• General
  • Pricing Subscription
  • Administration
  • End User Access
  • Security
  • Vaultastic for Office 365
  • Vaultastic for GSuite
  • Vaultastic for Exchange
  • Historical Data
  • Vaultastic for Financial Services
  • Legal and Compliance management
  • Email Archiving service
  • Manufacturing Industry
  • Email Storage Management
  • Legacy Archive Data Management
  • Pharmaceutical Industry
  • Exchange Email Archiving
  • Healthcare
  • Zimbra
  • Amazon Workmail
  • Email Backup
  • Supervisory Compliance
  • Vaultastic Rock Solid Reliability
  • Cloud Data Retention
  • Vaultastic’s Cloud Data Security
  • Flexible Data Extraction Tools
  • Archiving solution for Sendgrid
  • Performance
  • E-discovery
  • Cost Optimization
  • Data Lifecycle Management
  • Salesforce archiving solutions
  • Cloud Data Migration tools
  • Pricing
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  • 1. Can I have a captive Vaultastic deployment on-premise?
     

    No, we do not support deploying Vaultastic on an on-premise infrastructure (bare metal or virtual). Vaultastic is a cloud-native SaaS powered by AWS.

    A SaaS offers guarantees via an SLA, is secure, and cost-effective for cloud workloads since you don't have to deploy and manage infrastructure.

    For very large and special requirements (such as data residency), we could deploy a captive Vaultastic setup on the AWS cloud, which is private and dedicated to you.

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  • 1. What is pay-per-use pricing, and how does it benefit me?
     

    Pay-Per-Use allows you to use the data services you need without worrying about over or under-provisioning, keeping pace with your needs, and saving up to 30% over fixed provisioning.

    No long-term contracts. No minimum purchase. No upfront payment. No complex licensing.

    With this model, your storage, access, and data movement usage is metered daily and billed monthly in arrears.

    Pay-per-use will help you save up to @25% year on year and can be a great way to optimize cash flow.

    Learn more about our pay-per-use billing model.

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  • 2. What are the Vaultastic services which are individually metered and billed? What are the prices for each of these services?
     

    To store and manage your data on Vaultastic, you pay for these components as per your actual usage:

    1. Active and Open Storage consumption
    2. User Access to the Applications
    3. On-demand Migration Services (Import, Retrieval, and Conversion.)

    Your usage of these services are metered daily and billed monthly in arrears.

    To store and manage your data on Vaultastic, you need to consider these components:
    1. Storage Pricing 2. Application Access Pricing 3. On-demand Service Pricing (for data import, retrieval and conversion.)
    Cloud Archiving and Data Management Services
    Active Storage- for frequently accessed, search-ready email data that needs access in seconds
    /GB/month*
    Open Storage- for long-term email data archiving accessed infrequently, once or twice a year
    /GB/month*
    User Access- self service portal for selected end users to access their own personal archives from the Active Store
    /user/month*
    Common Data Migration services – use on-demand
    Import Data– Migrate historical email data from mailboxes, PST, EML files to the Active or Open Store
    /GB/month**
    Export Data– Retrieve selected data from vaults or retrieve entire vaults as PST or EML files
    /GB/month**
    Convert Data- Copy and convert data from Active to Open Storage and vice versa
    /GB/month**

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  • 3. How does my monthly bill look?
     

    Your monthly bill is generated in arrears (month end) considering the total of your daily usage of the storage, access, and migration services. The unit of measure for each of these services is granular to a day.

    So your bill will contain your storage usage in GB_days, your access in User_days, and migration services in GBs. Learn more about Vaultastic’s billing model and units of measure.

    Here is a sample bill for your reference and a 3 min video explaining the pricing model.

    vaultastic-monthly-bill

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  • 4. How will my bill change if my user base grows?
     

    Vaultastic does not charge you for the number of users who are archiving emails (number of vaults) and does not limit the size of the vaults in any way.

    Vaultastic only bills you for the cumulative storage consumption (Active and Open separately), access, and data movement.

    Hence as your user base grows, your bill will grow proportional to the increased consumption of storage by these new users.

    It’s important to note that your bill will shrink if your user base reduces and you delete those vaults.

    How does Vaultastic optimize my data management costs?

    Vaultastic works hard along multiple dimensions to continually optimize costs and cash flow for you: Here are some of the strategies deployed by our cloud data management platform:

    1. Storage tiering to segregate actively used data from aging infrequently accessed data.
    2. Pay-per-use pricing model to enable on-demand consumption of our services. Paying only for what you use can save up to 25% yearly.
    3. De-duplication to eliminate redundant data can save up to 47% on storage consumption, resulting in direct benefits in the costs.

    High-performing ediscovery, easy migration tools, operational automation at multiple levels, and APIs reduce the manual effort required for backups, search, migration, and data extraction driving up productivity by up to 30%.

    Learn more about Vaultastic’s multi-dimension cost optimization methodology.

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  • 5. If I choose the “optimized for speed” configuration of Vaultastic, can I change it to “optimize for cost” later?
     

    Absolutely. It’s simply a configuration to enable the movement of aging data to the Open (cold) Store. The cost benefits of this change reflect in your upcoming bills.

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  • 6. How do I buy additional storage?
     

    When you subscribe to Vaultastic, you sign up for elastic, bottomless storage. You do not need to provision any storage at the start. And you do. not need to watch it fill since it never fills up.

    Vaultastic ingests your data as per your workflows and automatically grows your cumulative storage in real-time by only the required amount.

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  • 1. Can I disable Print, Download, Reply, Forward of email from the Vaultastic application?
     

    Yes. Via the admin panel, you can control Vaultastic application features such as the ability to print, download, and the ability to reply or forward an email from the Vault.

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  • 2. What happens when I disable or delete an account on the primary mail server?
     

    Even if you disable or delete an account on the primary mail server, the corresponding account on the archive domain on Vaultastic remains active. You can continue to refer to the historical mail of that user via this archive account.

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  • 1. What capabilities are available to a user of the Vaultastic application?
     

    A user who has been given access to the Vaultastic Application can

    a. Login to the Vaultastic application

    b. Using ediscovery search for email in his own Vault.

    c. If the admin has expanded the scope of ediscovery for this user, then the user can search for emails in the Vaults of other users.

    d. The user can download a summary of the search results, export the emails from the search results and/or initiate a collaboration thread on the search results by exporting the results into Ideolve. Learn more about getting the most from search results

    e. If the admin has allowed the user to reply, forward to email from the Vaultastic application, the user can do so for each email.

    f. The user can view, print, and download each email from the search results.

