Inactive Store Management

Uploading data to the Vaultastic Inactive Store

The Inactive Store for your domain is the place where you store files.  The different methods for uploading files to the Inactive Store are as mentioned below

Method 1: Uploading files directly to the Inactive Store

Files can be directly uploaded to the Inactive Store using a tool such as S3 Browser, AWS Snowball, or directly from the Inactive Store Application.

Note: Any 3rd party tools required to upload data to the S3 bucket, including those recommended have to be purchased by you, the customer.

Option 1: Using the S3 browser to upload the files

There are 2 steps in uploading the raw data using the S3 browser

Option 2: Using the AWS Snowball

When migrating large volumes of data, it is advisable to use the AWS Snowball to transport data from your data center to the AWS data center in the selected region. Refer to the AWS documentation on ordering and using the Snowball.

Option 3: Using the Inactive Store Application

Files can be uploaded to the Inactive Store using the Inactive Store Application accessible to the domain administrators.

Method 2: Copy email data from live mailboxes 

You can use LegacyFlo to convert email data in live mailboxes into data files and upload it to the Inactive Store. Click here to learn more.

Method 3: Configure Vaultastic to automatically move email data from the Active to Inactive Store

You can configure Vaultastic to automatically copy vault data to the Inactive Store at the start of every month. For details, refer to this topic.

Method 4: Copy data from the Active Store

To copy data from the Active Store to Inactive Store on-demand, you can use LegacyFlo as described here.

Method 5: Use LegacyFlo to backup files from GDrive to the Inactive Store

Using the LegacyFlo GDrive-S3-Zip request, you can backup files from GDrive to the Vaultastic Inactive Store.

Methods for searching through data files on Vaultastic Inactive Store

To search for mail in the data files on the Inactive Store, use the following steps

  1. Identify the data file using the file name. Filenames on the Inactive Store should have the user id and the period
  2. For data uploaded to the Inactive Store using LegacyFlo jobs which move data from Active to Inactive or using jobs which migrate data from IMAP mailboxes, a metadata file associated with the data file is also created on the Inactive Store (these files may not be present for data files created prior to Aug 2021). The metadata files have the same name as the associated data files and have the .csv extension. These CSV files list all the mail in the data file and have the following information: date, sender, recipients, and subject. You can download and go through the contents of this file to check if the data you are looking for is present in the data file.
  3. If you have identified the data file within which to search for, then there are multiple options to complete the search and extract the required mails:


Factors determining the time to search for the data

Method 1

Download the data file to your desktop and import it to an email client such as Thunderbird / Outlook or any other software to search through it.

  • Size of the data file
  • Last mile connectivity to download file
  • Time for the desktop client to import data

Method 2

You can create a temporary vault on the Active Store and move the contents of the file to that vault and use the eDiscovery app to search through the data

  • Lead Time for the job to get started in LegacyFlo
  • Approx 1GB/hour conversion from Inactive to Active data

Method 3

You can use the LegacyFlo jobs of EML-EXTRACT or PST-EXTRACT to extract the required mails into a EML ZIP file on the Inactive Store. This file will have only the results and can be easily downloaded.

  • Lead time for job to get started in LegacyFlo
  • Approx 30 minutes to scan a data file of 50GB
  • Last mile connectivity to download extracted data
  • NOTE: Jobs can be fired in parallel to search through multiple data files

  • NOTE: If it is difficult to identify the data files, then the best way would be to use the LegacyFlo jobs of EML-EXTRACT or  PST-EXTRACT (Method 3) to search for and extract the required mails into a EML ZIP file on the Inactive Store.

Methods for Downloading data from Vaultastic Inactive Store

There are multiple ways to download data from the Inactive Store using the Vaultastic Inactive Store App, a third party tool such as the S3browser or using the AWS Snowball device.

The choice depends on the volume of data to be download. The table below gives the details of each method.


Best Suited for

Factors determining the time for download

Vaultastic Inactive Storage Application
To know more about how to use the application, click here.
Downloading individual files from the Inactive StoreDepending on the last mile connectivity
S3 browser
To know how to access the Inactive Store using the S3 browser, click here.
Downloading more than one file. Suitable when the total size of the data to be downloaded does not exceed 8-10TB.Depending on the last mile connectivity
AWS Snowball
To know more about the AWS snowball, click here.
For bulk download of a large volume of data.Depends on snowball availability and the volume of data to be transferred