OneVault

The implementation of OneVault is designed to be flexible and efficient, typically following these steps:

1. Initial Consultation & Needs Assessment
   Donoma works with the organization to understand its compliance, archiving, and data retention needs.

2. Deployment Model Selection
   Clients choose between cloud-based or self-hosted (on-premises) deployment, depending on their infrastructure and regulatory requirements.

3. Data Ingestion & Migration
   OneVault supports the ingestion of existing and historical data from platforms like Microsoft 365, Google Workspace, Zoom, Webex, Slack, and more.

4. Configuration & Policy Setup
   Custom retention policies, litigation holds, and access controls are configured. Role-based access ensures data privacy and compliance.

5. Security & Compliance Setup
   Encryption is applied in use, in-flight, and at rest using AES-256. SOC-2 compliance is maintained for both Donoma’s cloud and client-hosted environments.

6. User Training & Interface Customization
   Staff are trained on the intuitive interface, which supports single-screen search across multiple data types.

7. Go-Live & Monitoring
   Once configured, the system goes live with ongoing monitoring, support, and optional integrations with third-party tools.

Typical Duration: The full implementation can vary based on data volume and complexity, but generally takes a few days to a few weeks.

OneVault is highly customizable to meet specific business needs:

• Deployment Flexibility: Choose between cloud or on-premises hosting.

• Custom Retention Policies: Tailor data retention and destruction rules per department, data type, or regulation.

• Role-Based Access Control: Define granular access levels for admins, reviewers, and legal teams.

• Multi-Platform Integration: Supports a wide range of platforms, including Microsoft Teams, Zoom, Slack, Salesforce Quip, ServiceNow, and more

• Search Customization: Users can refine searches by date, keyword, data type, and more—all from a single screen.

• Audit Trails & Reporting: Fully customizable reporting and audit logs for compliance and internal reviews.

• Connector Licensing: Optional licensing for specialty connectors (e.g., Bloomberg, Refinitiv Messenger) allows tailored integrations.

• Subscription-Based Pricing: OneVault operates on a data-volume-based subscription model, starting around $1,500/month for 1TB.

• Specialty Connector Licensing: Additional fees may apply for specialty data connectors (e.g., Bloomberg, Refinitiv Messenger, Salesforce Quip).

• No Setup or Admin Role Fees: There are no extra charges for setup, admin roles, or data reviewers—organizations can assign as many as needed.

• No Native App License Required: OneVault operates independently of the original data source’s license, reducing long-term costs.

• Intuitive Interface: Designed for ease of use, with single-screen search across multiple data types.

• User Training: Training is provided during implementation to ensure smooth onboarding.

• U.S.-Based Support: Ongoing support is available, including help with configuration, compliance, and troubleshooting.

• Documentation & FAQs: Comprehensive resources are available to guide users through setup, search, and policy management.

OneVault is built with enterprise-grade security at every level:

• SOC-2 Certified: Both Donoma Software and its cloud infrastructure are SOC-2 compliant

• AES-256 Encryption:
  • In-Use
  • In-Transit
  • At-Rest

• Tamper-Proof Archiving: Once data is archived, it cannot be deleted or altered, even if removed from the source system

• Role-Based Access Control: Granular permissions for admins, reviewers, and legal teams.

• Audit Trails: Every action is logged for compliance and forensic review.

• Secure Data Disposal: Includes DoD-level file shredding for secure deletion

• Update Frequency: While the exact cadence isn't specified, OneVault is described as a continuously evolving platform with real-time refinement capabilities, suggesting regular updates to maintain performance, security, and compliance.

• Update Management:
  • For cloud deployments, updates are managed by Donoma Software and applied automatically.
  • For self-hosted environments, clients are responsible for applying updates, ideally within a SOC-2 certified infrastructure.

• Data Ownership: OneVault maintains a clear policy that clients retain full ownership of their data. The platform acts as a secure, tamper-proof repository, but does not claim rights over stored content.

• Portability:
  • Clients can export data at any time, ensuring portability if they choose to migrate or discontinue service.
  • Archived data is stored in standard formats, making it easier to transition to other platforms if needed.

• Flexible Licensing: OneVault uses a data-volume-based subscription model, allowing organizations to scale up or down based on storage needs.

• No Role-Based Charges: Organizations can add unlimited administrators or reviewers without incurring extra costs.

• Connector Licensing: Additional fees may apply for specialty connectors (e.g., Bloomberg, Salesforce Quip), which can be added or removed as business needs evolve.

• Elastic Storage: The platform supports dynamic scaling of storage capacity, making it suitable for both small teams and large enterprises.

• Subscription-Based Model: OneVault operates on a data-volume-based subscription, typically billed monthly or annually

• Flexible Scaling: Organizations can scale up or down based on data volume and connector needs without penalties

• No Role-Based Charges: Unlimited administrators and reviewers can be added at no extra cost

• Cancellation Terms:
  • Cancellation policies are not explicitly detailed online, but as a subscription service, it likely requires notice before the next billing cycle.

  • Data export is supported, ensuring portability if a client chooses to discontinue the service

• Renewal: Contracts likely auto-renew unless canceled, a common practice in SaaS models. Specific renewal terms would be outlined in the service agreement.

OneVault is designed to meet a wide range of industry and regulatory compliance standards, including:

• HIPAA – For healthcare data protection and patient privacy
• GDPR – For data protection and privacy in the EU
• CCPA – California Consumer Privacy Act
• SOX – Sarbanes-Oxley Act for financial reporting
• SEC Rule 17a-4 – For financial services data retention
• FERPA – For educational institutions

• SOC-2 Certified – Both Donoma Software and its cloud infrastructure are SOC-2 compliant

Additional compliance features include:

• AES-256 Encryption (in-use, in-transit, and at-rest)
• Tamper-Proof Archiving
• Role-Based Access Control
• Audit Trails
• DoD-Level File Shredding for secure data disposal.