Future-Proofing a Legacy: How YKA
Modernized Its Data Management with AWS
and Achieved a 32% Cost Reduction

About Y.K. Almoayyed & Sons

Y.K. Almoayyed & Sons (YKA) is a leading diversified business group headquartered in Bahrain. Established in 1940, the company is a distributor of global brands including Nissan, Ford, Sony, and Toshiba. Within its automotive division, YKA handles a growing portfolio of media files, CRM exports, workshop records, and marketing content—creating a critical need for secure, scalable, and cost-optimized data storage and retrieval.

Industry
eCommerce and Retail
Business Type
Enterprise
Services
Development, Integration, Deployment
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The Challenge: Modernizing Data Management for
a Legacy Enterprise

Y.K. Almoayyed & Sons, a legacy enterprise known for its commitment to quality, approached us to enhance their application
infrastructure. The primary objective was to enhance system availability, scalability, and security to support their diverse business
operations. The end goal was also not just to modernize its infrastructure but also to ensure it could scale and adapt to future
business expansions seamlessly.

Business Challenges

As data volumes rapidly increased across automotive operations, the legacy storage systems struggled to meet performance, cost, and compliance requirements. YKA identified the following pain points:

Poor Retrieval Visibility: Teams lacked tools for granular search and indexing of cold data, which impacted timely access to past workshop data and OEM manuals.

Manual Archival Process: Media and technical files were not automatically tiered based on access frequency, resulting in inefficiencies and operational burden.

Audit and Compliance Risk:Regulatory requirements around data retention, encryption, and traceability were hard to enforce uniformly.

Limited Backup Consistency: File systems and databases lacked centralized archival governance, increasing the risk of data fragmentation.

Uncontrolled Storage Growth: Over 40 GB of active and historical automotive media, PDFs, service documents, and CRM exports had accumulated, leading to rising AWS S3 Standard costs.

From Data Chaos to Automated Control: The Implemented Solution

To meet the existing challenges, we proposed a comprehensive cloud solution tailored to the client’s needs, focusing on advanced analytics and data management capabilities.

Solution Architecture and Implementation

Y.K. Almoayyed & Sons partnered with an AWS Advanced Tier Services Partner to implement a Commvault-powered Data Archival and Retrieval solution on AWS. The architecture unified media archival, secure transfer, and long-term storage using Amazon S3 with Glacier tiers, while enhancing visibility and operational automation.

Key Solution Components

Commvault Cloud Backup & Archive Integration
Commvault was used as the single pane of glass for media file protection and lifecycle automation. Its native AWS S3 and Glacier integration ensured seamless backup and archival for:
- CRM exports, scanned service documentation, dealership images, and marketing videos.
- Direct backup and archiving to Amazon S3 buckets from local file shares and Amazon EFS using Commvault’s AWS-native connectors.
- Policy-driven archival workflows based on file aging and access frequency.
Optimized Amazon S3 Lifecycle Management
Commvault integrated lifecycle policies with Amazon S3 storage classes:
- Files not accessed in 30 days moved to S3 Glacier Instant Retrieval
- Data untouched for 90+ days transitioned to S3 Glacier Deep Archive
This ensured automatic tiering without manual intervention, minimizing operational overhead while maintaining retrieval SLAs.
Searchable Metadata Indexing and Retrieval
Commvault indexed archived files and metadata, allowing automotive teams to:
- Search by vehicle ID, service date, or document type
- Preview thumbnails and request retrievals via a self-service portal
- Trigger expedited retrievals from Glacier tiers when needed
Secure Data Transfer & Encryption
- Enforced AWS KMS-based encryption for data in transit and at rest
- Configured IAM least-privilege access roles per department (CRM, Service, Marketing)
- Enabled AWS CloudTrail and AWS Config for access auditing and configuration drift detection
Automated Workflow & Notifications
- Commvault policies handled scheduling, file tagging, tier transitions, and retrieval orchestration
- AWS Lambda functions (invoked via EventBridge) sent email notifications via Amazon SES upon file retrieval completion
Architecture Highlights
- Amazon S3 with Glacier and Intelligent-Tiering
- Commvault Cloud Backup & Archive (AWS-certified partner solution)
- AWS KMS for encryption
- AWS Lambda & EventBridge for automation
- Amazon SES for retrieval status notifications
- AWS CloudTrail & Config for governance

We helped YKA embrace the power of cloud for enhanced
scalability and security of its application infrastructure.