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  • 2. What happens if a user deletes email from the primary mail account? Will the email also be deleted from the Vault?
     

    Vaultastic stores a separate physical copy of the email in a separate operational infrastructure on the cloud. Any action on the mailboxes of the primary mail solution will have no impact on the email archived into the Vaults.

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  • 3. Will a user be able to see all his personal folders in the Vault?
     

    The Vault for a user in Vaultastic has no knowledge of the structure of the user's mailbox on the primary mail solution. It simply has a copy of all emails sent and received by the user.

    The user can however leverage the "Saved search" capability of Ediscovery in the Vaultastic Application to create any number of virtual folders accessible via a single click.

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  • 1. How safe, private is my data on Vaultastic?
     

    Vaultastic protects your data at multiple layers and adheres to the cybersecurity guidelines of several Industry regulatory bodies. You can learn more about the security framework of Mithi's cloud platform here.

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  • 2. Is Vaultastic enabled to detect Spam email?
     

    Vaultastic is not equipped with an anti-spam engine. It's configured to archive all emails which are received.

    Malware detection and control is an upstream job and is left to the primary mail solution.

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  • 3. I need to download about 2 TB of email data from the Vaultastic archive store, is there a way to do this easily?
     

    It is easy to download email data from Vaultastic. You can learn more about Retrieving data in bulk from Vaultastic.

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  • 1. Do we need to deploy any software or database on the Microsoft Office 365 setup to enable archiving of email data?
     
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  • 2. Will the email data be archived across cloud providers with Microsoft Office 365 on Azure and Vaultastic on AWS?
     

    Yes. Configuring Vaultastic for mail domains hosted on Cloud email services such as Microsoft 365 or Google Workspace 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: I already use Microsoft 365 on the cloud. Do I still need a separate archiving solution?

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  • 3. I am currently using Microsoft Office 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 Office 365 includes archiving capabilities, such as legal hold and retaining deleted items for some time. 

    However, it may not provide the level of granularity, searchability, and compliance capabilities that a dedicated data archive solution would offer. 

    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 in addition to Office 365. Learn more here

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  • 4. Can I archive emails of selected users only?
     

    Yes. You can archive emails only for a selected set of users using the journaling configurations on Microsft 365.

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

    Yes. You can add vaults (corresponding to mailboxes on your MS 365 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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  • 6. How do I access, search, and extract my archived email data on Vaultastic?
     

    Vaultastic offers role-based access to your archive 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.

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  • 7. What is the process for archiving files from Microsoft 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.

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  • 8. 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 Microsoft 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.

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  • 9. Can I restore files that Vaultastic has archived from OneDrive for Business?
     

    Yes, you can 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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  • 10. 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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  • 11. Are there any limits to the number or size of files that Vaultastic can archive from OneDrive for Business?
     

    Vaultastic has no such limitations.

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  • 12. What is an effective way to ensure a Microsoft office 365 OneDrive backup of all files?
     

    To ensure a complete Microsoft one drive backup of all files, we recommend using Vaultastic:

    1. Take a complete office 365 OneDrive backup of all the files for all the users.
    2. Now incrementally backup OneDrive files daily to ensure complete capture of all changes and additions on that day.

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

    Learn more here.

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  • 13. 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 storage that is safe, secure, and durable.

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

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  • 14. 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 back up 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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  • 15. 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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  • 16. What is the best way to backup OneDrive?
     

    While the traditional popular method is to backup OneDrive files to an external hard drive or backup OneDrive to 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.

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  • 17. 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 Microsoft 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 for OneDrive. A single pane of glass administration eases the management of your OneDrive backup and retention strategy.

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  • 1. Do we need to deploy any software or database on the GSuite setup?
     

    No, G Suite administrators would need to configure mail Journaling rules to send copies of incoming and outgoing mail of the selected or all users to Vaultastic.

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  • 2. Is there any plugin or extension to G Suite for Work?
     

    No, the Vaultastic application is independent of the G Suite interfaces. Depending on the rights assigned by the Vaultastic administrators, end users can access their Vaultastic Vaults through a simple and secure web interface.

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  • 3. Does Vaultastic maintain the data classification of G Suite for Work?
     

    To keep the end-user interface simple, all emails are archived in a central repository and accessible to the user via an ediscovery UI. The user can leverage "saved searches" in the ediscovery interface to create any number of virtual folders accessible on a single click

    Vaultastic has no knowledge of the folder structure or organization of emails on the primary mailbox.

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  • 4. Do we need to deploy any software or database on the Google Workspace setup to enable archiving of email data?
     
  • 5. 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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  • 6. 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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  • 7. 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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  • 8. How do I access, search, and extract my archived email data on Vaultastic?
     

    Vaultastic offers role-based access to your archive 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.

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  • 1. Do we need to deploy any software on the Hosted Exchange setup for integration with Vaultastic?
     

    No, the Vaultastic connector for Hosted Exchange uses the journaling feature of Hosted Exchange to send a copy of every mail sent and received by the selected users to an independent Vaultastic store. This capability does not require any additional software or tool to be installed on the Hosted Exchange setup.

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  • 2. What configuration is needed on the Hosted Exchange, Exchange Online domains?
     

    Hosted Exchange, Exchange Online domain administrators have to configure journaling to forward copies of incoming and outgoing mail of the selected or all users to the Vaultastic servers.

    Learn more about configuring Office 365 and MS Exchange to archive email to Vaultastic

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  • 3. Why doesn't Vaultastic support an IMAP connector to Hosted Exchange, Exchange Online?
     

    Vaultastic protects email using the journaling capability of the primary mail platform. This ensures that a copy of every email is sent to Vaultastic in real-time, BEFORE delivery. Thereby ensuring that even if emails are deleted from the primary mailbox, they continue to remain intact on Vaultastic

    An IMAP based archiving connector would be periodic and therefore doesn't ensure that all email would be archived.

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  • 1. What are the different email file formats supported for Import into Vaultastic?
     

    Legacy email data is imported into Vaultastic using Mithi's Legacyflo email migration tool

    The Legacyflo migration tool supports email migration from PST, EML, and MBOX file formats.

    The solution can also import MS Exchange EDB files and Lotus Notes NSF files using third-party converters.

    Learn more about importing email data into Vaultastic

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  • 2. Can I import legacy data after I have started archiving fresh live email?
     

    Yes. In fact, this is a highly recommended approach where you start archiving live data after you are on-boarded, which works to secure a copy of all your email from that moment.

    Once you have the live archival process in place, you can work on your migration strategy, which includes the choice of data to migrate, which users to target first, what methods to use, and so on. You may also have to create a team to plan, supervise, and execute on this.

