This email data management mastery series aims to educate and share Myths, Facts, Best Practices, Technologies along with live case studies. In this webinar, we take a look at the different types of quick fix backup solutions that organisations commonly deploy, why these are not effective in the long run and how a cloud email archival solution can help fix these problems and improve productivity in a cost effective manner.

1. How an email archival
solution can improve an
organization's productivity
SEPT 19 2018
3:00PM – 3:30PM IST
LIVE WEBINAR Mr. SUNIL UTTAM
Co-founder &
Principal Solution Architect
Mithi Software Technologies

2. Much (70% plus) of business
critical knowledge is contained
in email and attachments.

3. Email has become a default notification mechanism
for a lot of digital systems.
Every thing from IOT systems to E-commerce portals
generate an email
As business has become more digital, organizations need
to preserve it so that when individual employees come and
go, their email records continue to be available.

4. THE STATE OF EMAIL ARCHIVAL THAT WAS
(& in many cases still is)

5. Traditionally,
archiving has been about
storing data, safely, over
the long term

6. Traditionally,
archiving has been about
storing data, safely, over
the long term
with the intention of being
ready to cater to post
mortem incident
investigations or forensic
analysis.

7. However, packing off data, typically splinters it
across storage volumes & mediums
& renders it pretty much unusable
when required "on demand"

8. Backing up data onto USB drives
every week
Journaling email of multiple users
into a single archive mailbox
Archiving data to local PCs
Taking periodic server/backend
backups
THESE ARE SOME TRADITIONAL METHODS TO STORE HISTORICAL DATA

9. These methods give rise to a
number of drawbacks which
can put organizations at a
greater risk of data loss

10. But what are the drawbacks of the
traditional methods of archival?
Let's have a look

11. MIXED MAIL
The mails of all the users are collected into
one location, making it difficult to sieve
through the mail, in case you need to
recover the mail of a specific user or a few
users.
1

12. LIMITED STORAGE
With a backup on premise or in a many to
one system, you get restricted with the
amount of storage available. As your users
grow, you will have to either buy additional
storage or find a way to manage the
growing store.
2

13. NO SELF HELP
With the mails of all the users in one
platform, individual users cannot access
these backups, as this could cause privacy
issues, thereby reducing the productivity of
both individual users and the IT team
3

14. NO DEEP SEARCHES
These methods of storage do not allow for
any deep indexing, making it extremely
difficult to perform eDiscovery searches for
understanding patterns or discovering
knowledge of a certain type.
4

15. NO COMPLETENESS GUARANTEE
Due to the periodic nature of the
"Capture" function, it is likely that the
changes between two backups will be
lost.
5

16. NOT TAMPER PROOF, THEREFORE
NOT IMMUTABLE
The backups are stored on devices,
which can be easily tampered with
by the custodian, rendering the data
"not immutable"
6

17. Thus, maintaining and accessing historical archives
(Capture, Storage & Access),
is a human effort intensive activity
&
is prone to take very long.

18. Business performance &
productivity takes a hit
when institutional knowledge is
dispersed, inaccessible or lost.

19. The Present & Future
Of Email Archival
Platforms

20. • maintains knowledge online
& search ready
• reduces risk
• helps employees become
more productive. Lets see how…
A centralized approach using
a cloud-based email
archiving system,

21. COMPLETENESS OF ARCHIVE
In-line archiving means that incoming and outgoing
messages are captured automatically, before
delivery to the user.
This process ensures that every email is captured,
stored, without any human intervention, meaning
that you never have to worry about losing mail. Post
delivery, any action by the users on their mailbox
has no impact on the archive.

22. END USERS GET RID OF NON-PRODUCTIVE ROUTINES.
Automated Archival reduces the need of user
intervention in the capture & store process.
Thus, users - are no more compelled to delete emails,
keep local archive of emails on their own PCs, deal with
bloated inboxes, or sort/filter historical emails into
subfolders.

