Business needs

Legacy Archive Data Management

Safely preserve legacy email archives for rapid and easy access during ediscovery, compliance, and recovery to support improved productivity.

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Vaultastic » Solutions » Business Needs » Legacy Archive Data Management

Legacy Archive Data Management is a burden.

The need for Legacy Archive Data Management

Business continuity

Often, emails store critical business information, which includes agreements, contract negotiations, commitments, issues, invoices, reports, notifications, and contacts.

60% of business-critical information is stored exclusively in email – IDC

Thus, the importance of email data makes it essential for you to safely preserve this information for extended periods to ensure business continuity, boost productivity and meet compliance goals.

Role Transition with Improved Productivity

As your employees move on, there is a growing need to allow their successors to access their historical emails to support a smooth role transition in context.

Enhance Audit Readiness and Regulatory Compliance Postures

Suppose you are a regulated industry. In that case, and by law, you must retain a copy of all emails in immutable storage, be ready to prove that the information is secure, replicated, tamper-proof, and maintains an audit trail.

Reclaim active mailbox space.

If your mailboxes are hitting limits, you can avoid expensive plan upgrades by offloading aging data to your cost-optimized archives and making it available to your users.

Gain Competitive advantage

If you discover information on-demand, you can unlock the value trapped in historical email data and leverage email data as an asset by finding reusable knowledge pieces, conversations, and usage patterns and gaining business insights using analytics.

What’s the problem with conventional Legacy Archive Data Management practices?

Low productivity caused by Data Fragmentation

Large volumes of former employees’ email data, aging email data of critical users, and fragmented backups compound over time.

This data in various formats resides on offline backup media, servers, disabled mailboxes, end-points, and other archiving solutions.

Managing this, locating information, and retrieving it quickly when required is exceptionally daunting.

High Risk of Data Loss

Traditional preservation methods for legacy archives increase your risk of data loss and corruption, leading to poor data integrity. The lack of confidence that all data is secured and can be retrieved on-demand can severely hamper trust and reputation with your customers.

Severe Non-Compliance Penalties

Inability to withstand rigorous audits and comply with regulatory requirements can attract penalties that cost you money, time, and reputation.

Your slow response to data access requests by auditors or compliance teams will exaggerate your business risks.

Difficult and Expensive Migrations

You will typically find legacy data on end-points, disabled mailboxes, offline storage devices, mail servers, and archaic archival systems.

And these distributed systems that contain the information you wish to import have various challenges with exporting it in the accepted portable formats.

Delays in Legacy Archive Data Management occur due to the difficulties in exporting data from these various systems and the manual effort required to convert and import it into the archive.

Vaultastic Legacy Archive Data Management delivers on-demand access to historical data.

Vaultastic overcomes traditional Legacy Archive Data Management challenges with a centralized perpetual repository, automatic migrations, and rich on-demand cloud services.

At Mithi, we are helping organizations like yours migrate large volumes of legacy email data from fragmented stores across the organization into reliable, secure, and always-available email archives.

Highly Secure, Resilient, and Encrypted storage lays a Strong Foundation.

Central, secure, consolidated storage of all your email data gives you tremendous flexibility and control to rapidly find email data of any period using ediscovery.

Reduce compliance and regulatory risk with data immutability.

Your Industry Regulators expect you to preserve immutable data with auditable chains of custody to serve as admissible electronic evidence in legal proceedings. Vaultastic delivers.

High-Speed Migration to boost productivity

Valuable legacy data stored using unwieldy mechanisms can be made more accessible by moving it to the cloud.

Resilient migration tools supporting various email data formats and sources can help reduce the challenges of importing large volumes of legacy email data from the traditional storage and archive environments on-premises.

Reduce Data Storage Costs by up to 60%

Vaultastic Open Store can protect Legacy archives while the Active store preserves live email data. This storage tiering architecture will optimize the costs of long-term retention of high-volume data by up to 60%.

In addition, automated migration and pay-per-use pricing for on-demand services further optimize your cash flow and substantially reduce storage and access costs. Learn more

Vaultastic stands out as a Legacy Archive Data Management platform.

Uphold your Legal Posture with Data Residency

Vaultastic enables data storage in several regions, ensuring compliance with your governments' and industry bodies' data residency regulations.