    Importing legacy data does not interfere with the live archiving.

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  • 3. Is there any limit on the amount of legacy email data I can import into Vaultastic?
     

    No. Vaultastic is billed in one dimension by the volume of storage purchased/consumed and hence carries no limit on the amount of legacy email data you want to import.

    Learn more about importing legacy email data into Vaultastic.

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  • 1. What do our Financial services industry regulators expect from us?
     

    In a nutshell, your regulators want you to deliver a reliable, always-on, and secure experience to your customers and keep all static and transactional data safe and secure for an extended period in an easily discoverable form and all within the country’s boundaries..

    And they will hold you accountable for not complying with their regulations using audits, reporting, and penalties as the main tools.

    Since email is a primary mode of internal and external communication, the regulator expects you to securely preserve all email data of active and former employees for a minimum of 7 years in a search-ready form. Vaultastic can help

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  • 2. Does Vaultastic provide data residency within the country boundaries?
     

    Yes. Vaultastic offers a choice of regions for storing your data, ensuring compliance with data residency regulations of governments and industry bodies. Learn more about Vaultastic’s security framework.

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  • 3. Will Vaultastic encrypt all data as per the cybersecurity guidelines of our financial services industry regulator?
     

    Yes. All data is encrypted at rest and in transit. Learn more.

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  • 4. Does Vaultastic’s platform support a disaster recovery site, as per the guidelines of our financial services industry regulator?
     

    Vaultastic delivers 11 9’s of durability by storing immutable copies of your email data in multiple geographically apart availability zones (data centers) of AWS. Learn more.

    As a perpetual archive in an operational cloud infrastructure separate from your primary mailing solution, Vaultastic assures that your archived emails are available for compliance on-demand.

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  • 5. How secure is my data in the Vaultastic cloud?
     

    Bulletproof. We have a 42-point security checklist covering multiple layers in a shared security model to keep your data secure IN the cloud. Our security framework covers configurations along with the entire flow. Learn more.

    In addition to regular independent vulnerability scans, the entire platform undergoes an FTR (Foundational Technical Review) annually by AWS to cover security amongst many other checkpoints.

    Related: The Vaultastic Assurance

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  • 6. Does Vaultastic adhere to the relevant Data Privacy acts of the governments?
     

    Data Privacy, in line with the Personal data protection bill 2019 or any bill of any country, is a shared responsibility model. 

    The cloud platform has no way to know/interpret the content or context of the data coming in. Our job is to process the data as specified and safely store it in our archive.  

    Choosing what data to collect, store and delete when the need arises and more is your organization's responsibility. 

    It may help if you can review how we apply this shared responsibility model while helping our EU customers comply with GDPR (having similar constructs to the personal data protection bill of 2019 or most other acts/bills).

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  • 7. We will be storing large volumes of email data on Vaultastic. How will we be able to extract all our data if needed? What is your data exit policy?
     

    You own your data; it's like your jewelry in the bank's locker. We are simply custodians of your data. We boast the most customer-friendly data exit policy amongst cloud data management offerings. 

    Due to our unique pay-per-use model, you are under no long-term contract. You are free to exit at any point in time. You can export all your data before you cancel the account, or if the data is too large, you may request that we ship this to you on a physical medium. 

    Our data exit policy is customer-friendly and quick. The export of data or the physical data shipment attracts a pro-rated charge for data movement. Our proposal documents the data export charges.

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

    Vaultastic offers role-based access to your archive 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.

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  • 9. Can I provide secured, selective access to mail vaults on Vaultastic to an external auditor in an audit scenario?
     

    Absolutely and it's a recommended practice to optimize productivity. 

    Once you receive a data access request, you can enable auditor access and allow secure, read-only access to selected vaults

    You can also control whether the auditor can export the data, print it, or forward those emails. Once the audit is complete, you can disable access.

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  • 10. How can I move 15TB of legacy email data in PST files to Vaultastic? How will this impact my cost?
     

    Vaultastic integrates Legacyflo, the scalable migration tool, which can very easily import this data into respective vaults. Considering the size, we may recommend using the AWS snowball to physically move this data into the cloud to speed up the import. 

    For such extensive data and as it grows further, Vaultastic can deploy storage tiering to segregate recent, frequently used emails in the Active (hot) store and aging infrequently used emails into the Open (cold) Store to optimize costs of long-term retention of high volume data up to 60%.

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  • 1. During an investigation, how do I quickly 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 self-service individual vault access, department-level access, or complete auditor-level access for selected users to de-burden IT teams and boost productivity. 

    The user or auditor can log in to the Vaultastic App and run deep ediscovery queries, and export selected data in portable formats for further processing.

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

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  • 2. Can I provide secured, selective access to mail vaults on Vaultastic to an external auditor in an audit scenario?
     

    Absolutely and it's a recommended practice to optimize productivity. 

    Once you receive a data access request, you can enable auditor access and allow secure, read-only access to selected vaults

    You can also control whether the auditor can export the data, print it, or forward those emails. Once the audit is complete, you can disable access. 

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  • 3. When a user is under investigation, the vault has to be on legal hold, and no deletion or retention policies should apply to this vault. Does Vaultastic support a legal hold?
     

    Yes, you can mark a vault as a legal hold in Vaultastic. A vault under legal hold will be exempt from applying retention policies and any actions to delete the vault. Learn more.

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  • 4. The auditors want email data of specific users of a particular period in the PST format. Can Vaulastic do this?
     

    Absolutely and very quickly too. Vaultastic's deep discovery tools will enable quick location of the email data of the specific users and the period. You can then export the data in PST format.

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  • 5. My data size is enormous and is continually growing. How does Vaultastic preserve such large volumes of data without a proportional increase in cost?
     

    Vaultastic integrates Legacyflo, the scalable migration tool, which can very easily import this data into respective vaults. Considering the size, we may recommend using the AWS snowball to physically move this data into the cloud to speed up the import.

    For such extensive data and as it grows further, Vaultastic can deploy storage tiering to segregate recent, frequently used emails in the Active (hot) store and aging infrequently used emails into the Open (cold) Store.

    Vaultastic's storage tiering can optimize costs of long-term retention of high volume data by up to 60%. 

    Learn more in this live case study.

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  • 1. How do I restore a few email or the entire mailbox of a user from Vaultastic?
     

    As an admin/user of Vaultastic, you can export mail from your Vaultastic account and restore it into your live mailbox.
    Please refer to this document for the Steps to export email from Vaultastic

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  • 2. Where is my archived email data stored?
     

