Vaultastic

Start by connecting Vaultastic to your mail system, choose how messages are captured (journaling, SMTP relay, or connector), and set retention rules by team, region, or mailbox. Map roles for IT, compliance, and legal so each group sees only what they need. Turn on SSO and MFA, and decide who can create searches, export data, or place holds. From there, Vaultastic runs quietly in the background—ingesting mail and attachments, encrypting them at rest and in transit, and organizing everything under the policies you defined.

When a legal matter or HR review lands, open a case, add custodians, and build precise searches with Boolean logic, wildcards, proximity, date ranges, file types, and attachment text. Preview threads without downloading, tag results, and remove duplicates to shrink review sets. Save search templates for recurring matters and schedule them to refresh automatically. When you’re ready, export to standard formats with metadata and integrity hashes, or share a time-bound review link with outside counsel. Every action is logged so you can prove who accessed what and when.

For compliance and privacy teams, create a retention schedule tied to regulation or policy and apply it to groups or mail domains. Trigger legal holds with one click to suspend deletion for selected custodians. Use review workflows for defensible disposition—approve, purge, and document each step. Handle DSARs and FOIA requests by filtering on sender/recipient, timeframe, and keywords, then produce a complete package quickly. If you need to minimize exposure, redact sensitive snippets before sharing. Configure alerts for policy violations or abnormal spikes in captured mail so you can act fast.

IT can reduce primary mailbox bloat by moving inactive mail to the archive, taking advantage of storage tiering, compression, and deduplication to control costs. During offboarding, freeze a departing user’s mailbox, transfer ownership, and enforce a timed retention plan. For ransomware or accidental deletion, restore messages to a mailbox or download EML/MBOX/PST for import elsewhere. Use cross-tenant moves to merge domains after M&A, and APIs to automate onboarding, role assignment, and policy changes from your ITSM. Dashboards show ingest rates, search activity, storage growth, and hold coverage so you can plan capacity and prove operational health.