Portable Formats to boost Audit readiness

You can easily and quickly export the eDiscovery results or an entire vault into portable files for directly sharing with auditors and compliance officers.

High Data Durability and Availability deliver peace of mind.

In-built Disaster Recovery delivers an endless cloud archive with high data durability and availability by storing multiple redundant copies of your emails in geographically separate cloud availability zones.

Multi-Dimension Cost Optimization keeps costs under control.

Vaultastic engineers work hard to compress your data management costs using deduplication (up to 47% storage reduction), automation, and storage tiering to bifurcate active and legacy archives, pay-per-use, and more.

The Data Custodian promise

Your data is yours alone. We only safe keep it for you. Vaultastic, by design, supports easy data in and easy data out. If the volume of data is too large for the wire, we also support physical data shipment to/from your environment and the AWS cloud.

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Why the Vaultastic Platform

The new-age Vaultastic platform helps businesses securely and efficiently manage large volumes of data with considerable cost savings and total peace of mind.

Performance that Scales

Say No to Data Fragmentation.

A scalable, elastic archive keeps all your operational and legacy data online and search-ready.

Your information is maintained in durable, tamper-evident vaults to help you quickly, accurately, and confidently respond to data access or recovery requests.

Bulletproof Security

Say Yes to Peace of Mind

Building on AWS’s shared security model, Vaultastic provides a comprehensive cloud security framework beyond just security settings.

It ensures uninterrupted monitoring and closed-loop feedback for long-term mitigation of risks to build cyber resilience.

Rock Solid Reliability

Say Bye to RTO/RPO anxiety.

As a perpetual archive in separate operational cloud infrastructure, Vaultastic delivers superior data durability (11 9’s) and high availability.

This level of reliability is achieved by storing immutable copies of your data in multiple geographically apart availability zones (data centers) of AWS.

On-demand Data Services

Say Yes to High Productivity.

Import data at scale, find data instantly, extract data in size, export data in portable formats, and more.

Vaultastic provides a rich set of data services to efficiently & securely manage your operational and legacy data

Complete Data Lifecycle Management

Say Yes to On-Demand.

We engineered Vaultastic to collect your data and optimize costs using specialized tools across the complete data lifecycle.

Cutting-edge tools support the transition of legacy data -> live/active -> reference -> Inactive, and finally, -> out-of-use. data.

Multi-dimension Cost Optimization

Say No to High Costs.

Vaultastic optimizes data management costs along multiple dimensions to deliver ongoing unbeatable savings even as your data size keeps growing.

Some methods include powerful deduplication, storage tiering, pay-per-use, automation, and more.

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Testimonials

★ ★ ★ ★ ★

Very promising and visionary futuristic product

Overall this product is very much front line in terms of current compliance needs and competing with World leader peer solutions.

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- GM in the Healthcare Industry

★ ★ ★ ★ ★

Innovation And Solutioning At Its Best

Innovation and solutioning at its best: It has been a great experience working with Mithi. Specially in the servicing part there support is commendable. They are good at providing simple and innovative solutioning.

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Head - IT Application And Support in the Healthcare Industry

★ ★ ★ ★ ★

The Archival - peak to bottom

We needed to preserve email data of former employees, reduce the license cost and cost of ever growing mail data, while staying compliant as per regulatory requirements. Vaultastic helps us achieve the above objectives, effectively.

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- Head IT in the Finance Industry

★ ★ ★ ★ ★

Good Product with Easy interface

The archival was always an issue in an on-prem solution. Compliance and Risk deparments always wanted a quick retrieval of archived email which we are now able to deliver on time.

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- EVP & CTO in the Finance Industry

★ ★ ★ ★ ★

Overall experience with product was Technically excellent as well as economical.

Mithi team was persistent and helped our team to smoothly meet our compliance requirements and were able to implement as per the proposed timelines. Their support is outstanding.

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-Chief Manager - IT in the Manufacturing Industry

★ ★ ★ ★ ★

Must use vault solution for you important data.

Have been using Vaultastic for the last three years now, and have never faced any issue is the above features. The features provided are useful. The version 4 is more feature rich, and I am excited to use it.

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- Person in the Enterprise Architecture and Technology Innovation role

Legacy Archive Data Management

Legacy Archive Data Management

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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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.