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A defense equipment manufacturer secured records and strengthened compliance confidence with cloud archiving

Compliance with cloud archiving
Vaultastic transformed the operations from a fragmented offline system to a secure, single source of truth with role-based access, thereby strengthening compliance readiness.

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About the company

businessman
Zero Touch
Location: N/A
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Industry: Manufacturing
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Users: 1,500+
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Data volume: 5+ TB
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Operations: Manufactures and supplies steel and engineering products for industrial and global markets
Existing systems: Microsoft 365

Why now?

As teams scaled and volumes of data grew, it created data retention challenges, putting operational continuity and data access at risk.

The difference vaultastic made

Before Vaultastic

  • Mailboxes swelled to 40–50 GB, straining Microsoft 365 storage and slowing performance
  • Accidental deletions and mailbox clean-ups caused permanent loss of critical records
  • Fragmented and multiple sources of truth created compliance gaps and weakened audit confidence
  • IT teams were consumed with constant recovery requests, creating inefficiency and stress while pulling focus away from high-priority tasks

After Vaultastic

  • Mailbox bloat was eliminated, reducing IT overhead and keeping manufacturing workflows uninterrupted
  • Every message was preserved in a tamper-proof archive, ensuring continuity of manufacturing records
  • Centralized, regulator-ready archive created a single source of truth, strengthening compliance confidence across manufacturing units.
  • Self-service, role-based access empowered employees to retrieve records securely, reducing IT load and improving continuity in core operations

Lack of centralized oversight was exposing the business to risk

Risk of accidental data loss with no independent protection mechanism

Compliance risks grew due to scattered, unsecured mail stores

Slow and fragmented retrieval reduced visibility into historical communication

Growing mailboxes drove up storage and management challenges

IT effort drained by repetitive recovery and discovery requests

The secret sauce: Centralizing fragmented mailboxes for regulatory and compliance readiness while securing data access

Vaultastic transformed the email management system into a secure, centralized archive that preserved records, simplified access, and improved confidence across workflows.
Under the Vaultastic hood               Business transformation
Archived emails into an immutable, tamper-proof repository Created a secure, single source of truth, building confidence in compliance and operational resilience.
Unifed discovery through a centralized console Accelerated audits and operational responses, improving continuity and productivity
Enforced regulator-ready retention with policy-driven storage Simplified compliance, turning audits into routine checks instead of stressful events
Reduced mailbox sizes through automated archival Stabilized information management, minimizing disruptions to manufacturing processes
Enabled self-service retrieval tools for users Empowered employees with secure, direct access, reducing IT dependency and minimizing chaos in daily operations
Optimized storage with tiered retention layers and policy-driven archiving Delivered over 47% savings on storage and management costs, making operations more cost-efficient

Why vaultastic was the right fit

These results were made possible by Vaultastic’s secure and auto-scale platform, designed to handle
high-volume information archival, helping create a scalable repository of information records and assets.

Tamper-proof, immutable storage on AWS cloud ensured regulator-ready compliance

Deep eDiscovery console enabled precise searches and instant retrievals

Lifecycle and retention controls streamlined mailbox management

Beyond the technology, Vaultastic ensured smooth adoption and ongoing continuity:

Vaultastic provided rapid support during critical audits and operational checks

Our team guided the teams at every step to minimize disruption during migration

Vaultastic’s ensured onboarding fit around the production schedules and workloads

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