    The deployment of your Vaultastic account is an AWS region of your choice. Currently, Vaultastic SaaS is available in the APAC region (Singapore) or the India region.

    Your data is stored on elastic cloud storage objects offering extremely high durability.

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  • 3. I backup my Mail server regularly. Do I still need Vaultastic?
     

    It's great to know that you are maintaining regular backups of your mail server. However, please note that all actions on the mailstore including deleting of mail or mailboxes are reflected in the periodic backups.

    Therefore if a user deletes mail, the next backup will not contain the deleted mail.

    Vaultastic in contrast secures a copy of all emails before delivery. This ensures that even if a user accidentally or intentionally deletes mail from the primary mailbox, it is still available in the Vaultastic store.

    Long story short, a periodic mail server backup cannot replace an automatic email archival.

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  • 4. Does Vaultastic archive instant messaging, calendar, file store, videos and other sources of data?
     

    At this point in time, Vaultastic archives only email data.

    We do have plans of incorporating other forms of conversations and data from other sources as part of the archival process in the near future.

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  • 5. Can I archive email from an on-premise mail server like MS Exchange, Zimbra, etc?
     

    Yes. Vaultastic supports a wide range of mail servers such as Zimbra, MS Exchange, Lotus Domino, MDaemon, Postfix, Mithi SkyConnect, and Mithi Connect Xf, etc.

    You can configure a forwarding or journaling rule on the primary mail server to secure a copy of every incoming and outgoing mail to Vaultastic.

    Mails from all MS Exchange versions which support journaling can be backed onto Vaultastic. This includes MS Exchange 2007, MS Exchange 2010, and MS Exchange 2013.

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  • 6. My company is not part of a regulated industry. Do I still need to archive email?
     

    The rapid digitization of organizations across industries is driving reliance on modern tools for business communication. 

    And email has become a dominant form of communication between organizations and their customers and partners.

    This shift creates large volumes of unstructured business communication data, making recovery of data complex while handling data loss, theft, or corruption cases.

    And the growing sophistication and number of cyberattacks are not helping to manage data-related risks.

    A secure, immutable, central archive can help you preserve email data in tamper-proof vaults for extended periods and ensure that the data is online, search-ready, and discoverable on demand.

    Related: Why Email Archiving services are needed

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  • 7. I use a cloud email service like Google Workspace/MS365, which gives me 30/50GB of storage per user. Why do I still need to archive email when my cloud mailbox storage is sufficient?
     

    Your end-users typically manage your cloud mailboxes and have full rights to delete and move emails. 

    Hence you are never sure if the mailboxes have all the emails the users ever sent or received. 

    Thus an inability to retrieve any data requested by the auditor or compliance officer can put your organization at a significant legal or compliance risk.

    Besides, you also run the risk of IP theft or data loss, which can financially cost your organization.

    As a data management best practice, having an independent, immutable archive of all your data will substantially de-risk your organization and improve your ability to respond to data access requests. 

    Learn more.

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  • 1. Why does the Manufacturing Sector need to invest in a Cloud Data/Email Archiver?
     

    Increasing adoption of digital technologies by Manufacturing is leading to large volumes of data carrying intellectual property, personal information, designs and more. And email is the ubiquitous carrier of this business critical information.

    Manufacturing companies, are frequently targeted for intellectual property, trade secrets, and patented designs and technology.

    Financial loss, brand erosion, and litigations are some of the major risks of an inadequate data retention policy or a lack of a robust data storage management system.

    Learn more: Why archive email

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  • 2. How does Vaultastic ensure data security at all times?
     

    Vaultastic delivers bullet proof security for your data using a multi-layered shared security cloud model. Some of the controls deployed are encryption at rest and in transit, role based access, WAFs, and more. Learn more.

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  • 3. The data volume keeps on increasing. Will the search be as seamless as it is now five years down the line?
     

    Absolutely. Vaultastic is a highly scalable platform that is agnostic to the size of data. It builds on the elastic cloud store to deliver a boundless storage architecture. Vaultastic’s ediscovery is engineered to find any data of any period from the Active store in a few seconds.

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  • 4. Is Vaultastic compatible with the current email storage infrastructure at our organization?
     

    Vaultastic supports a wide range of popular cloud and on-premise email solutions including MS 365, Google Workspace, MS Exchange, Zimbra and more. Learn about supported platforms here.

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  • 5. Can I provide access to the data depending on the organizational hierarchy?
     

    Yes. Vaultastic supports role based access, where you can define which vaults are visible to the user upon login. This is also a useful tool when providing selective access to internal and external auditors. Learn more here.

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  • 1. How does this Email Storage solution help me stay within my purchased mailbox limits of 30GB or 50GB?
     

    By deploying Vaultastic, you will automatically archive a copy of every mail to an independent, safe, and secure infrastructure. 

    Now it’s safe to delete emails from your active mailboxes since you will find them on Vaultastic. So, by deploying an automatic retention policy on your primary mailboxes (like retain emails of only the last two years and delete the rest), you can curtail the size of your mailboxes to stay within limits.

    Learn more about this email storage solution works.

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  • 2. Once I archive emails to Vaultastic, is it safe for me to delete aging emails from my primary mailboxes? Do I need to maintain another backup?
     

    Vaultastic delivers robust data durability and availability with a disaster recovery site that stores multiple redundant copies of your emails. A copy of all your emails is saved in Vaultastic’s extremely durable cloud storage (11 9’s of durability), ensuring that your chance of losing data is near zero. Learn more.

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  • 3. I practice periodically downloading old mail from my users’ mailboxes to PST files and storing them offline, which works for me. Why should I adopt Vaultastic as an Email Storage Management solution?
     

    These traditional methods are limiting:

    Manual process leading to low productivity: 

    Your IT Team, currently engaged in this work, can be doing something which adds more value to your business.

    Risk of Data loss:

    Since your capture is periodic, you will likely miss any added and deleted emails in the gap. Also, the human element and traditional storage devices fragment data and open it to tampering, theft, and loss.

    Difficult to find information:

    The fragmented, raw data makes it challenging to locate specific information quickly and accurately when requested during litigation or audits.

    Vaultastic’s data storage management tools address the above and more challenges faced in data storage and data management. Learn more

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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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  • 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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  • 1. Will Vaultastic optimize storage for emails spread across multiple email solutions and clients?
     

    Yes; it will. Vaultastic can capture emails in real-time from numerous email solutions into a central, consolidated repository. This repository will be deduplicated and tiered across the active and Open Stores to optimize costs.

