Challenges of Audit and Compliance Management

Organizations need to manage the risk related to information leakage and ensure regulatory compliance regarding supervision and reporting of email communications.

To ensure compliance, organizations often need the help of external legal experts, auditors, and enforcement agencies to review potential policy violations and decide the course of action.

Cost-effective long-term data protection with new-age tools for ediscovery, extraction, sharing and collaboration are the foundation of a productive legal, and compliance risk management setup.

It’s not easy, however.
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Protect your business against Data Risks

Vaultastic’s Agile Cloud Data Archiving addresses a wide range of data management use-cases for your information-driven business

Protect high-volume Current and Ex-employee Data at optimized costs

Enhance your Legal and Compliance readiness

Gain Control with Supervision and Oversight

The Vaultastic solution eases your burden of Regulatory Compliance management.

A central, consolidated data repository carrying active and legacy data, with powerful ediscovery, extraction, and case management tools, can mitigate this challenge almost entirely.

Using Vaultastic’s central cloud archive, your business can reduce the effort and time required to respond to investigation queries and comply with regulatory compliance audits.

Vaultastic can also ease how you handle legal challenges and compliance with government data protection and privacy laws such as European Union General Data Protection Regulation (GDPR).

It’s not easy, however.
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Vaultastic Solutions

Robust foundation to support Legal and Compliance management

Vaultastic delivers comprehensive compliance, e-discovery, and litigation support with new-age cloud tools for cost-effective, centralized, long-term data retention, deep ediscovery, legal hold, case management workflows, and data export in portable formats.

Related: Compliance with laws and regulations requires long-term data retention as a foundational IT strategy.

Immutable data storage by default reduces compliance and regulatory risk.

Regulators expect you to retain data as tamper-proof and immutable to serve as admissible electronic evidence in legal proceedings. Vaultastic’s data storage is immutable by default.

Ediscovery Automation features catch compliance violations proactively.

Deep discovery, with saved searches, can enable periodic single click re-runs to capture compliance violations proactively.

Secure, private, and effective case reviews involving external compliance teams

Detect potential breaches, flag them and share them securely and privately with selected internal and external auditors and legal experts.

Vaultastic supports easy tools for the stakeholders to post their views on the flagged content and have discussions to arrive at a decision.

This discussion also gets recorded with the flagged content as a lifetime record for future reference and learning.

Learn more

Self-Service ediscovery views for auditors boost efficiency

You can provide restricted self-service ediscovery access to auditors for specific queries and investigations to de-burden IT teams.

Key Facts:

$5b is the annual litigation spend by Indian Inc growing at 9% pa
$5b is the annual litigation spend by Indian Inc growing at 9% pa
(Economic Times)
searching and gathering information
9.3 hours average time spent by employees every week searching and gathering Information
(McKinsey)

Benefits of Vaultastic as your Enterprise Compliance Management solution

Single Pane of Glass

A single pane of glass helps you gain efficiencies while managing the regulatory audit and compliance process.

Increased Privacy during Case Management

The compliaince workflow tools reduce the risk of data leakage since the data under investigation can never get copied, downloaded, or shared from the app.

Learn more.

An in-built Disaster Recovery site

Improves data durability and availability with a perpetual archive backed by a disaster recovery site that stores multiple redundant copies of your emails.

Easier and speedier resolution of issues via an integrated process

Vaultastic’s integrated case management tool speeds up discussion and resolution of compliance violations. It also maintains a permanent record of all breaches and the discussions leading up to the answer, with timelines.

Data Residency to comply with Government regulations

Vaultastic offers a choice of regions for storing your data, ensuring compliance with data residency regulations of governments and industry bodies.

Reduce Legal and Compliance costs

Vaultastic’s deep e-discovery uses boolean constructs on mail attributes, message content, date, and legal hold capabilities to support rapid and accurate responses to compliance and legal evidence requests.

This fast search capability reduces risk and litigation costs.

Portable Formats to efficiently serve audit requests

Vaultastic enables easy export of the ediscovery results or an entire vault into portable format files for directly sharing with auditors and compliance officers.
Vaultastic: Data Advantage for every Enterprise

A quick preview of Vaultastic’s lifecycle data management services

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FAQs about Legal and Compliance management

  • Legal and Compliance management
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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.

  • 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. 

  • 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.

  • 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.

  • 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.

Why the Vaultastic Platform

Performance that Scales

Bulletproof Security

Multi-dimension Cost Optimization

Complete Data Lifecycle Management

Amazon WorkMail
Microsoft 365
Google Workspace
Microsoft Exchange
Salesforce
Freshdesk
Microsoft Onedrive
Google Drive
Zimbra
Skyconnect
mailEnable
CPanel
Simple Email System AWS
MDaemon
Postfix
SendGrid
IBM Notes
EML
PST
MBOX
IMAP

Vaultastic - cross-platform, centralised, and agile information archival

Providing protection, visibility, and for business-critical data to ensure business continuity & enable effective response to change
Continuous Monitoring and Management of Security Threats to build Cyber Resilience

Continuous Monitoring and Management of Security Threats to build Cyber Resilience

Automated monitoring, frequent periodic audits, regular training on best practices, continuous improvements, and ongoing system upgrades are a part of our active security management practice.

High Impact Data Management Use Cases   across businesses

Small Urban Bank
From fragmented data to centralized, search-ready data with near 100% durability, availability and super-fast ediscovery.
Mid Sized Financial Services Firm
Manage subcription and storage costs of ex-employee data retention as mandated by regulations.
Mid Sized Health Insurance
Build reputation, reduce risks with fast turn around on data requests for litigation.
Mid Sized Regional Bank
Retain historical data to comply with regularity retention guidelines and stay audit-ready.
Mid Sized Bank
Reduce risks of compliance penalties with fast ediscovery and flexible extraction tools.
Legal Services Firm
Perform ediscovery across user accounts for faster and more flexible data access.
Local Government Body
Reliably migrate data to centrally searchable, highly available repository, and deliver better citizen service.
Small retail tech
Gain visibility, responsiveness, compliance and legal readiness for customer communications.
Research and communication Services
Easy investigate customer issue escalations to improve service quality.
Manufacturing
Save on subscription upgrade costs by managing data better.

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
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