Companies are required by law to archive commercial documents (including many business emails) in an audit-proof manner for 10 years (see §§ 238, 257 HGB and § 147 AO). Furthermore, a central e-mail archive ensures structured storage and backup, fast retrieval of information and effectively protects against data loss.
In contrast to back up, which is suitable for short- and medium-term storage of data and for recovery after data loss, archiving is about long-term storage of data on a separate data carrier. The purpose is not primarily to restore data in case of need, but to document it. For example, the archive also stores data from employees who have already left the company and whose mailboxes no longer exist.
The legally compliant and audit-proof e-mail archiving fulfills all legal requirements according to GDPR, HGB, Basel II, GDPdU, KonTraG and others. Deployment is uncomplicated and requires no installations on your side. Seamless integration with Outlook and access via browser or smartphone app allows users to search the archive and restore deleted items without making changes to the archive. An auditor function is available for audits, allowing you to activate temporary access to selected areas in a 4-eyes principle.
Scope of services for e-mail archiving
- Archiving and versioning of all e-mails
- Indexing, full text search and recovery of deleted e-mails
- Auditor access according to the 4-eyes principle
- Access via Outlook, browser or iOS and Android app
- Unlimited storage space
- Backup in physically separate data center