Preserve evidence
Why every governed sharing workflow needs an Immutable Golden Copy Vault.
CISO, Legal, Internal Audit, Compliance, Investigation Teams
Immutable copy in organization-controlled custody
Linked to version and activity records
The answer in 30 seconds
Preserve an immutable evidentiary copy linked to its version and activity records, even if working copies are deleted.
Challenge the status quo
DRM can control access to a protected file. But what happens if the sender deletes the original and every recipient deletes every received copy? The organization may still have logs showing that a document was shared, yet be unable to produce the document itself.
Evidence route
Audit log
Proves it existed
Golden copy
Proves what it said
Each one ends the same way: a record that an event happened, and no copy of the document the event was about.
Why this matters now
The question every legal, audit and security leader should ask is simple: if every sender and recipient copy disappeared tomorrow, could we still produce the exact document that was shared? Preserve the document, not just the evidence that it once existed.
That gap matters during investigation, forensic review, regulatory examination or judicial inquiry. A record that says “a file existed” is not the same as the file. Without the actual content, the organization may be unable to prove what was communicated, approved or disclosed at the relevant time.
Digital collaboration has made deletion easy and distribution complex. Files move across email, links, devices and third parties. At the same time, courts, regulators and internal investigators increasingly expect organizations to preserve both activity evidence and the underlying record.
When all working copies disappear, the organization can lose the ability to establish facts. This may weaken legal claims, delay investigations, undermine disciplinary proceedings or create an evidentiary gap in regulatory response. Backup may preserve some copies, but it is not necessarily tied to the exact governed version and sharing event.
Vaultize Immutable Golden Copy Vault preserves an immutable evidentiary copy under organization-controlled custody, linked to version and activity records. Working copies may be deleted, but the preserved copy remains available for authorized audit, investigation, forensic or legal retrieval under configured retention and governance policies.
Cost of inaction
Access, retention and redistribution continue beyond the organization’s effective reach.
Audit and investigation depend on fragmented records or voluntary cooperation.
Confidentiality loss can affect revenue, litigation, compliance, trust and strategic position.
Offboarding, revocation, recovery or legal retrieval becomes manual and uncertain.
The Vaultize value proposition
Vaultize carries identity, protection, policy, revocation and activity evidence with the sensitive file. Existing infrastructure remains essential; Vaultize closes the continuing-governance gap after the file moves, is shared or is downloaded.
Vaultize Secure keeps the preserved document as an immutable golden copy, written into a tamper-resistant vault as encrypted fragments rather than as a file someone can open and change in place. Encryption is applied at source with AES-256 before the copy leaves the device, and custody of the copy stays with the organization rather than with whoever last held a working version. Applied within the supported Vaultize workflow and policy configuration.
The preserved copy is not a loose duplicate. It sits inside an immutable version history, so the state the document was in on a given day can still be identified and produced through point-in-time recovery. Around it, the platform keeps audit-ready evidence, access history, classification history, revocation and recovery records, and Vaultize Seal’s per-access audit and Vaultize Share’s recipient audit trail cover the same document, so what happened to it stays attached to it.
Retrieval is a governed action rather than a search through storage. Authorized users reach the preserved version through self-service restore and point-in-time recovery, and tamper-evident audit records show what was produced and when. Because the vault has a ransomware-resilient recovery path, an attack that reaches production, the endpoint or an administrator’s credentials does not take the preserved copy with it.
How long the preserved copy is kept is a property the organization configures, not something the last holder of a working copy decides. Ending it permanently asks for multi-stakeholder approval rather than one administrator’s action, which is what the architecture is for: preserving a trustworthy version of data that cannot be silently changed or deleted by one attacker, one insider, or one compromised admin account.
Architecture fit
Best fit for
CISOs, legal, compliance, internal audit and investigation teams. Start where the business impact is highest and expand through repeatable policy.
How Vaultize fits
Vaultize complements the customer’s existing storage, identity, DLP, email, endpoint, network and recovery controls by governing the file after those systems have done their job. Preservation and retrieval apply to documents captured within configured Vaultize workflows and retention policies.
Discovery questions
If every sender and recipient copy disappeared, could you still produce the exact document shared?
Which documents, users and external workflows create the highest exposure for immutable golden copy vault?
What happens today when access must be withdrawn, evidence produced or the correct version recovered?
Frequently asked
Clear answers for buyers and evaluators.
Preserve an immutable evidentiary copy linked to its version and activity records, even if working copies are deleted. Working copies may be deleted, but the preserved copy remains available for authorized audit, investigation, forensic or legal retrieval under configured retention and governance policies.
A practical next step
A focused 30-minute review to map the documents, sharing paths and control gaps that matter most in your environment.
