Vaultastic is an email archiving solution to retain your mail data for the long term. It works on the principal of ingesting email data from your primary mail platform in-flight and storing it in safe tamper proof vaults, one per user.

It is often the case that businesses have large volumes of historical email data captured and stored in various mediums, over the years, to ensure readiness for compliance or data loss events.

The current methods of storing historical data in most organisations, make it risky, and not so useful since all this data is not online and therefore not easily accessible or searchable. Essentially, it is not online and not search ready.

Businesses are keen to de-risk on this front and figure out a way to leverage this accumulated wealth of information (70% + business critical data is carried in email) for business decisions, insights and knowledge discovery, recovery, in addition to being ready for information governance.


Historical data migration into Vaultastic is supported only for users subscribing to the DURABILITY or HOLD plan.


importing data into vaultastic

Copying email data from live mailboxes using IMAP

If you have live mailboxes (belonging to active or inactive users), which contain email data that needs to be migrated to corresponding user vaults on Vaultastic, we propose you do this via IMAP Sync.

Using this method, you configure sync jobs via your Vaultastic administration panel to copy data from your primary mail system, over the Internet to Vaultastic.

Vaultastic provides a DIY tool for performing such migrations as part of the administration tool kit.

It is important to note that most mail systems deploy bandwidth throttling to protect their systems from being overloaded and hence this method, while fully automated, would take a while depending on the data size per user account. E.g. we have seen several popular systems restrict daily download limits to 2.5GB per user, which means a 10 GB mailbox could take upto 4 days to complete.

The DIY migration tool allows you configure multiple parallel jobs to optimize the copy and increase output.

Bill Of Material

Internet bandwidth at the last mile Customer pays You pay carrier charges as applicable to move data from your environment to the Vaultastic cloud
Operations Team Customer pays Your team oversees this activity and performs this end to end, including configuring jobs in batches, monitoring the completion of jobs and ensuring all the data has been imported. Your team is well supported by a DIY portal, documentation and Mithi’s support staff
Tools Free with the Vaultastic subscription These are included with the Vaultastic subscription and are available as part of the administration toolkit
Any charge levied by your primary mail system to extract data Customer pays In case your primary mail provider will charge you to pull out data from their platform, this cost goes to your account.

Learn more about migrating data using IMAP sync here.

Copying static email data in PST/EML/MBOX formats

If you have accumulated email data in the popular PST/EML/MBOX formats in files stored across your devices and storage mediums, you can import this into Vaultastic using the process described below.

Step 1: Collate all the data in one place

This step simply makes it easy to manage this exercise by having all the data in place sorted into folders, where each folder contains all files with email of one user. If you do not already have your data sorted like this, then now is a good time to do this since you can only import data into Vaultastic corresponding to the target user account. This means that if ravi@acmecorp is a user, then only Ravi’s email data files in PST/EML/MBOX formats can be uploaded to Ravi’s vault in Vaultastic.

Step 2: Create an S3 bucket in YOUR AWS account to park all this data in the cloud

This step is about moving all your email data files and folders into the cloud first. Amazon S3 is an elastic cloud storage technology, which can hold all your email data with very high durability.

If your data size is not too large, you can choose to copy these folders and files via the Internet using the S3 browser. The “large” here is a relative term and it depends on your last mile Internet capacity. As a rule of thumb, if it takes more than one week to upload your data to AWS using the spare capacity of your existing Internet connection, then you should consider using the snowball.

Learn more about when to use snowball

Step 3: Convert & Import email data from your S3 bucket into Vaultastic

Vaultastic provides a DIY tool for performing such migrations as part of the administration tool kit. You can define multiple parallel jobs to pick up the PST/MBOX/EML files from your S3 bucket (Source) and convert/copy them to the corresponding user’s vault in Vaultastic.

Bill Of Material

Internet bandwidth at the last mile Customer pays If you decide to use the Internet as a medium, you pay carrier charges as applicable to move data from your environment to your AWS S3 bucket in the cloud.
AWS Snowball Customer pays If you decide to use the AWS snowball, you would be paying its rental and other logistic charges to receive the device from AWS and send it back to AWS.
Operations Team Customer pays Your team oversees this activity and performs this end to end, ordering for the snowball, creating an S3 bucket in your AWS account, including configuring jobs in batches, monitoring the completion of jobs and ensuring all the data has been imported. Your team is well supported by a DIY portal, documentation and Mithi’s support staff
Tools Free with the Vaultastic subscription These are included with the Vaultastic subscription and are available as part of the administration toolkit

Read more details about the process of migrating historical data here


  • Migration
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  • 1. Does Vaultastic support importing and converting NSF files?
     

    The Notes Storage Facility (NSF) database file is used by (IBM) Lotus Notes and Domino to store different kind of objects like e-mail, appointments and documents, but also application forms and views. Vaultastic can ingest these files, but after conversion to directly supported file format like PST/EML or MBOX. There are commercially available NSF to PST converters which can get this done.

    NSF to PST
    https://kevin.deldycke.com/2010/09/ultimate-guide-lotus-notes-mail-migration/
    http://www.importnsfpst.com/
    https://community.bittitan.com/kb/Pages/Lotus%20Notes%20to%20On-Premises%20Exchange%20Migration%20Guide.aspx
    http://www.nsfpst.org/

    PST To NSF
    https://www.systoolsgroup.com/outlook-to-notes.html
    http://www.psttonsf.org/convert-outlook-to-lotus-notes.html

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  • 2. Can I import historical data after I have started email archiving afresh?
     

    Yes. In fact, this is a highly recommended approach in which we suggest that you start archiving the moment you are on-boarded so all mail from that moment on are safely secured. After that you can work out a migration strategy, which includes what 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 historical data does not interfere with the live archiving.

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  • 3. Is there any limit on the amount of historical data I can upload?
     

    Upload of historical data is available only the users who have subscribed to the DURABILITY and HOLD plans of Vaultastic.

    The DURABILITY plan has a provision for unlimited storage, which means that you can upload any amount of data belonging to that user.

    The HOLD plan is billed by the storage consumed, but there is no limit on the amount of data you want to store for the HOLD plan users.

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  • 4. Why do you want me to copy my email data to an S3 bucket before importing?
     

    There are multiple reasons to the design of this architecture.
    1. The convert and import tool need an always available online nearby source to work effectively without interruptions. This would be a challenge if the tool was to directly access the email data from your environment over the Internet.
    2. The S3 bucket is in your account and by copying your data from your dispersed mediums such as USB drives, tapes, laptops and other devices to the cloud storage, you have consolidated and centralised the data in a highly durable storage, reducing the risk of losing data. This is more important since the covert and import function will run over time.

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  • 5. When should I use snowball to copy my data?
     

    This depends on the size of your data and last mile Internet bandwidth available at your environment. Learn more about when to use snowball

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  • 6. Does Mithi charge anything for historical data migration?
     

    The Bill of material tables in the methods described above enlist all your billables. In both cases, Mithi’s roles is to provide you the tools and the guidance to perform the migration, both of which are included in the subscription charges.

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  • 7. Why does Mithi not provide this as an end to end service?
     

    As per our privacy policy, we do not want to gain access to our customers’ data. Hence, we have worked very hard to create tools and design processes to enable a DIY system for our customers to support them in this effort.

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  • 8. Do I need to maintain the email data in my S3 bucket after its been imported into Vaultastic?
     

    This is entirely upto you, however its not required once the data has been successfully imported into Vaultastic. Once the data is in the vaults, you can search for information quickly and export it in multiple choice of formats at will.

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