Archiving M365 Data into Vaultastic

Overview

Applications in Microsoft 365—such as Outlook, Teams, OneDrive, and SharePoint—generate large volumes of organizational data.

This data often needs to be preserved for:

• Business continuity and backup

• Regulatory compliance

• Legal hold and eDiscovery

• Supervision and audit requirements

Vaultastic enables organizations to ingest, store, and manage Microsoft 365 data using configurable ingestion pipelines. Data is archived into storage tiers optimized for access frequency, performance, and long-term retention.

Vaultastic Storage Tiers

Vaultastic organizes archived data into multiple storage tiers.

Data can be ingested into these stores automatically or manually, depending on the data source and business requirements.

Data Ingestion Overview

The following table summarizes how Microsoft 365 data can be archived into Vaultastic.

Email Archival

Vaultastic supports both live email capture and historical email ingestion.

Live Mail Flow

To capture all email transactions automatically:

1. Configure Microsoft 365 Journaling.

2. Route journaled copies to the Vaultastic Active Store.

3. Apply journaling to selected users or the entire tenant.

This is a one-time configuration and ensures that all future emails are archived automatically.

Existing Mailbox Data

Email already present in user mailboxes can be archived using LegacyFlo.

Data can be ingested into:

• Active Store for searchable supervision workflows

• Open Store for medium-term retention

• Deep Store for long-term archival

If mailboxes use Microsoft 365 In-Place Archive, the archived data can be:

1. Exported as PST files

2. Uploaded to Open Store or Deep Store

PST or EML Upload

If email data already exists in archive files:

• PST files

• EML files

These files can be uploaded directly to:

• Open Store

• Deep Store

If needed, data stored in these tiers can later be activated into Active Store for search and investigation workflows.

Microsoft Teams Chat Archival

Teams chat data can be archived for:

• Regulatory supervision

• Long-term retention

• Internal investigations

Using LegacyFlo, administrators can archive:

• One-on-one chats

• Group chats

Archival can be filtered by:

• Date range

• Selected users

• All users in the tenant

LegacyFlo converts Teams chat data into email-compatible format before uploading it to:

• Active Store

• Open Store

• Deep Store

OneDrive and SharePoint Data

OneDrive

Files stored in OneDrive can be archived using LegacyFlo automation.

Supported destinations:

• Open Store

• Deep Store

Administrators can configure automated schedules to periodically archive OneDrive data.

SharePoint

Documents stored in SharePoint sites can also be archived using LegacyFlo.

Supported destinations:

• Open Store

• Deep Store

Archival jobs can be scheduled to ensure continuous preservation of SharePoint documents.

Initial Configuration

Follow these steps to configure Microsoft 365 archival in Vaultastic.

1. Define User Scope

Create one or more Distribution Lists in Microsoft 365 to define which users should be archived.

For tenant-wide coverage, configure a Dynamic Distribution List.

2. Configure Email Journaling

Enable journaling in Microsoft 365 and route journal copies to the Vaultastic Active Store.

This ensures that all new email transactions are archived automatically.

3. Configure API Access

Generate Microsoft Graph API credentials and register them with LegacyFlo.

Required permissions typically include access to:

• Mailboxes

• Teams

• OneDrive

• SharePoint

4. Configure Automated Archival

Using LegacyFlo, configure schedules to archive:

• Teams chats

• OneDrive files

• SharePoint documents

Schedules can be configured based on organizational retention policies.

5. Upload Historical Data

To ensure complete archival coverage:

• Upload historical mailbox data

• Upload historical Teams chat data

• Upload historical OneDrive and SharePoint data

This step prevents historical data gaps.

Recommended Implementation Sequence

A typical deployment follows this sequence:

1. Configure email journaling to protect live mail flow.

2. Set up API access and LegacyFlo integration.

3. Run one-time historical data ingestion.

4. Enable automated archival schedules.

5. Validate search, indexing, and supervision workflows.

This approach ensures:

• Continuous data protection

• Full historical coverage

• Automated compliance workflows

• Optimized storage usage across Vaultastic tiers.