OneDrive files and reduces risks related to accidental or intentional erasures.

    Vaultastic complies with industry regulatory norms and provides exceptionally durable storage to put you at ease.

    Learn more here.

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  • 5. How does separate email archiving for Google Workspace work?
     

    Separate email archiving for Google Workspace works by configuring journaling on Google Workspace to divert a copy of every inbound and outbound email to a separate cloud archive like Vaultastic. On Vaultastic, the emails are stored in a central repository in a search-ready form, making it easy for organizations to retrieve and review emails as needed. 

    A separate email archive independent of the Google Workspace infrastructure can be crucial for meeting regulatory and operational requirements. This independent cloud-based archive provides an added layer of protection and agility for the organization.

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  • 6. How does archiving work in Gmail?
     

    You can archive your emails and important files from Google Drive to a separate infrastructure like Vaultastic for added redundancy and flexibility in Google Workspace.

    Use journaling on Google Workspace to automatically back up a copy of all emails in real time and periodically sync files from your Google Drive accounts to Vaultastic.

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  • 7. Can Vaultastic perform a g suite ediscovery across emails and files of user accounts?
     

    Yes, emails and files are archived in a central repository in Vaultastic. Tools for the ediscovery of emails, searching for files, and extraction help granularly locate emails and files from across vaults and user accounts and extract them to portable formats.

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  • 8. Does Vaultastic as a backup solution for g suite protect emails and the files on GDrive?
     

    Vaultastic is an elastic GSuite backup solution that can protect your business-critical emails and the files on your Google Drive accounts in a central, unified repository that enables long-term data retention.

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  • 9. What is the best way to archive an old user in GSuite?
     

    Leaving mailboxes and drive accounts of ex-employees disabled on the Primary mail/workplace productivity solution like Google Workspace/G Suite is a standard method but an unnecessary cost.

    The best way to protect the data assets of former employees is to archive their emails and files from their mailboxes, and Google Drive accounts to an independent cloud archive like Vaultastic.

    The redundancy and centralization assure control and security for your data.

    Learn more: Protecting Corporate Data that was in control of Former employees

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  • 10. Is Vaultastic an alternative to using google vault for former employee data retention?
     

    Yes, and it's a fantastic alternative to using google for employee data retention

    Instead of saving former employee emails and files from their google drive accounts to a Google Vault charged as archive user licenses, you can save up to 60% or more by protecting this data on Vaultastic.

    Besides the massive cost savings, Vaultastic helps you stay compliant with regulations that require you to protect data in independent stores.

    Our customers find it easy to perform ediscovery across the vaults and stores of former employees from a single console driving up productivity.

    Learn more: Protecting Corporate Data that was in control of Former employees

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  • 11. How is Vaultastic a better option for protecting the data assets of former employees v/s using the google workspace archive user license?
     

    A google workspace archive license allows you to park ex-employee data in a Google Vault specifically meant for this.

    However, the google workspace archive user license cost can be expensive compared to Vaultastic, which optimizes long-term data retention costs to deliver upward of 60% savings. 

    Besides cost savings, you benefit from the additional redundancy of having your data in an infrastructure separate from Google Workspace. Also, you improve your compliance postures with an independent archive since that is what regulators expect.  

    Our customers find it easy to perform ediscovery across the vaults and stores of former employees from a single console driving up productivity.

    Learn more: Protecting Corporate Data that was in control of Former employees.

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  • 12. Can I use Vaultastic for g suite email archiving?
     

    Yes absolutely.

    Vaultastic is a robust email archiving solution for GSuite that protects your critical email data in a perpetual archive in a separate cloud.

    Amongst the google email archive solutions, Vaultastic ranks high since it delivers massive cost optimization even as your storage grows, stores your data with high durability and security, and provides flexible tools for discovery and extraction.

    A centralized g suite email archive helps faster discovery across user mailboxes/vaults, thus improving response times to data requests.

