ExaVault

ExaVault’s implementation process is designed to be straightforward and fast, especially for organizations seeking secure and automated file transfers. Here's a breakdown of the typical steps and timeline:

Implementation Process

1. Download and Setup the Appliance
   • ExaVault offers a free FTP/SFTP file transfer appliance that can be deployed within your datacenter or private cloud.

   • The appliance supports FTP, SFTP, and WebDAV protocols and includes a web-based interface.

2. Configuration and Integration
   • Connect the appliance to your existing systems and platforms.
   • Configure user access, permissions, and automation rules.

   • Set up logging and notifications for file transfers.

3. Security and Compliance
   • Apply security settings, including SSH keys and encryption protocols.

   • Ensure compliance with internal policies or industry standards (HIPAA/HITECH support is available via their sister company Files.com).

4. Testing and Validation
   • Run test transfers to validate connectivity and performance.

   • Confirm that automated workflows and user access controls are functioning correctly.

5. Go Live

   • Once validated, the system can be fully operational for internal and external file exchanges.

Estimated Timeline

• Initial Setup: Typically completed within a few hours.

• Full Implementation (including integration and testing): Usually takes 1–3 days depending on complexity and internal IT resources.

ExaVault offers several customization options to tailor the platform to your business:

• Branding and Appearance
  • Customize company name, logo, favicon, and mobile icon.
  • Modify color schemes via HTML hex codes to match your brand identity.

  • These settings are managed in the Admin Dashboard under Branding.

• User Access and Permissions
  • Granular control over user roles and access levels.

  • Ability to create groups and assign folder-level permissions.

• Automated Workflows
  • Support for webhooks and RESTful JSON API for integration with other systems.

  • Automate file transfers, notifications, and data routing.

• Security Features
  • Multi-factor authentication (MFA), IP whitelisting, and SSH key support.
  • SSL registration and automatic renewal.

  • SIEM integration available with enterprise plans.

• Embeddable Shares and Direct Links
  • Share folders and files with custom URLs.

  • Embed file sharing directly into your website or app.

• Storage and Transfer Settings
  • Choose file storage location (U.S. based).
  • Configure daily transaction limits and API credentials based on plan.

• Setup Fees: None listed; setup is typically self-service and quick.

• Maintenance Costs: Included in the subscription; the appliance is designed to be low-maintenance.

• Support Charges:
  • Basic support: Included with paid plans.

  • Enterprise-grade support: Optional, starting at $7,499/year for 24/7/365 coverage, SIEM integration, and advanced compliance features.

• Plan Pricing:
  • Free Appliance: $0 — includes FTP/SFTP/WebDAV support and web interface.
  • Paid Service: From $99/month — includes 50 users, SSO, 2FA, SSL, and migration assistance.
  • Essential Plan: $149/month — includes 10 users, 1TB usage, 1 API credential, and 50,000 daily transactions.
  • Standard Plan: $299/month — includes 25 users, 3TB usage, 5 API credentials, IP whitelisting, and embeddable shares.

ExaVault provides robust onboarding and ongoing support:

• Tech-Savvy Support Team: Available to assist with setup, troubleshooting, and integration across platforms including desktop FTP clients and legacy systems like AS/400.

• Video Tutorials: Step-by-step guides such as how to create users and set permissions are available on platforms like YouTube.

• Documentation & Help Center: Offers detailed instructions for account setup, permissions, and SFTP configuration.

• Enterprise Support (Optional): Includes 24/7/365 coverage, SIEM integration, and advanced compliance assistance.

ExaVault employs multiple layers of security to protect user data:

• Encryption: Secure FTP and SFTP protocols with SSL/TLS encryption.

• Authentication: Multi-factor authentication (MFA), complex password enforcement, and SSH key support.

• Access Controls: User accounts can be set to automatically expire; permissions are granular and customizable.

• Firewall & Intrusion Detection: Sophisticated systems monitor and block unauthorized access attempts.

• Audit Logging: All activity is recorded in immutable logs that cannot be altered, even by administrators.

• Data Retention & Compliance: Customizable retention policies and secure global storage locations to meet regulatory requirements.

ExaVault handles updates with minimal disruption:

• Automatic Updates: Critical OS and software updates are installed automatically on a schedule you control.

• Unattended Upgrades: Includes OS-level maintenance to keep the entire stack secure without manual intervention.

• Version Upgrades: Major updates (e.g., from v16.10 to v18.x) include enhanced security patches and do not require re-imaging or disk remapping.

• Customer Data Ownership: ExaVault clearly states that customers retain ownership of their data. The platform acts as a secure conduit and storage provider but does not claim rights over the content uploaded or transferred via its services.

• Data Portability: While specific tools or procedures for exporting data are not detailed publicly, ExaVault supports standard protocols like FTP, SFTP, and WebDAV. These allow customers to easily download or migrate their data at any time using compatible clients or scripts.

• Privacy Compliance: ExaVault previously participated in the EU-U.S. Privacy Shield Framework, indicating a commitment to data protection and cross-border data transfer compliance.

• Flexible Plans: ExaVault offers multiple pricing tiers (Essential, Standard, and Enterprise) that scale by:

  • Number of users
  • Storage capacity
  • API credentials

  • Daily transaction limits

• Upgrading: Customers can upgrade plans as their needs grow, gaining access to more advanced features like IP whitelisting, embeddable shares, and SIEM integration.

• Downgrading: While not explicitly detailed, most SaaS platforms like ExaVault allow plan downgrades at the end of a billing cycle. It’s best to confirm with their support team for specific terms.

• Enterprise Customization: For large-scale or highly regulated environments, ExaVault offers enterprise support with tailored SLAs, compliance features, and 24/7/365 assistance.

• Automatic Renewal: Contracts renew automatically at the end of the subscription term unless the customer provides written notice of cancellation.

• Cancellation Notice: To avoid renewal, customers must notify ExaVault in writing before the renewal date. The exact notice period isn’t specified publicly, so it’s best to confirm with ExaVault support or your account manager.

• No Refunds for Early Termination: If a customer cancels before the end of the term, they are still responsible for the full payment of the subscription period. ExaVault does not offer refunds for unused time.

• Modification of Terms: ExaVault reserves the right to modify its terms and conditions at any time. Continued use of the service after changes implies acceptance.

• Custom Terms of Use: Administrators can configure custom Terms of Use for their organization, which users must accept before accessing the platform.

• GDPR Compliance:
  • ExaVault is fully compliant with the General Data Protection Regulation (GDPR).
  • They offer a Data Processing Addendum (DPA) that includes Standard Contractual Clauses, ensuring lawful data transfers from the EU and UK.

  • The DPA is available to all customers upon request.

• Brexit Compliance:
  • ExaVault maintains Privacy Shield principles for UK customers post-Brexit, aligning with evolving UK data protection laws.
• Security & Governance Features:
  • Encryption: Data is encrypted during transfer and at rest.
  • Access Control: Role-based access and authentication mechanisms are in place.
  • Governance Management: Includes compliance provisioning and audit capabilities.
  • Authentication: Supports secure login protocols and user verification.