How can Vaultastic help organizations manage data for regulatory compliance and audits?

Vaultastic simplifies regulatory compliance and audit readiness by offering a centralized, immutable, and secure data archiving solution. It ensures that all critical business data, such as emails, information assets in the form of files, documents, videos etc, chat transcripts, and more is archived in a tamper-proof and search-ready format, adhering to stringent industry standards like GDPR, DPDPA, HIPAA, and financial regulations set by RBI, SEBI, and IRDAI. Vaultastic provides tools for customizable retention policies, enabling organizations to retain data for mandated durations while ensuring compliance with data privacy laws. Its advanced e-discovery capabilities allow auditors and compliance officers to quickly locate, retrieve, and export specific information, significantly reducing the time and effort required during audits or regulatory checks. Additionally, access logs and audit trails provide transparency and accountability, ensuring organizations meet governance requirements seamlessly.

How does Vaultastic enable secure data sharing and collaboration for audits and investigations?

Vaultastic enhances secure data sharing and collaboration during audits and investigations through its integrated case management tools. Instead of exporting and sharing data via traditional methods, Vaultastic allows authorized users to securely share search results and invite external auditors or internal stakeholders to collaborate within the platform. This method ensures that no data is moved outside the system, preserving its integrity and security. Role-based permissions control access levels, allowing read-only views or granular restrictions, while every activity is logged for transparency and accountability. Auditors and legal teams can review, comment, and recommend actions directly on the case, streamlining investigations and decision-making processes. Vaultastic’s collaborative approach reduces risks associated with data duplication, loss, or tampering and accelerates resolution timelines during audits and legal reviews.

What role does Vaultastic play in streamlining legal discovery and investigation processes?

Vaultastic plays a crucial role in simplifying and accelerating legal discovery and investigation processes by providing advanced e-discovery tools. These tools allow organizations to perform targeted searches across vast amounts of archived data using filters such as keywords, date ranges, sender/recipient details, and file attributes. Legal and compliance teams can locate relevant emails, files, or communications within minutes, significantly reducing the effort and time required for investigations. The platform supports granular data extraction in portable formats (like PST, EML and the original file format), ensuring that the data can be reviewed or presented as evidence. Additionally, Vaultastic’s case management tools enable teams to collaborate securely during investigations by sharing specific data without compromising its integrity. By automating discovery and enabling seamless access to archived data, Vaultastic empowers organizations to respond swiftly to legal and compliance requests.

Can I provide secured, selective access to mail vaults on Vaultastic to an external auditor in an audit scenario?

Yes, Vaultastic allows you to provide secure, selective access to mail vaults for external auditors, and this is a recommended practice to streamline audits. When you receive a data access request, you can enable read-only access to specific vaults for the auditor. Additionally, you can control whether the auditor can export, share or forward the data. Once the audit is complete, you can easily disable access, ensuring the process is both secure and efficient.

How do I share the e-discovery results with my team or external auditors?

Vaultastic provides multiple options for sharing e-discovery results. You can download and share the search summary, which includes metadata only, or download the content as EML or PST files for sharing. Additionally, Vaultastic’s integrated case management tool allows you to collaborate by inviting others to review the discovery results and provide their recommendations within the platform.

What do our financial services industry regulators expect from us?

Regulators in the financial services industry expect institutions to provide a reliable, secure, and always-on experience for customers while safeguarding all static and transactional data. This data must be stored securely for extended periods in an easily discoverable form, all within the country’s boundaries. Additionally, financial institutions must have strong risk management frameworks, internal controls, and reporting mechanisms to protect customer interests and maintain market integrity. Compliance with data privacy regulations and robust cybersecurity measures is also crucial. Since email is the primary mode of communication, regulators require financial institutions to securely preserve all financial-related email data, including communications from active and former employees, for 7-10 years, depending on the type of financial entity. Vaultastic helps institutions meet these stringent requirements by offering a comprehensive email archiving solution.

Does Vaultastic provide data residency within the country boundaries?

Yes, Vaultastic offers data residency options to ensure that your data remains within the country’s boundaries. As a cloud-based solution, Vaultastic allows you to select data centers located in specific regions or countries, ensuring compliance with local data protection laws and regulatory frameworks. This capability is particularly important for sensitive financial data, as it helps organizations meet data localization and sovereignty requirements while maintaining control over their data. Vaultastic’s data residency options provide peace of mind and ensure adherence to industry regulations.

Will Vaultastic encrypt all data per the cybersecurity guidelines of our financial services industry regulator?

Yes, Vaultastic encrypts all data in compliance with the cybersecurity guidelines of your financial services industry regulator. It employs advanced encryption techniques to protect data both in transit and at rest, ensuring that sensitive financial information remains secure. By adhering to these stringent regulatory requirements, Vaultastic helps financial services organizations mitigate the risk of data breaches, while maintaining the confidentiality and integrity of their data in full compliance with industry standards.

Does Vaultastic’s platform support a disaster recovery site, as per the guidelines of our financial services industry regulator?

Yes, Vaultastic supports disaster recovery in line with your financial services industry regulator’s guidelines. Vaultastic provides 11 9’s of data durability by storing immutable copies of your emails, files, and SaaS data across multiple geographically separated availability zones (data centers) on AWS. As a perpetual archive housed in an independent cloud infrastructure separate from your primary mailing solution, Vaultastic ensures that your archived information remain accessible for compliance on demand, even in disaster recovery scenarios.

Does Vaultastic adhere to the relevant data privacy acts of the government?

Yes, Vaultastic adheres to relevant data privacy acts, including the General Data Protection Regulation (GDPR), Digital Personal Data Protection Act (DPDPA) and other regional or national data privacy laws. Vaultastic operates under a shared responsibility model, where it ensures the secure storage and processing of data according to the specified requirements. The organization using Vaultastic retains control over which data to collect, store, and delete, aligning with their compliance obligations. For EU customers, Vaultastic applies this shared responsibility model to help them comply with GDPR and for Indian customers, Vaultastic applies this shared responsibility model to help them comply with the DPDPA. This framework ensures that customers' data is handled with the highest standards of privacy and security, while maintaining compliance with data privacy laws.

Compliance and Legal Readiness

During an investigation, how do I quickly search and extract my archived email data on Vaultastic?

Vaultastic provides role-based access to your archived data, allowing for efficient and secure searching during investigations. Depending on your needs, you can grant self-service access to individual vaults, department-level access, or full auditor-level access for selected users, reducing the burden on IT teams and improving productivity. Users or auditors can log into the Vaultastic app, […]

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, Vaultastic supports legal hold functionality. By default, all data in Vaultastic is immutable and read-only, with only the super-admin having the authority to delete entire vaults. Retention policies, if applied, can automatically delete older data. However, when a vault is marked for legal hold in Vaultastic, it becomes exempt from any retention policies and […]

The auditors want email data of specific users of a particular period in the PST format. Can Vaultastic do this?

Yes, Vaultastic can handle this request quickly and efficiently. Using Vaultastic’s deep eDiscovery tools, you can swiftly locate the required email data for specific users and time periods. Once the data is identified, you can easily export it in PST format to meet the auditors’ needs.

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FAQ Categories: Compliance and Legal Readiness

During an investigation, how do I quickly search and extract my archived email data on Vaultastic?

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?

The auditors want email data of specific users of a particular period in the PST format. Can Vaultastic do this?

FAQ Categories: Compliance and Legal Readiness

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