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  • 2. How long will you keep older emails in storage because old clinical data may suddenly become relevant for newer drug trials?
     

    The duration of retention of emails in your Vaultastic vaults is entirely in your control. You can define separate retention periods for each vault if you so need. This feature could help you determine retention as per the person's role. 

    If you are concerned about the storage growth and cost escalation, you can leverage Vaultastic’s storage tiering architecture to move aging, infrequently used data into the Open Store. Learn more about Vaultastic’s stores.

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  • 3. Can I keep some email data on-premises while using your cloud-based solution?
     

    Sure you can. 

    Suppose you are subscribing to an on-premise archiving tool and also subscribing to Vaultastic. In that case, you can archive emails from some mailboxes into the on-premises solution and from the rest into Vaultastic. This setup is popularly called a hybrid cloud setup

    To clarify further, instead of an on-premises archival tool, you may also opt to store a backup of those emails on some local storage device (not recommended - high risk).

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  • 4. How do you ensure the confidentiality of data about drug discovery?
     

    Data ingested and preserved on Vaultastic is encrypted at rest and in transit. This means that only you and people authorised by you can access this data via the Vaultastic application. 

    Besides robust encryption, Vaultastic deploys a validated multi-layered scared security framework to safeguard your data in our cloud. Learn more.

    Our service is backed by an SLA and a detailed privacy policy. Read more in our trust center about why its safe to store your critical data on Vaultastic.

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  • 5. How will you support data in specific formats only proprietary software can interpret?
     

    Vaultastic ingests and preserves emails and their attachments “as received” in their original form. Vaultastic does not alter your data in any way. This immutability ensures that it will be original when you retrieve your data from Vaultastic. You can rest assured that your proprietary software can process it.

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  • 1. What are the prerequisites to deploy Vaultastic for Exchange Email Archiving?
     

    Deploying Vaultastic as an Exchange Email archiving solution is easy as getting started and configuring journaling on the Microsoft Exchange server.

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  • 2. My compliance needs have changed. Do I need to re-deploy Vaultastic?
     

    Not at all. Essentially, Vaultastic provides easy accessibility, extraction, and management tools for your data, which you can use per your business process. Thus, Vaultastic can maintain your data repository while you leverage the flexibility of Vaultastic’s rich cloud services to adapt to your new process.

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  • 3. Do I need to upgrade the email archive solution every year?
     

    No. Unlike on-premises archiving solutions, Vaultastic is a fully managed cloud-based service. We upgrade it automatically multiple times yearly to resolve issues, deliver new capabilities, and fix new security issues.

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  • 4. We are yet to migrate from our legacy system. How can Vaultastic help at this stage?
     

    Vaultastic can ease the pain of migrating large volumes of email data from legacy mailboxes and files reliably and cost-effectively. The whole process is automatic and hands-free, driving up productivity for your organization.

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  • 5. How do I train the resources on data search, access, and extraction?
     

    Vaultastic’s applications are intuitive and easy, needing zero to minimal training. Our team has made exhaustive documents and videos on how to configure and use the solution to support your initiative.

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  • 1. Why do I need to protect email data as a healthcare company?
     

    Current healthcare providers rely on emails for business communication with patients, staff, regulators, and partners.

    These emails carry a bulk of the sensitive and private data about patients, whether it be the latest test results, historical patient information, or medical prescriptions. 

    In the heavily regulated healthcare industry, maintaining this communication data secure and confidential is required to stay compliant and build patient trust.

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  • 2. I am using a reliable cloud email service that offers me 50GB or 100GB per mailbox, which is enough. Then why do I need a separate data protection system for my healthcare organization?
     

    Attempting to preserve emails in the active mailboxes is not a safe backup for your email data. These emails are prone to tampering, theft, accidental or intentional erasures, corruption, etc. 

    In other words, when you examine mailbox contents, you can never be confident that it has all the emails ever received or sent by the user. 

    This poor posture can undermine your reputation when you face a regulatory audit or litigation.

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  • 3. What are the key threats to my data as a healthcare organization?
     

    Email-borne threats are on the rise in the healthcare industry. Email is a popular carrier of dangerous payloads, including ransomware, phishing baits, malware, viruses, and more. 

    Distributed working is not making it easier to keep data safe and secure against hackers. 

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  • 1. How do I archive emails in Zimbra to help me with regulatory compliance?
     

    Zimbra supports a journaling feature that will send a copy of every email sent or received to the designated target when enabled. Vaultastic’s cloud archiving platform has a connector to ingest emails from Zimbra and safeguard them for regulatory compliance. In addition, Vaultastic’s rich cloud services enable easy, fast, and precise discovery to improve your compliance postures and audit readiness.

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  • 2. I have been losing my emails for a long time. How do I save emails in Zimbra?
     

    A reliable, robust cloud archive can protect 100% of your email data and make it indifferent to any action done on the email client. Thus, if your users  accidentally or intentionally delete emails, you can be sure to find them in the archive

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  • 3. I have stored all my emails in PST files for a long time; how can I import my PST files into Vaultastic?
     

    Vaultastic integrates new-age automatic migration tools to support significant volume ingestion of email data from mailboxes or files in PST, EML, or MBOX formats. You can configure jobs and upload the PST files into the tool to import them into the cloud archive.

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  • 4. I plan to migrate to the cloud in the future. How will my archive on Vaultastic adjust to the new email solution?
     

    Vaultastic’s cross-platform connectors will support your cloud migration initiatives by ingesting emails from the new solution. Vaultastic will add the latest data to the same central archive, which contains emails from your Zimbra server, thereby maintaining your data's continuity and integrity.

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  • 1. I am using a backup tool for my Amazon Workmail account. Do I still need an email archiving solution?
     

    A backup tool will periodically backup your data and enable a complete mailbox restoration when required. A backup however is not a substitute for an archive. An archive is a real-time continuous collection of emails in an immutable, secure store, elevating your data security and compliance posture. We advise that you must include email archiving for Amazon Workmail as part of your data protection strategy.

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  • 2. I have been downloading emails in PST format and storing them locally. Can Vaultastic import this into the archive?
     

    Vaultastic comes with modern automatic migration tools to support high-volume email ingestion from PST, EML, or MBOX formats and mailboxes.

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  • 3. Can I archive data for a select set of users instead of all?
     

    Yes, you can archive emails for a select set of users instead of all. Learn more here on how to configure journaling in Amazon Workmail.

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  • 1. What do you mean by the email backup process?
     

    When the original emails are lost or deleted, you can restore a backup copy of the emails. Email backups are a type of data security that protect email data by storing it in a different location.

