New Age Email Archival/Storage Solutions & Services

Challenges of a traditional email storage solutions

Why are Email Archiving Solutions essential?

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 are Unproductive & Expensive

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 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.

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

Benefits of 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

Make data more Accessible

Automate Data Management tasks

Why Vaultastic | Email Archiving 101 – A Comprehensive Guide for Businesses

Vaultastic - Email Data Management companion to MS 365 and Google Workspace - 2 min introduction

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The Vaultastic Edge for Email Archiving

Vaultastic, helps businesses centrally preserve, discover, and manage large volumes of email data with ease and considerable cost savings.

Centralized archive

An elastic archive keeps all your emails online and search-ready in durable, tamper-evident vaults to help you respond to compliance requests quickly, accurately, and with confidence.

Compliance Management

Deep e-discovery using boolean constructs on mail attributes, message content, and date along with legal hold capabilities, support compliance, and legal evidence requests

Multi-layered security

Building on AWS’s shared security model, Vaultastic delivers bullet-proof security “IN” the cloud to protect against cyber-attacks and ensures that your sensitive data stored on our platform is encrypted, immutable, and tamper-resistant.

Automated migrations

Vaultastic bundles automated migration tools for rapid and accurate ingestion of historical email archives into the central repository for long-term, durable protection of business-critical data.

Durable archive

As a perpetual archive in separate operational cloud infrastructure, Vaultastic delivers superior data durability (11 9’s), storing immutable copies of your email data in multiple geographically apart availability zones (data centers) of AWS.

Rich set of cloud tools

Vaultastic cloud email archiving solution provides a rich set of cloud and data services to efficiently & securely manage the operational and legacy data. Find a mail, support a large ediscovery, export data, govern information, and more.

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Best email archival solutions and services for your enterprises - Capterra reviews

Gartner reviews for best email archiving solutions/services from Vaultastic

Best email archive solutions/services features - Powered by AWS

Cloud email storage and archival solutions and software with AWS Partner Network

It took us almost 10 to 12 days to retrieve any data whenever a request was made with the risk of data being corrupted on the drives, looming large. We're now able to respond within an hour of any request with SLA backed guaranteed data availability.

- VP Group CIO in the Healthcare Industry

Overall this product is very much front line in terms of current compliance needs and competing with World leader peer solutions. We like integration with other surrounding data exchange layers and portability of data.

- GM in the Healthcare Industry

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

- EVP & CTO in the Finance Industry

Overall cost reduction. Deep searches are possible for easy and fast recovery of data. Strong security framework

- AVP in the Finance Industry

We needed to preserve the email data of former employees with on-demand access, at compressed costs. We also wanted to 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.

- Head IT in the Finance Industry

Our organization is using Vaultastic to help reduce the primary mailbox size, keep a safe backup of every mail sent and received by all the employees, and also be able to recover any lost mail or mailbox on demand.

- Manager in the Finance Industry

Vaultasitc seamlessly moved over 60TB of historical data to the cloud in cold storage as well as live archives which are search ready. Ediscovery enables us to rapidly search for specific email threads.

- IT Manager in the Finance Industry

Adheres to the cybersecurity guidelines of industry regulators such as RBI/SEBI/IRDAI and more. DR System Built into the system. Easy extractions of data result for sharing with compliance officers. Audit trails of all users logged and available on request.

- Manager in the Finance Industry

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.

- Chief Manager- IT in the Manufacturing Industry

Compliance with regulatory guidelines

Customers in 18+ countries

Disclaimer: The GARTNER PEER INSIGHTS CUSTOMERS’ CHOICE badge is a trademark and service mark of Gartner, Inc., and/or its affiliates, and is used herein with permission. All rights reserved. Gartner Peer Insights Customers’ Choice constitutes the subjective opinions of individual end-user reviews, ratings, and data applied against a documented methodology; they neither represent the views of nor constitute an endorsement by, Gartner or its affiliates.

Email Archiving service

Email Archiving service

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1. 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.

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2. 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

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3. 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.

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4. 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.

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5. 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.

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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

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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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Email Archival Solutions