E-mail archiving
How to archive your emails in a legally compliant and audit-proof manner
Tailored to the requirements of the modern business world
E-mails are an indispensable part of modern business communication. Nowadays, a large part of internal company communication takes place digitally. Our software solution for email archiving helps you to keep track of everything and reduce the load on your Exchange server by efficiently archiving large volumes of emails and mailboxes
Email archiving: the software solution for your company
Simple, mobile and secure: With our software solution, you can archive your emails automatically and audit-proof. Your emails and attachments are stored in their original state. By converting/rending into independent formats, we ensure the long-term availability of all information – even if the mail system is changed.
Advantages of email archiving at a glance:
Legally compliant and audit-proof email archiving in accordance with GoBD
Storage in the e-mail archive system
Find information quickly and securely
Mobile access, anytime and anywhere
Rapid response to legally relevant content or decisions
Automated and secure deletion of data after the retention periods have expired
Protection against data and information loss
Ensuring compliance requirements
Integration into digital workflows and business processes
Increase in IT performance
Alle Anforderungen erfüllt: E-Mail Archivierung der dataglobal Group
Ensuring compliance requirements
Use our rule-based and audit-proof email archiving. It meets all compliance requirements and thus actively prevents violations.
Mobile and permanent access to all emails
Anytime, anywhere and from any device: You have access to your company’s entire email archive and can therefore quickly find all relevant information including attachments.
Direct access via Outlook
You can access your e-mails as usual via Outlook. This means that you and your employees do not need to get used to our e-mail archiving solution.
Secure backup – protection against data loss
A backup is a regular backup copy that protects against data loss due to physical or software-based damage or user error. If such damage or errors occur, a backup enables your data to be restored quickly.
Integration into digital workflows
Integrate your emails into digital business processes and workflows. This not only allows you to store information securely, but also increases efficiency.
Increase IT performance & reduce the load on the e-mail server
A company receives numerous emails per day. Reduce the load on your email server by outsourcing your emails to a digital email archive. This increases IT performance through the intelligent compression of file attachments.
Smart, secure and automatic email archiving
Legally compliant email archiving is complex. We have set ourselves the goal of making the digital archiving of emails smart, simple and secure. With our solution, you can manage and archive your emails automatically and in an audit-proof manner, making their content available for your business processes.
All archived emails and attachments remain unchanged and fully available, even after many years. This means you have access to your business-related emails anytime and anywhere and can find valuable information at any time.
Why do you need to archive emails in a legally compliant manner?
According to the GoBD (principles for the proper management and storage of books, records and documents in electronic form), companies are legally obliged to archive relevant emails in their original state, including attachments. These guidelines regulate the requirements for bookkeeping and the retention of data that is relevant under tax law. This is the only way to ensure that all information is available, e.g. when evaluating the financial year or in the event of a legal dispute.
It is particularly important that the respective business correspondence is complete and can be traced even years later. You also avoid penalties by complying with data protection, audit-proof archiving and adhering to legal retention periods. The respective guidelines can vary from company to company. We therefore take into account exactly the measures you require and customize our software for you.
Enough e-mail storage space thanks to smart archiving
Say goodbye to e-mail quotas, because they deprive your business of important information. You as a user are impaired in your work, your IT loses performance and becomes inefficient as a result.
With our email archiving solution, you always have your entire mailbox with you, regardless of its size. This gives you quick access to all your archived emails on your mobile device at any time. You can share archived emails with business partners and colleagues, regardless of which email applications or end devices they use.
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Ideal integration options in existing systems and applications
No information is lost. Email archiving can be seamlessly integrated into Microsoft Outlook, Office 365 and HCL Notes(Lotus Notes), for example. As a user, you do not notice the interface to the archiving software and can continue working as usual. This ensures intuitive working in the familiar Office environment at all times.
FAQ – Frequently asked questions
Why archive emails?
According to the GoBD, you must archive your emails in a legally compliant manner. The focus is on tax reasons in particular. It is important that the tax office can trace how orders and contracts were concluded even years later. If companies do not archive their business emails, they risk fines and legal consequences.
Is e-mail archiving mandatory?
The archiving of business emails is required by law. Every entrepreneur must comply with these laws in order to avoid violations.
How long do emails remain in the archive?
According to § 147 AO, the archiving of e-mails that are to be classified as commercial or business letters is prescribed for a period of 6 years, unless shorter retention periods are permitted in other tax laws. In addition, certain emails containing organizational documents (e.g. invoices, annual financial statements, etc.) must be retained for 10 years.
How important is compliance for SMEs?
Adhering to compliance requirements requires a great deal of organizational and manual effort, which is why many companies initially accept the risk. In addition, a lack of time or financial resources and the additional burden of compliance bureaucracy are often cited as reasons. However, investing in compliance pays off in every respect – especially as an effective compliance management system can be implemented with a small budget and reasonable effort. Proof of an appropriate culture increasingly simplifies cooperation with larger companies and can lead to advantages when awarding contracts, e.g. in the context of tenders.
How can I access my archived e-mails?
Thanks to the complete integration of our solution, you can use the Outlook search function to search for your archived emails. Our Outlook AddIn is able to filter your e-mails according to e.g. file formats, time period or subject of the e-mail.