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  • 2. Why is an email backup wizard needed?
     

    By allowing users to recover email content that may have been accidentally deleted or lost, email backups assist in the prevention of data loss. Backups extend the shelf life of your email messages and speed up the process of finding missing emails.

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  • 3. What are some of the challenges faced while backing up emails?
     

    Most backup solutions are periodic rather than continuous, as is Vaultastic. 

    One big challenge with periodic backups is that any activity between two backup runs, more specifically the addition and deletion of emails, may be missed. The discontinuous nature of backups reduces confidence that the backups carry 100% of your data. 

    Most backup solutions are also heavily dependent on the IT teams to operate, leaving the administrators overburdened with data recovery requests.

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  • 1. How can I ensure that my sales department head is only allowed to search the business communication of the sales team and nobody else?
     

    Vaultastic supports multi-level ediscovery based on the role of the user. For any user, you can define the vaults they are allowed to search. E.g., a department head is allowed to search only across the vaults of the members of the department, OR an auditor can search across all users' mailboxes, OR an IT team member can search across the vaults of all users except the VIP users.

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  • 2. If my auditors find a potential breach, how can they share this data with legal/compliance experts and the management?
     

    Traditionally, the breach data is downloaded and transported over email or any storage device. While this extraction method is possible with Vaultastic, we propose a better, more secure, and private method. Vaultastic supports an integrated case management tool, which allows you to securely and privately share breach data with internal and external exports. The experts can share their views within the case management tool and discuss to resolve the issue rapidly.

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  • 3. I have standard queries that I need to run daily to locate emails with potential policy violations. Is there any efficient way for me to do this?
     

    Yes, certainly. Vaultastic’s intuitive ediscovery interface is designed to boost productivity. It allows you to save frequently required queries and run them with a single click.

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  • 1. Who owns the data on the cloud?
     

    You own your data. We safe keep it for you. We are only the custodians of your data. Vaultastic confirms Data Compatibility and Portability with tools and devices for Mass Data Extraction if needed.

    Related: The Vaultastic Assurance

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  • 2. How is customer data privacy ensured?
     

    Vaultastic protects your data in the cloud using multiple layers of security, which build on the cloud shared security model. Some of these controls include encryption (at rest and in transit), identity, access management, and authorization, which means your data is accessible only by authorized people. Learn more

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    Viewed 312 Times
  • 3. How is cloud data storage better than deploying our servers?
     

    This article, comparing on-premises archival to cloud archival, should help answer this question.

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  • 4. How does Vaulastic deliver such high data durability?
     

    Vaultastic provides a highly available archive in the cloud by storing immutable copies of your email data in AWS's multiple geographically apart availability zones (data centers). The data is written simultaneously to both DCs, ensuring a near-zero RPO and, therefore, data durability of 11 9’s. Learn more.

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  • 1. How is cloud data retention and archiving better than on-premise storage?
     

    This article summarises the various ways in which cloud data retention and archiving is more modern and offers major benefits, which give your business an edge.

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  • 2. How can I transfer my data to the Vaultastic data retention solutions?
     

    You can ingest data into Vaultastic’s data retention solutions by

    1. Journaling active or live email from your mail solution. This will create a copy of every mail sent and received by your users, in Vaultastic.
    2. Import legacy data from your mailboxes or data files into Vaultastic.
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  • 3. Can I store data in different formats on the cloud?
     

    Vaultastic can ingest data in PST, EML or MBOX file formats. All of these are portable and compatible with a wide range of business and workplace productivity solutions.

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  • 4. Does Vaultastic offer an all-in-one email archiving solution?
     

    Absolutely. Learn more here.

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  • 5. How does Vaultastic ensure the security of archived data?
     

    Vaultastic protects your data using a robust multi-layered security framework adhering to stringent industry cybersecurity guidelines and audit principles. Learn more.

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  • 1. Does Vaultastic offer DDOS attack protection?
     

    Yes, Vaultastic secures your data at multiple layers above the infrastructure. using new-age cloud security tools and controls. DDOS prevention is one of the many controls offered by Vaultastic’s comprehensive security framework. Learn more.

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  • 2. How does Vaultastic encrypt data?
     

    Vaultastic uses 256-bit keys to encrypt your data at rest and in transit. This high level of encryption ensures 100% data privacy as your data is visible only to you via your console. Encryption in transit ensures that the information is not available to any sniffer or hacker who may try to intercept the flow.

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  • 3. Can Vaultastic’s team see my customer data?
     

    No. As explained in the answer above, your data is encrypted end-to-end, and only you can see it. The entire platform is self-service, which means that you and your team handle your data imports, exports, searches, and movements. Under no circumstances can our team access the content of your data.

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  • 4. Who owns the data on the cloud?
     

    You. Vaultastic is only a custodian of your data. We safe-keep it for you and enable easy egress when you need to export your data.  If the volume of data is not conducive for export over the wire, we can ship it to you on a physical medium too.

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  • 1. I already have an email backup system. Do I still need Vaultastic data-extract software solutions?
     

    A backup tool is periodic and is likely to miss new additions and deletions between two backup runs. Moreover, backup tools are typically designed for full system restores in case of disaster on the client or server. 

    On the other hand, an archive is a continuous capture of data as it is generated, which ensures 100% capture of information and easy recovery. 

    Using Vaultastic’s archival platform, you benefit from a single, central repository carrying live and legacy data, making data extraction simple and rapid.

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  • 2. Which are the compatible email clients whose data can be stored and extracted using Vaultastic?
     

    Vaultastic can ingest email data in the popular and standard PST, EML, or MBOX file formats. Data extraction from Vaultastic also happens in the PST or EML portable file formats.

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  • 3. How do I extract data for a particular mailbox from Vaultastic?
     

    You can search for specific emails in this mailbox using ediscovery and  download the search results or extract an entire vault (individual user mailbox) into a PST file or the far more versatile EML format.

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  • 1. Why do we need a separate archiving solution for Sendgrid?
     

    Sendgrid is a notification sending service with no provision for archiving your emails sent via the platform. Since preserving notifications is critical for your business, you must rely on an independent archiving solution for Sendgrid. Vaultastic is proven and delivers the best email archiving solutions for Sendgrid. Learn more

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  • 2. How do we ensure that the Sendgrid email archiving solution is compliant?
     

    Compliance with industry regulations and local laws requires you to preserve all email transactions in a certain way, e.g., resident in your country, end-to-end encrypted, discoverable, and more. Vaultastic, by design, delivers a compliance-ready email archiving solution for Sendgrid. Learn more

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  • 3. Is the Sendgrid backup solution automated?
     

