Challenges of a traditional email storage solutions

Why are email archiving solutions non-negotiable?

In a fast-digitizing world, Email carries a bulk of the unstructured data and a significant portion of an enterprise's business-critical & sensitive information.

An average business user transacts 160 emails daily (as in 2022, source: Earthweb) Accumulating 4 GB of data in a year. A hundred user organization adds 400GB in a year

Businesses have no option but to preserve email data to meet regulatory compliance and adhere to local data protection laws.

Essentially Email Archiving Services are required to

  • Reduce Business Risks
  • Improve Compliance readiness
  • Stay Litigation ready
  • Optimize Storage Costs
  • Ensure Accessibility
  • Guarantee Privacy

Related: Why Email Archiving services are needed
80%-90%
Of the data we generate today is unstructured (CIO)
95%
Of businesses site the need to manage unstructured data as a problem for their business (Forbes)
80%
Or more of this unstructured data is stored in emails (Most global estimates)
60%
Business critical data is stored exclusively in email (IDC)

Some Symptoms of an inadequate email archiving service:

IT Team burdened with requests Difficulty locating business communications needed as electronic evidence Employees spend up to 1.8 hours every day locating information

Traditional email storage solutions will increase costs and effort

The volume, variety, and velocity of business communications make expedient methods unsuitable for long-term data protection.

Besides, these traditional preservation methods create data fragmentation and lack the flexibility and agility necessary to meet different Data Management needs. And are costly to maintain and refresh.
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Vaultastic’s Cloud Email Archive service can effectively solve these problems

Best email archival system that increases the visibility availability of business-critical data

Vaultastic increases Visibility and Availability of high volume business-critical data at optimized costs.

A central cloud repository and deep discovery tools make finding data of any period matching keywords and other attributes easy.

Rich cloud services ease data management and enable a wide variety of business uses, from data protection to supervision to legal and compliance readiness.

Email Archival Solutions that reduce the Risk, Cost, and Complexity in Managing Data

Vaultastic delivers extremely high data durability with redundant cloud stores and an in-built disaster recovery site.

Rich cloud services accessible via a single pane of glass make managing your data super easy.

Vaultastic’s modern email archiving service helps you retire tech debt, save up to 60% and improve productivity.

De-duplication, Pay-per-use, Automation, and Tiered storage deliver up to a 60% reduction in costs.

And a fully managed service does away with your need to maintain on-premises hardware, software, and specialized teams, thus helping you retire technical debt.

Deep, fast discovery, portable data extraction, automation and APIs, and self-service significantly boost productivity.

Related:

How Vaultastic works

The advantages of cloud email archival solutions over on-premises email archiving solutions
Single Pane of Glass
Dashboards
Deep Ediscovery
Easy Data Extraction
Optimizes Storage
APIs/Connectors

Get upgraded benefits with Vaultastic's Cloud Email Archival Solutions

A centralized and independent cloud repository with on-demand services for discovery and extraction enables simple high-volume data protection for organizations of any size at optimal costs.
Ensure Business Continuity
One of the best email archiving systems and solutions
Make data more Accessible
Make data more accessible with best email archiving solutions and software
Automate Data Management tasks
Best email archival solutions and systems
Vaultastic - Email Data Management companion to MS 365 and Google Workspace - 2 min introduction
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The Vaultastic Edge

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 in durable, tamper-evident vaults to help you quickly, accurately, and confidently respond to data access or recovery requests.
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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.
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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, storing immutable copies of your data in multiple geographically apart availability zones (data centers) of AWS.
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Rich Cloud & Data Services
Say Yes to High Productivity. Import data at scale, find data instantly, extract data in bulk, export data in portable formats, govern information, and more. Vaultastic provides a rich set of cloud and data services to efficiently & securely manage your active and legacy data.
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Data Lifecycle services
Say Yes to On-Demand. We engineered Vaultastic to manage 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.
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Up to 60% 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 strategies include powerful deduplication, storage tiering, pay-per-use, automation, and more.
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Email Archiving service

  • Email Archiving service
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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

  • 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.

  • 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.

  • 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.

  • 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.

  • 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

  • 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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