Google Workspace

Why you need a Separate G Suite Email Archive

While Google Workspace is a great workplace productivity platform for businesses, the native Google Vault as a G Suite email archive may not suffice as an enterprise-grade data protection platform for the modern digital age business.

The native capabilities in the Google Vault, G suite email archiving solution, are limiting:

As most regulations and operational practices demand, there is no redundancy for the data storage (the archive is on the same platform as the emails).
Since the archive and the primary data are “in place,” you run a significant risk of Data Loss if you delete users or reset licenses.
There are no Easy Migration tools to import and manage legacy email data efficiently and cost-effectively.
The discovery and extraction capabilities are not adequate to support knowledge discovery and compliance.
No Cost Optimization: More storage needs a plan upgrade, which can be an expensive proposition.
Poor Flexibility: Google Vault can only archive data from Workspace accounts. Hence any data on other cloud-based/on-premise mailing solutions or local email data files will need to be migrated to Workspace.
Data Residency choices are limited and only available to the buyers of the higher Enterprise plans.
No self-service for users, as only the administrators can use Google Vault. This limitation can increase the data recovery burden on already overworked IT teams.

These limitations in Google Vault can increase the risks of non-compliance for regulated businesses.

And managing these limitations burdens overworked IT and compliance teams and escalates data management costs.

Vaultastic is a powerful add-on for G Suite email archiving.

Vaultastic is an excellent Google Workspace backup solution for email archiving. It reduces the risk of data loss by storing immutable copies of your email data in multiple geographically apart availability zones (data centers) of AWS.Learn more.

As a perpetual archive in an operational cloud infrastructure separate from Google Workspace, Vaultastic assures that G Suite archive email is available for compliance on-demand.

Multi-level ediscovery supports user self-service, department-level search access, and auditor level full/partial access without IT team intervention.

Integrated collaboration tools easy compliance workflows and significantly improve response quality and time, thereby boosting compliance postures.

Vaultastic’s automated migration tools can de-fragment your legacy data stores and make a unified, single repository for easy discovery.

Vaultastic supports cross-platform email archiving from multiple mailing solutions and email formats such as PST, EML, and MBOX.

As your data size grows (and it will), Vaultastic can deploystorage tiering to segregate recent, frequently used emails in the Active (hot) store and aging infrequently used emails into the Inactive (cold) store to optimize up to 60% costs.

Benefits of Vaultastic as an independent G Suite email archive.

Vaultastic, a G Suite archiving add-on, reduces the risk of data lock-in since most cloud email solutions throttle bulk data extraction.
Vaultastic enables easy export of the ediscovery results or an entire vault into portable format files for smooth integration with email clients or analytic tools.
Vaultastic reduces response time to compliance, litigation, and evidence discovery requests.
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.
Protect against data loss caused by intentional or accidental erasures.
Reduction in IT cost since Vaultastic is a fully managed new-age service with automation tools and rich cloud services.
Enable self-service for end-users to boost productivity and reduce the burden on IT teams.
Strong ROI: Reduced storage costs, reduced effort by IT teams to manage data, protection from the financial risk of data loss, and the ability to use the more affordable Google Workspace packages add to a rapid ROI.

I already use Google Workspace on the cloud. Do I still need a separate archiving solution?

How Vaultastic works

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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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Live Case Study

We needed to preserve 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

Learn how this leading mid-sized financial services company (NBFC) saves over 70K USD annually and sees a 2.5x ROI. Please take me to the case study.

Vaultastic for Google Workspace

Vaultastic for GSuite

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1. Do we need to deploy any software or database on the GSuite setup?

No, G Suite administrators would need to configure mail Journaling rules to send copies of incoming and outgoing mail of the selected or all users to Vaultastic.

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2. Is there any plugin or extension to G Suite for Work?

No, the Vaultastic application is independent of the G Suite interfaces. Depending on the rights assigned by the Vaultastic administrators, end users can access their Vaultastic Vaults through a simple and secure web interface.

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3. Does Vaultastic maintain the data classification of G Suite for Work?

To keep the end-user interface simple, all emails are archived in a central repository and accessible to the user via an ediscovery UI. The user can leverage "saved searches" in the ediscovery interface to create any number of virtual folders accessible on a single click

Vaultastic has no knowledge of the folder structure or organization of emails on the primary mailbox.

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4. Do we need to deploy any software or database on the Google Workspace setup to enable archiving of email data?

No, you would use the Google workspace journaling capability to send a copy of every mail sent and received by selected users to Vaultastic.

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5. With Google Workspace on GCP and Vaultastic on AWS, will the email data be archived across cloud providers?

Yes. Configuring Vaultastic for mail domains hosted on Cloud email services such as Google Workspace (G Suite) ensures that a physical copy of every mail sent and received is available on the AWS cloud.

This multi-cloud strategy reduces your risk of vendor lock-in as you control your most critical data in an independent infrastructure.

Read More: Optimize costs on G Suite subscriptions – Maintain email data of former employees on inexpensive cloud stores like AWS S3.

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6. Can I archive emails of only selected users from my Google Workspace account?

Yes. You can archive emails only for a selected set of users using the journaling configurations on Google Workspace (G Suite).

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7. Can I migrate my legacy email data in PST formats?

Yes. You can add vaults (corresponding to mailboxes on your Google Workspace environment) and import your PST files into these vaults. The email data, once imported, is now available in a search-ready form.

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8. How do I access, search, and extract my archived email data on Vaultastic?

Vaultastic offers role-based access to your archive data.

Depending on your use case, you can enable individual user access, department-level access, or complete auditor-level access.

The Vaultastic app is a cloud web application accessed anywhere using a browser.

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