    Yes, Vaultastic’s Sendgrid backup solution is fully automated. Once configured, Sendgrid automatically sends a copy of all notifications to the Vaultastic platform, in real-time, where they are preserved.

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  • 4. Will we incur additional costs in maintaining the archival?
     

    Since the archive is not part of your Sendgrid service, yes, you would need to pay the archival vendor like Vaultastic. We would like to highlight that Vaultastic works hard to optimize costs of your ever-growing storage and delivers up to 60% cost compression using multiple methods such as deduplication, storage tiering and more.

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  • 5. How do we integrate the archival solution?
     
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  • 1. How does Vaultastic data storage technology offer the best performance?
     

    Vaultastic is a cloud-native platform that leverages the scalability of the cloud to deliver massive ingestion capacity that auto-scales depending on the workload. Vaultastic builds a scalable indexing system on the elastic cloud store to provide an “infinite’ bottomless archive to accommodate ever-growing data in a search-ready form. These and many more modern architectures offer the promised high performance without the high cost.

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  • 2. What are the RTO and RPO SLAs that Vaultastic assures?
     

    Since the solution has an inbuilt redundancy via a disaster recovery site, all data is simultaneously written to multiple data centers to deliver 11 9s of data durability. The rock-solid reliability of Vaultastic provides a near-zero RPO and an RTO of a few hours.

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  • 3. How can I transfer business data to Vaultastic's cloud storage securely?
     

    Vaultastic offers advanced migration tools to automate and facilitate the job of importing large volumes of data in a swift, reliable way. Learn more.

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  • 1. How do I share the e-discovery results with my team or external auditors?
     

    You have several options to share e-discovery results. One way is to download the search summary (metadata only) and share that. The second way is to download the content as EML or PST files and share that. Another way is to use Vaultastic’s integrated case management tool to share and invite others to collaborate on the discovery with their recommendations.

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  • 2. Does Vaultastic support Office 365 e-discovery too?
     

    Yes. Once you set up Office 365 Email Archiving, Vaultastic has all the data from Office 365. You are now equipped to perform Office 365 e-discovery via the Vaultastic search console.

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  • 3. Can I provide restricted e-discovery rights to specific team members?
     

    Absolutely. It’s a common requirement that ranges from:

    • Enabling self-service for your users where each of them can log in and only search in their own vault.
    • Enabling department-level search where the department heads can search for data of their team members. 
    • Enabling auditor access where the auditor can search across the vaults of all users.

    Either way, you can also define exceptions. Learn more.

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  • 1. Can Vaultastic cloud cost optimization help me reduce compliance-related costs?
     

    Yes, it will.

    To stay compliant, you need to preserve all data long-term in a discoverable form so that you are ready to respond to queries quickly. Vaultastic’s multi-dimensional cost optimization methods will help you reduce retention costs, migration time, and expenses and help you with fast ediscovery to boost productivity. Learn more about legal and compliance solutions from Vaultastic.

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  • 2. Does the monthly fee include the cost of building redundancy and ensuring business continuity?
     

    Yes, the entire platform is fully managed and maintained by Mithi. The cost includes giving you an always-on guaranteed service at all levels. Our engineers work hard to deliver bulletproof security, rock-solid reliability, and highly scalable performance.

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  • 3. How can I migrate legacy data to Vaultastic in a cost-effective way?
     

    Traditionally, migrations are expensive since you must consider disparate data sources, types, and large volumes of data. Most migration projects need expert teams, continuous monitoring, and high bandwidth consumption. 

    Vaultastic delivers tools for hands-free bulk data migration across diverse data formats. It leverages advanced compression and massive parallel processing to minimize migration time and costs. For humongous data sizes, we also provide a service to physically ship the data from your premises to the cloud. Learn more.

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  • 1. Do I need data lifecycle management if I already use a backup tool?
     

    A backup tool is a point-in-time snapshot meant primarily to recover from the infrastructure's corruption, loss, or damage. A backup in no way can replace the functions of enterprise information archival. Learn more about how archival is different from backups.

    Once you start archiving emails to protect 100% of your data in a search-ready form, you will need data lifecycle management for several reasons. 

    Intelligent data lifecycle management tools efficiently manage your data as it ages, ensuring your costs remain controlled.

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  • 2. I use multiple email solutions for my company. Can I migrate all of my legacy data to Vaultastic stores?
     

    Yes. You can migrate legacy data from multiple solutions into a single, central data repository, making it super easy to manage and find information.

    Vaultastic’s automatic migration tools, which are easy, efficient, and cost-effective, import large volumes of data in diverse formats.

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  • 3. How can I access and search the data stored in the different Vaultastic stores?
     

    Each Vaultastic store is accessible over a self-service console making it super easy to find and retrieve data. Learn more here and here.

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  • 1. How can I automatically archive Salesforce emails into Vaultastic's Salesforce archiving solutions?
     

    You can configure Salesforce to archive a copy of all emails sent via the CRM tool to Vaultastic using the steps defined here.

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  • 2. Can Vaultastic access my CRM communication data?
     

    No. Your data is private and secure and accessible only to you via the Vaultastic application or API. Besides a host of security controls that protect your critical information, your data is encrypted at rest and in transit to ensure that nobody but you can access your information. Learn more about Vaultastic’s bulletproof security framework.

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  • 3. Does Vaultastic store all email attachments also?
     

    Vaultastic stores your archived emails in their original form, with all headers and attachments intact.

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  • 1. How does Vaultastic ensure cloud migration data security?
     

    All data movement from your environment to the Vaultastic cloud is encrypted end-to-end ensuring total security of your data during the transit. Once the data is in the Vaultastic cloud vaults, the data is protected by Vaultastic’s bulletproof shared security model across multiple layers. Some of these controls include encryption at rest, role based access, tiered storage and more. Learn more.

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  • 2. What are the different types of migration requests supported by Vaultastic?
     

    Vaultastic integrates Mithi’s Legacyflo cloud migration tool to deliver integrated cloud data migration services. Legacyflo supports a wide variety of data sources, data targets and request types. Learn more about the different migration request types supported.

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  • 3. How do I submit migration requests in Vaultastic's data migration software?
     

    This article explains the steps to submit a migration request.

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  • 1. What is Active and Tiered storage as mentioned above?
     

    Vaultastic has two kinds of storage services viz. Active or hot store and Open or cold store. The Active store contains email data which is indexed in real time ensuring that your data on the Active store is always search-ready. 