Our Process

Ideation

Market Research

Strategic Planning

Design

System Architecture Design

Security Framework Implementation

Development

Infrastructure Setup on AWS

Integration of Cloud Services

Testing

Integration Testing

Performance Testing

Security Testing

Deployment

Phased Rollout

System Optimization

Support

24/7 Monitoring

Continuous Improvements

Project Challenges

High Availability

Maintaining a system that operates flawlessly around the clock presented a substantial challenge. To ensure that Y.K. Almoayyed & Sons' services were always available without interruption, and we implemented a robust combination of AWS Auto Scaling and EC2 instances. This strategic setup guaranteed that system resources adjusted dynamically, smoothly handling sudden increases in load and maintaining performance during peak times.

Scalability

As Y.K. Almoayyed & Sons continues to grow, their infrastructure needed to adapt and expand seamlessly. We addressed this with careful configuration of Auto Scaling groups and monitoring of resource utilization to avoid bottlenecks and performance issues.

Robust Security

In today's digital landscape, safeguarding sensitive information is crucial, particularly in the retail sector, where customer trust is essential. We strengthened the security of Y.K. Almoayyed & Sons' systems by deploying advanced AWS security tools, such as top-notch encryption and strict access controls. This helped us to proactively identify and mitigate potential threats, ensuring the system maintained compliance with the highest international standards.

Server Complexity

We set up a bastion server for secure SSH access, allowing users to upload files directly. While the bastion server provides a secure access point, managing and maintaining it, along with the EFS mount script, adds complexity to the infrastructure. We mitigated the challenge by ensuring ongoing monitoring and updates to the infrastructure.

Result by the Numbers: 32% Cost Reduction and
2x Faster Data Retrieval

By leveraging AWS-native services and Commvault’s enterprise-grade archival capabilities, Y.K. Almoayyed & Sons successfully
modernized their automotive data lifecycle. The solution optimized storage costs, enabled audit-compliant data retention, and
simplified retrieval workflows—empowering business units with fast and secure access to critical archived content.

This strategic implementation future-proofed YKA’s data governance model, reduced TCO, and positioned the company to scale
archival operations as their digital footprint grows.

32% Reduction in Storage Costs

Leveraging AWS Storage Competency Partners' deep expertise, the organization implemented Amazon S3 Lifecycle Policies and transitioned infrequently accessed data to Amazon S3 Glacier and S3 Glacier Deep Archive. This tiered storage approach significantly reduced long-term storage overhead, cutting costs by 32% without compromising durability or accessibility

2x Faster Retrieval Turnaround

By integrating AWS-native services with Commvault (an AWS Storage Competency Partner), indexed archival structures were deployed using Amazon S3 and Glacier Select, enabling same-day data retrieval that was previously taking up to 48 hours. The result: a 2x improvement in access speeds for archived content

Improved Compliance Posture

To address both internal policies and OEM partner requirements, the organization utilized Amazon S3 Object Lock in compliance mode, ensuring Write Once Read Many (WORM) protections. This, along with AWS CloudTrail and AWS Config, enabled full auditability, immutability, and traceability—critical for HIPAA, SOX, and GDPR-aligned governance

Operational Efficiency

Through automation and role-based access enabled via Amazon S3 Access Points and IAM policies, employees were empowered to retrieve data directly, reducing IT intervention by 40%. Self-service access to archived content improved productivity and reduced operational overhead

40 GB of Media Archived

The team successfully archived over 40 GB of operational and marketing assets using Amazon S3 Intelligent-Tiering and Glacier Deep Archive, supported by an AWS Storage Competency Partner. This ensured cost-effective, scalable storage with minimal manual intervention across multi-year data volumes.

Global Dealership Access

Using Amazon S3 pre-signed URLs and CloudFront, the company enabled secure, scalable delivery of service documents and media files to regional dealerships around the world. This ensured fast, authenticated, and temporary access—without exposing data publicly—meeting both latency and security expectations across geographies

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