Automatic Storage Managetment for Active Store

Automatic Storage Tier Management for Active Store

In Vaultastic’s hierarchical storage architecture, newly archived email and chat data is first stored in the Active Store.

Data may arrive through:

• Email journaling or forwarding

• LegacyFlo ingestion jobs

• Vaultastic ingestion APIs

The Active Store is optimized for:

• Immediate search

• eDiscovery workflows

• Supervision and investigation

However, retaining all historical data in the Active Store is not cost-efficient.

Vaultastic therefore supports automatic lifecycle-based storage tiering, where aging data is moved from:

Active Store → Open Store
or
Active Store → Deep Store

Once data is successfully copied to the target store, it can be removed from the Active Store.

If the data is needed again for investigation or discovery, it can be restored to the Active Store.

This automated tiering:

• Keeps the Active Store footprint optimized

• Preserves long-term retention

• Ensures data safety and recoverability

Configuring Automatic Storage Tiering

Automatic storage management defines how Vaultastic moves aging data from the Active Store to lower-cost storage tiers.

Scope: Configuration is applied at the Vaultastic domain level.

Enable automatic storage management

1. Log in to Vaultastic using a Senior Admin account (typically postmaster@<vaultastic-domain>).

2. Open the Admin Panel.

3. Select the Vaultastic domain.

4. Expand Storage Management.

5. Enable Auto Storage Management.

Choose the data organization model

When data is moved to the Open or Deep Store, Vaultastic organizes it using one of two models.

Storage efficiency considerations

Define Active Store retention

Specify how long data should remain in the Active Store before it is automatically tiered.

Example:

If

• Active Store retention = 1 month and
• Today is May 1

Deletion occurs only after successful verification that the data was copied in the previous cycle.

Select the destination storage tier

Choose where aging data should be moved:

• Open Store – searchable file archive with immediate access

• Deep Store – long-term preservation requiring restoration before access

Select archive file format

Specify the file format to create in the destination store.

Save configuration

Save the settings.
The configuration becomes active from the next automation cycle.

Automation Schedule

Storage lifecycle automation runs monthly.

During each cycle, Vaultastic:

1. Copies aging Active Store data to the configured destination store.

2. Verifies successful copy.

3. Removes older data from the Active Store.

All movement operations are executed through LegacyFlo automation jobs.

Monitoring Automatic Storage Management

Administrators can monitor lifecycle operations using the following tools.

LegacyFlo Requests Dashboard

The LegacyFlo Requests Dashboard shows the status of automation jobs.

Lifecycle operations appear as:

• Copy to Open Store

• Copy to Deep Store

• Remove from Active Store

Use this dashboard to confirm:

• job execution status

• completion results

• any failed requests.

Open Store / Deep Store Applications

You can verify archived data files using the store applications.

Steps:

1. Log in to Vaultastic.

2. Open the Open Store or Deep Store application.

3. Search for files using:

   • vault ID

   • archival month

4. Download metadata or files if required.

Usage Dashboard

The Usage Dashboard provides visibility into storage distribution.

Administrators can track:

• reduction in Active Store storage

• growth of Open Store or Deep Store storage

• overall archival trends.

eDiscovery Verification

You can confirm that older data has been removed from the Active Store using the eDiscovery application.

Steps:

1. Open the eDiscovery application.

2. Run a search for the archived time period.

3. Verify that data older than the retention window is no longer present in Active Store.

Failure Handling and Retry Behavior

• If a copy operation fails, data remains in the Active Store
• Failed jobs are visible in the LegacyFlo Requests Dashboard
• Retry is handled through subsequent automation cycles or manual re-trigger (if applicable)
• No deletion occurs unless copy verification is successful

Data Integrity and Verification

Before deletion from Active Store:

• Data is verified post-copy to destination storage
• Verification ensures completeness and accessibility of archived data
• Only after successful verification is the source data eligible for removal

Restoration Overview

• Data stored in Open Store can be accessed directly
• Data stored in Deep Store must be restored before access
• You can bring data back into Active Store for search and eDiscovery

(Refer to Data Restoration from Open/Deep Store documentation for detailed steps.)

Configuration Considerations

• Configuration is domain-wide and applies to all users
• Retention settings should align with compliance requirements
• Storage model selection impacts:
  • Retrieval speed
  • Storage efficiency
  • Restoration granularity

Dependencies and Prerequisites 

Ensure the following before enabling automatic storage management:

• Active ingestion (journaling/API/LegacyFlo) is operational
• LegacyFlo jobs are functioning correctly
• Open Store / Deep Store access is provisioned
• Admin permissions are available

Key Benefits

Automatic storage tiering enables:

• Controlled Active Store size

• Cost-optimized long-term storage

• Compliance-ready retention

• Seamless restoration when needed.

This mechanism is a core component of Vaultastic’s hierarchical storage architecture.