    To optimize costs, you may choose to split your data across the Active and Open store (tiering) based on the frequency of use. Typically the Active store contains recent email data, which is required on-demand. Fils, SaaS data and aging email data required infrequently can be moved into the Open Store. 

    Learn more here.

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  • 2. Which is the plan suitable for my use case?
     

    Your plan choice is primarily decided by your organization's size and data archiving requirements. The table below indicates the plan you can choose based on the speed and size of data growth and the type of data you want to archive. 

    Your organization profile You need to archive only 

    EMAILS.

    You must archive 

    EMAILS, FILES, and SaaS DATA

    SMB

    • 100-200 employees/users.
    • Low & steady data growth.
    • Frequent access to the archive.
    Power Durability
    Scaling organization

    • 200-1000 employees/users.
    • Rapidly growing data.
    • Long-term data retention is required.
    • Infrequent access to the archive.
    Durability Durability
    Large organization

    • 1000+ employees/users.
    • Large volumes of legacy data.
    • High volume & velocity of data generation.
    • Long-term data retention is required.
    • Infrequent access to the archive.
    Flexibility Flexibility

    We advice the Durability and Flexibility plans for rapidly growing data and large volumes of legacy data since these plans optimize Vaultastic for COST. 

    If you are still unsure about which plan is best for your needs, please contact us for a chat. Our experts are geared to answer your data management questions.

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  • 3. How much archive storage do I need?
     

    While planning your archive storage requirements, consider the following dimensions to arrive at a volume.

    Dimension Description
    Number of users (A) You are archiving data for these users/employees. 

    Some of these may be un-manned systems or shared accounts that are used for sending notifications, reports, and handling support. 

    Annual average data growth per user in GBs. (B) This storage growth typically spans between 0.1GB to 5 GB and can go up to 10-15 GB in some extreme cases. 

    The storage growth depends on your industry vertical and the user’s role. 

    From our experience working with 100s of customers, we’ve seen the following regular patterns:

    0.5 GB - Light usage with nominal use of attachments. Emails are mainly used for messaging. Approx 40 emails a day per user with an average size of 35KB per email. Small file creation averaging 1-2 files a day.

    1 GB - Medium usage with fair usage of attachments. Emails are used for messaging and transacting business documents. Approx 50 emails a day with an average size of 60KB. Mid-sized file creation averaging 2-4 files a day.

    1.5 GB - Heavy email usage with relatively large attachments. The whole business depends on Emails. Approx 60 emails a day with an average size of 70KB. Creation of large files, including media, averages 6-8 files daily.

    >1.5GB - Hefty usage. Typically unmanned system/notification email ids, heavy email users + file repositories.

    Volume of legacy data that needs archiving in GBs. (C) Most organizations carry large volumes of emails and files stored on offline storage devices or as raw data on cloud stores.

    You have PST, EML, or MBOX files for emails and pretty much any format files covering your business-critical data.

     

    Once you get the above numbers, you can apply the following formula to estimate your data storage requirements:

    Estimated storage required over the next 12 months = (A)*(B)+(C) 

    E.g., for a mid-sized manufacturing organization with 300 users, whose average annual growth per user is 0.5 GB and they are carrying 1TB of legacy data, their estimated storage requirement over the next 12 months is:

    300*0.5+1000 = 1150GB.

    If you are still unsure about how much storage you may need, please get in touch with us for a chat. Our experts are geared to answer your data management questions.

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  • 4. What happens if I consume all the storage I purchased? How do I add more storage to my archive?
     

    If you are on the POWER or DURABILITY plan, you can add storage in 100GB packs. Each 100GB pack adds 25GB migration credits to your account.

    Vaultastic operates on a trust-based license to reduce disruption and friction when upgrading resources. Irrespective of the plan you use, the system will not stop archiving data if your storage overflows beyond your purchased quantities, provide access to more users, or migrate more data than the plan supports.  

    Our systems monitor overflow usage monthly and will send alerts to keep you informed. Alternatively, you can watch your subscription status via the Vaultastic Usage Dashboard.

    If our systems suggest a resource or plan upgrade for your account, our team will contact you and start a conversation.

    If you are on the FLEXIBILITY plan, your storage auto-expands as your consumption increases. There is no intervention required from your end. You pay for the actual usage, which we meter daily.

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  • 5. How do I upgrade my subscription?
     

    Your upgrade path is defined in the table below:

    You can upgrade From To
    POWER plan FLEXIBILITY plan
    DURABILITY plan FLEXIBILITY plan
    FLEXIBILITY plan Not applicable

    As mentioned in answer above, Vaultastic operates on a trust based licensing. This means that we ensure your archiving, access or data movement never stops because you ran out of resources. Our systems monitor for overflow in usage and studies your growth pattern to suggest an optimal upgrade path. Our team will reach out in this scenario and discuss an optimal upgrade solution with you.

    Alternatively, contact us with your requirements, and we’ll be happy to help you with the next steps

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  • 6. How do I renew my subscription at the end of the year or month?
     

    Your subscription is automatically renewed as per your billing cycle. There is nothing for you to do. Here is a table explaining this:

    Plan Your chosen billing cycle How it works
    POWER plan

    DURABILITY plan

    Monthly Advance Receive an invoice at the start of your monthly cycle. E.g., if you subscribed on the 5th, you are billed on the 5th of every month.
    Annual Advance Receive an invoice at the start of your yearly cycle. E.g., if you subscribed on the 14th of Jan, you are billed on the 14th of Jan every year.  
    FLEXIBILITY plan Monthly in arrears Usage is metered daily and billed at the end of the month.
    Annual advance for estimated usage Pay upfront for estimated quantities at the start of your yearly cycle. Receive a bill on the same day every year.
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  • 7. What happens to my data when I upgrade my plan?
     

    Depending on your upgrade path, the data storage tiering is adjusted to the plan construct as explained below:

    Upgrade From To What Happens
    POWER FLEXIBILITY We do nothing. You now have the flexibility to define in what proportion you want to tier your data, and how many people can access this and more.
    DURABILITY FLEXIBILITY
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  • 8. What is the pay-per-use pricing model of the FLEXIBILITY plan?
     

    Pay-Per-Use allows you to use the data services you need without worrying about over or under-provisioning, keeping pace with your needs, and saving up to 30% over fixed provisioning.

    No long-term contracts. No minimum purchase. No upfront payment. No complex licensing.

    With this model, your storage, access, and data movement usage is metered daily and billed monthly in arrears or annually in advance based on estimated usage. 

    Pay-per-use will help you save up to @25% year on year and can be a great way to optimize cash flow.

    Get an overview on the pay-per-use model here, browse through faqs here and learn in detail here.

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