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  • 13. Is Vaultastic amongst the best email archiving solutions for G Suite, and why?
     

    Vaultastic is the best email archiving solution for G Suite because it delivers complete data life cycle support. 

    Vaultastic can archive live email data from your Google Workspace users and centrally protect fragmented legacy data.

    As the use and age of data change, Vaultastic provides tools and options to protect and manage the data across its lifecycle.

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  • 14. How to archive google mail in Vaultastic?
     

    If you use the paid version of Google Workspace, you can enable journaling for select or all users so that a copy of all their emails is sent to Vaultastic in real time. 

    As the live emails get archived to Vaultastic, you can search and recover any email(s) using the ediscovery tool.

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  • 15. What is Google Vault used for? Is Vaultastic a Google vault alternative?
     

    Google Vault is a cloud-based archiving and e-discovery solution for G Suite customers. It allows businesses to retain, search, and export data from G Suite services like Gmail, Google Drive, and Google Chat. It is primarily used for e-discovery, legal compliance, and data retention.

    Vaultastic is a cloud-based data archiving solution that is a fantastic Google Vault alternative. Data Redundancy, easier ediscovery across user accounts, and up to 60% cost optimization are some of the reasons customers choose Vaultastic to archive google workspace data.

    While Vaultastic provides similar data archiving functionality as Google Vault, it is not limited to G Suite users. It can work with various email platforms such as Office 365, Zimbra, and others. Vaultastic also provides additional features like email backup, tamper-proof archiving, and advanced search options.

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  • 16. How does Vaultastic work as a google apps archive or a Google docs archive?
     

    Vaultastic is a cloud-based data archiving solution allowing businesses to securely archive their email, files, and other digital communication data. It provides archiving solutions for various platforms, including Google Apps and Google Docs.

    When Vaultastic is used as a Google Apps or a Google Docs Archive, it integrates with your organization's Google Workspace account and automatically archives all inbound and outbound emails in real time. It uses the Google Journaling capability to capture email data, ensuring nothing is missed. In addition, Vaultastic can all documents, spreadsheets, and other files created or modified in Google Docs from your Google Drive to securely protect them.

    The archived data is then stored securely in the cloud and is easily searchable and retrievable using the web-based Vaultastic console.

    Vaultastic also provides e-discovery, legal hold, and advanced search capabilities to help organizations comply with regulations and legal requirements. It provides a full-text search of all archived data and advanced search filters to locate specific emails or documents quickly.

    Overall, Vaultastic provides a comprehensive and secure email and document archiving solution for businesses that use Google Apps and Google Docs.

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  • 17. How do I backup Gmail emails of all my users?
     

    If you use the paid version of Google Workspace, you can enable journaling for select or all users so that a copy of all their emails is sent to Vaultastic in real time. 

    As the live emails get archived to Vaultastic, you can search and recover any email(s) using the ediscovery tool.

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  • 18. Is it safe to backup google drive to external hard drive?
     

    While the traditional popular method is to backup Google Drive files to an external hard drive or backup Google Drive to local drive, these may not be the safest and most secure ways to manage a Google Drive backup.

    A cloud backup for Google Drive, like the one offered by Vaulastic, will ensure that you securely and durably preserve your business-critical file data from Google Drive in an independent store.

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    Viewed 1094 Times
  • 19. How to backup your google account?
     

    People often ask, “how to backup my data from google account?”

    Emails and Files carry a bulk of your business-critical unstructured data. Ensuring a backup of this data is a great way to backup your google account.

    Vaultastic can help you with an independent data archive for all your emails and files from Google drive. 

    The backup is automatic, safe, and secure. You are now free from the risk of data deletion and tampering.

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    Viewed 1092 Times
  • 20. How to backup your google drive data/documents?
     

    Vaultastic is a safe solution to backup your data on google drive. Automated tools for complete and incremental migration of files/documents increase productivity when you backup your google drive data.

    Learn more here and here.

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    Viewed 1090 Times
  • 21. How to backup my google drive files?
     