23. Archival enables a hierarchical storage architecture, with a
smaller primary mailbox based on retention
End users experience a faster client performance in sync and
search and a faster mail server performance due to reduced
storage consumption. Moving historical email off the corporate
network reduces the need for extra storage, extra backup
capacity and extra management.
Cloud archiving platforms like Vaultastic, offer "infinite"
contiguous storage at a fraction of the cost of in house archiving
AUTOMATE DATA MANAGEMENT & REDUCE STORAGE REQUIREMENTS

24. IMPROVED BACKUP PERFORMANCE
With archiving the load on the primary mailboxes
can be reduced with no risk
Keeping the storage consumption less on the
email server, makes it easier to backup and also
reduces the network backup time.

25. NO LOCAL STORAGE OF EMAIL REDUCES SECURITY RISKS
Data security is a prime concern for businesses
Traditionally users are trained to offload extra or older data into
local folders and back them up using USB or external drives,
which puts the data at great risk. Stolen, corrupt, infected
laptops are common place.
With a central cloud email archiving system, you can freely
implement an automated retention policy on local mailboxes
with no action required by users, thus reducing impact of these
weak links

26. INSTANT DISCOVERY OF KNOWLEDGE, NO MATTER HOW OLD OR WIDE
Compliance officers and Managers spend a lot of time
looking for information
Archiving solutions are engineered for more efficient search
and retrieval. Since all data is in one place, its easier and
more efficient for authorized users to search across mail of
all users.
There is no need for unproductive manual searches of
multiple PST files, old archives of ex-employees, and other
splintered data pieces.

27. END USERS AUTHORISED TO SEARCH DEEP
Workers spend a lot of time looking for information
Archiving solutions which enable end users with a
self service portal to discover and recover mail
without intervention by IT Team, can bump up
organization productivity, many fold.

28. FAST RESPONSE TO LITIGATION SUPPORT
Litigation support is gaining prominence in
organizations as they go global
A central email archive with a strong
ediscovery and recovery tool can help find
and extract the required information,
quickly and efficiently, providing timely and
complete support to litigation.

29. COLLABORATE ON SEARCH RESULTS
Knowledge or breach discovery needs to be quickly shared with
stakeholders for comment, action
An integration with a collaboration tool like Ideolve can help
share information quickly. Information once searched can be
uploaded to Ideolve where they can be tagged to mark, group,
organize them for future use.

30. RICH DISCOVERY TOOLS TO DIG DEEPER ITERATIVELY
Ediscovery with stored & combinational queries, make it easy to
track/watch information and patterns
The email archive is the Corporate intelligence and is central to
the organization's institutional knowledge.
This knowledge continues to grow despite people coming or
going and is an invaluable way to retain and build the brain of the
organization.

31. REUSABLE SEARCH QUERIES
Keep a tab on critical pieces of information or help maintain
oversight on the business communications.
Use them like “tags” to the data that allows you to pull out certain
kinds of information with a single command.
Refine a query until it is precise and save it for repeated use
Capture specific use cases by industry, department or business
process in the search queries.

32. CONCLUSION
Thus, email archival is not just about backup or compliance.
The productivity and performance gains realized through a
cloud archiving solution are compelling, providing a definite
positive impact on the bottom line, and also enabling the
organization to redeploy their existing human resource on
core business initiatives.

33. ABOUT VAULTASTIC
Rapid Adoption of the cloud based services
• Vaultastic storage grows at 3GB/sec.
• Mithi cloud transacts 2 million +mails daily
• Currently managing over 25TB of archived email.
( All these emails are indexed, online & search ready. )
• Receive index & store about 400,000 mails a day

34. OUR CUSTOMERS

35. RECENT AWARDS & RECOGNITIONS
CORE
PARTNERSHIPS

36. TRUST

37. UNLIMITED Q & A
Alright, Lets talk until you run out
of questions...SHOOT !

38. for attending this webinar
Drop in your queries at
sales@vaultastic.com
For more info contact
www.vaultastic.com