Legacy Email Data Management

Why is it important to preserve legacy email data

60% business critical information in email: These email often contain agreements, contract negotiations, commitments, issues, invoices, reports, notifications, contacts, etc., which makes it essential for the organization to preserve this data securely for extended periods of time to ensure business continuity and meet compliance goals.

Smoothen Employee Transition: There is a growing need to allow employees to locate historical email from their predecessors’ mailboxes to support a smooth transition of the role along with maintenance of context.

Meet Regulation Compliance: Organisations operating in regulated industry sectors, by law, must retain a copy of all email in an immutable repository and be ready to prove that the information is safe, replicated and tamper evident and provide tools to discover & extract information on demand.

Unlock Trapped Value: From an opportunity perspective, organisations who preserve email and can discover on demand are in a strong position to unlock the value trapped in historical email data and leverage email data as an asset by finding reusable knowledge pieces, conversations, usage patterns, and run analytics to gain business insights.

Challenges with preserving legacy email data

Data Fragmentation: As employees come and go, their email data is collected and stored on various mediums such as tapes, drives, suspended mailboxes, endpoints, etc., creating fragmentation of the data, spread across the organization.

These traditional methods of preserving historical email data in most organizations increase data related risks and are not useful since all this data is stored in the raw form, making it difficult to access and search. Penalties for non-compliance can be severe and costly.

Data related risks: Businesses are keen to de-risk on this front and figure out a way to centrally preserve all their legacy email data in a secure environment, be ready for regulation compliance and leverage this accumulated wealth of information (70% + business-critical data is carried in email) for business decisions, insights, knowledge discovery and extraction.

Migration to cloud: However, migrating all this fragmented information from traditional archive environments into a central cloud environment can be a time consuming, human intensive and difficult.

Solution : Data Migration to Cloud

Protect the value in legacy email data and make it available easily, and on demand.

Automated migration tools supporting various email data formats, can help reduce the pain of migrating large volumes of legacy data from the traditional archive environments in-premise.

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

Discovery ready email data lake: Our historical data upload tool supports this process with automated jobs to ingest email from various sources and in various formats, improving your productivity. The imported data is indexed and preserved securely in the HOLD repository of Vaultastic to create an email data lake and is available for discovery on-demand to various stake holders.

Our archiving and ediscovery platform, Vaultastic, is an elastic cloud-native email data management solution making email data secure, accessible & useful while lowering Business Risks, reducing the operational and capital expenses and ensuring compliance readiness.

The Vaultastic Edge

The following capabilities can help address the specific challenges of legacy email data migration and management:

Automated historical data upload tools

Users can either migrate data directly from their live mailboxes or upload PST/EML/MBOX files at their own pace putting users in control of their schedules and projects.

Combined email archive for live and legacy email

A single repository with a combined ediscovery access increases the value of the data by making all data available instantly.

Comply with Data Residency regulations

A choice of region for storing your data, ensuring that you can comply with the data residency regulations of your industry.

Protect against cyber-attacks with Multi-layered Security

A tight multi-layered security protects against cyber-attacks and ensures that your sensitive data stored on our platform is encrypted, immutable and tamper resistant.

Timely compliance response with long term online retention

An elastic archive, which keeps all email of any period safe, online and search ready in durable, replicated tamper evident vaults, to help respond to compliance requests quickly.

Advanced Ediscovery & Extraction for an accurate compliance response

A RBAC based self service to perform deep ediscoveries with Boolean combinational queries of keywords, mail attributes and extract results in popular formats for an accurate response to compliance requests.

Customer Success Stories

Effortless Functionality

The experience with this software has been great. It has all the key features that we were looking for. We are using this to archive emails of the top management for ease of maintenance and retrieval.
Mr. Jatinder Singh
Manager I.T.,
Acuity Professional

Intuitive User Interface

It's easy to look for emails inside the archive and we are very happy with the functionality, which the application provides. All emails are synced seamlessly with the archival system, keeping a safe copy of every email.
Mr. Anjan Kar
General Manager I.T.,
Cashpor Micro Credit

Zero maintenance

Vaultastic provides an easy to use self-service portal for our users helping us to respond quickly & accurately to compliance requests. It is a true SaaS with No infrastructure, No manpower, & No maintenance required.
Mr. Ulhas Dhamale
Sr. IT Manager,
GS Mahanagar Co-op Bank
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