    Vaultastic is an independent cloud-based solution answering this popular question of how to back up my google drive.

    Take complete backups of selected Google Drive accounts and follow this with regular incremental backups to ensure you never lose a file.

    Are you still wondering how do I back up my google drive? Learn more about Vaultastic’s file archiving capabilities here.

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  • 22. Is there a safer alternative to back up google drive to hard drive?
     

    While the traditional popular method is to backup Google Drive files to hard drive or take a backup from Google Drive to pc, these may not be the safest and most secure ways to manage a Google Drive backup.

    A cloud backup for Google Drive, like the one offered by Vaulastic, will ensure that you securely and durably preserve your business-critical file data from Google Drive in an independent store.

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  • 23. Should I backup my google drive? How to backup google drive locally?
     

    A popular question - should you backup google drive?

    Another one - Is google drive backed up?

    While Google Drive may be inherently reliable, your files are prone to tampering and accidental or intentional erasures by your users, putting your organization at grave risk of data loss.

    To ensure business continuity, it’s a good practice to ensure your google drive is backed up regularly to an independent cloud store in immutable secured storage.

    While backup google drive locally is a popular option, we recommend not doing this.

    On-premise backups have their risks and costs, as explained here

    Instead, try Vaultastic, a cloud-based elastic archive that can ingest your google drive data completely and incrementally to ensure secure data protection for your critical files. 

    Learn more here.

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  • 24. Can I back up my google drive to Vaultastic?
     

    Yes absolutely. To protect against accident or malicious deletion, you must backup your entire google drive data to an independent, secure archive. 

    Learn more here.

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  • 25. Do we need to deploy any software or database on the Google Workspace setup to enable archiving of email data?
     
  • 26. With Google Workspace on GCP and Vaultastic on AWS, will the email data be archived across cloud providers?
     

    Yes. Configuring Vaultastic for mail domains hosted on Cloud email services such as Google Workspace (G Suite) ensures that a physical copy of every mail sent and received is available on the AWS cloud. 

    This multi-cloud strategy reduces your risk of vendor lock-in as you control your most critical data in an independent infrastructure.

    Read More: Optimize costs on G Suite subscriptions – Maintain email data of former employees on inexpensive cloud stores like AWS S3.

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  • 27. Can I archive emails of only selected users from my Google Workspace account?
     

    Yes. You can archive emails only for a selected set of users using the journaling configurations on Google Workspace (G Suite).

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  • 28. Can I migrate my legacy email data in PST formats?
     

    Yes. You can add vaults (corresponding to mailboxes on your Google Workspace environment) and import your PST files into these vaults. The email data, once imported, is now available in a search-ready form.

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  • 1. What is data archiving for ex-employees, and why is it important?
     

    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.

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  • 2. What are the best practices for former staff data archiving?
     

    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.

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  • 3. How do I ensure data security when archiving information for ex-employees?
     

    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. 

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  • 4. What are the technical considerations for protecting corporate data used by former employees?
     

    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.

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  • 5. What are the benefits of data archiving for terminated staff?
     

    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.

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  • 6. How do I ensure compliance with data retention laws for ex-employees? Are there any specific regulations on data archiving for certain industries?
     

    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.

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    Viewed 1214 Times
  • 7. What are the legal considerations for archiving data for ex-employees?
     

    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.

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  • 8. How long should we keep data for ex-employees?
     

    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.

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  • 9. What all data sources and formats do you support for import?
     

    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.

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  • 10. I am already using Vaultastic. Can I still import data?
     

    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.

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  • 11. I have my legacy archive data spread across inactive mailboxes, PST files, and EML files. How can you help me import all this into my central archive on Vaultastic?
     

    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. 

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  • 12. How long will my legacy archive data management take?
     

    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.

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  • 13. I have more than 100 TB of data, and it’s not feasible to transfer this over the wire. What options do I have for importing this into the Vaultastic archive?
     

    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.

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