Vault, Export, Delete Review Database

This page outlines the available options for managing a Review Database at the end of its lifecycle.
 

• Vault
• Export
• Delete

Vault

Overview

Vaulting lets you reduce storage costs on a review database you’re not actively using, without losing anything. When a database is vaulted, it becomes temporarily inaccessible to users, but all documents, metadata, work product, analytics, audit history, and configurations are fully preserved.
Vaulting is completely reversible. You can restore full access at any time by unvaulting the database, and no data is ever lost.

Who can vault or unvault a review database?

You must have one of the following roles:

• Org Admin
• Database Admin

What happens when a database is vaulted?

Once vaulting takes effect:

• The review database becomes inaccessible to users.
• All documents, metadata, tags, folders, productions, analytics, AI models, and work product are preserved.
• Audit history remains intact.
• Vault billing rates apply according to your contract.

Vaulting a Review Database

Navigate to: Organization Manager → Matters → Review Database → Actions Menu → Vault

You’ll be presented with two scheduling options: 

Automatically vault at the end of the current billing period

Choose this option if you want the database moved to Vault storage at the earliest date available under your billing agreement.

The database remains fully accessible until your current billing period ends. Once it ends:

• The database is automatically vaulted.
• Vault billing begins.
• Users can no longer access the database.

The database stays active until the end of its current billing period, and vaulting takes effect at the end of the billing period. Based on your contract , you will be able to get the actual dates on the UI.

Schedule a vault for a future billing period

Choose this option if you want the database to stay active beyond the current billing period and vault for future month's date.

• Select a future billing period.
• The database remains active until the selected period ends.
• You can cancel the request any time before it takes effect.
• The scheduled vault date is visible in the product.

The database remains active until the end of its current billing period, at which point vaulting takes effect. The exact dates depend on your contract and are shown in the UI. 
Once a vault is scheduled, a banner displays the scheduled vault date, and you can continue using the database until its status changes to Vaulted.

Once vaulting takes effect, the database status changes to Vaulted and users can no longer access it

Cancelling a Scheduled Vault

If a vault request has been scheduled but hasn’t yet taken effect:

1. Open the review database.
2. Select Cancel Vault Request.
3. Confirm the cancellation.

The database will remain active and no billing changes will occur.

Unvaulting a Review Database

To restore a vaulted database, navigate to: Organization Manager → Matters → Review Database → Actions Menu → Unvault

Unvaulting immediately restores full access to the database and all associated data, documents, metadata, work product, analytics, and configurations. No data is lost, and standard billing resumes according to your contract.

Frequently Asked Questions (FAQs)

1. Is any data deleted when a database is vaulted?
   No. Vaulting does not delete any data. It only restricts access while preserving all documents, metadata, and configurations.
2. Can a vaulted database be restored?
   Yes. Vaulting is fully reversible. You can restore access at any time by unvaulting the database.
3. What happens when a database is unvaulted?
   The database becomes accessible immediately, and all data is restored to its original state without any loss.
4. Will the database be restored with the latest product version after unvaulting?
   Yes. When unvaulted, the database is restored to the latest product version.
   If certain features are in crawl, access can be requested through your sales team.
5. Can a vault request be cancelled?
   Yes. Scheduled vault requests can be cancelled any time before they are executed.
6. Can I delete a database while it is vaulted?
   Yes. A vaulted database can be permanently deleted through the product UI, subject to appropriate permissions.
7. Can I export data from a vaulted database?
   To avoid additional service effort, it is recommended to complete exports before vaulting a database.
   If the database is already vaulted:
   • You can request DISCO Support to export the data.
   • Exporting from a vaulted database may require additional processing time.
8. What determines the vault billing start date /unvault billing date ?
   Billing behavior depends on your contract configuration.
   If you are unsure, please contact your account team or DISCO Support for details.

Export

Before performing a deletion, DISCO can export your documents by running a production of all your documents. DISCO then sends you the data via SFTP or on an external hard drive. You can hire our services team to complete the export on your behalf for a fee.

Exported data includes all documents (the natives, near natives, text files, and metadata) and work product (tags, document notes, privilege notes, custom fields, redactions, metadata redactions, and productions). It does not include some application data, such as exhibit sets, audit/document history, search term reports, term highlighting, AI scores, review stage metrics, Cecilia Q&A chat history, Auto Review prompt history, Cecilia doc summaries, Cecilia Q&A (single-doc) chat history, and Case Builder-associated facts. If you want to save this information, you should vault your database instead.

You can submit an export request from your Organization Manager Matters page within a particular review database and add the required SFTP address and Physical address to share the exported data.

Export Menu Action

Once the exported request is received, the professional services team will provide you with an estimated completion time based on the size of your database.

NOTE: You must submit a separate deletion request once you’ve received and reviewed your export. (See information below on submitting a deletion request.) A deletion does not automatically occur once an export is created. 

For more information on exporting, see Export a Review Database.

Delete

If you will not need your data at a later date, you can delete your database. This process permanently deletes all your data from DISCO. Deleted databases cannot be restored.  Read more about deletion