{"id":6622,"date":"2025-02-28T14:10:47","date_gmt":"2025-02-28T14:10:47","guid":{"rendered":"https:\/\/dataglobalgroup.com\/e-mail-archiving\/"},"modified":"2025-03-17T09:07:56","modified_gmt":"2025-03-17T09:07:56","slug":"e-mail-archiving","status":"publish","type":"page","link":"https:\/\/dataglobalgroup.com\/en\/products\/e-mail-archiving\/","title":{"rendered":"E-mail archiving"},"content":{"rendered":" \n
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E-mail archiving<\/h1>\nJetzt Angebot anfordern<\/a> <\/div>\n
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How to archive your emails in a legally compliant and audit-proof manner<\/p>\n <\/div>\n <\/div>\n \n\n \n \n <\/div> \n\n\n \n \n\n \n <\/section>\n\n \n\n\n\n

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Mail archiving for companies<\/h2>\n

Tailored to the requirements of the modern business world<\/h3>\n Ihre Vorteile<\/a> <\/div>\n \n
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Emails are an indispensable part of modern business communication. The majority of internal company communication now 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 <\/p>\n

Simple, mobile and secure: With our software solution, you can archive your emails automatically and in an audit-proof manner. Your emails and attachments are stored in their original state. By converting\/rendering into independent formats, we ensure the long-term availability of all information – even if you change your mail system. <\/p>\n <\/div>\n <\/div>\n<\/section>\n\n\r\n

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Advantages of our email archiving at a glance<\/h2>\n
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Legally compliant and audit-proof email archiving in accordance with GoBD<\/p>\n <\/div>\r\n <\/div>\r\n

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Storage in the e-mail archive system and increase in IT performance<\/p>\n <\/div>\r\n <\/div>\r\n

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Find information quickly and securely<\/p>\n <\/div>\r\n <\/div>\r\n

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Mobile access, anytime and anywhere<\/p>\n <\/div>\r\n <\/div>\r\n

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Rapid response to legally relevant content or decisions<\/p>\n <\/div>\r\n <\/div>\r\n

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Protection against data and information loss<\/p>\n <\/div>\r\n <\/div>\r\n

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Ensuring compliance requirements<\/p>\n <\/div>\r\n <\/div>\r\n

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Integration into digital workflows and business processes<\/p>\n <\/div>\r\n <\/div>\r\n <\/div>\r\n \r\n <\/div>\r\n<\/section>\n\n\r\n

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Top brands that trust us<\/h3>\n
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Email archiving
\nsmart – secure – automatic<\/h2>\n

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. <\/p>\n

All archived emails and attachments remain unchanged and fully available, even after many years. This means you have access to your business-relevant emails anytime and anywhere and can find valuable information at any time. <\/p>\n <\/div>\r\n <\/div>\r\n <\/div>\r\n<\/section>\n\n

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All requirements met:
\nE-mail archiving from the dataglobal Group<\/h2>\n <\/div>\r\n \r\n
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Ensuring compliance requirements<\/h3>\n<\/div>\n<\/div>\n
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Use our rule-based and audit-proof email archiving. This meets all compliance requirements and thus actively prevents violations. <\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n

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Mobile and permanent access to all emails<\/h3>\n<\/div>\n<\/div>\n
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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.<\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n

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Direct access via Outlook<\/h3>\n<\/div>\n<\/div>\n
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Your emails can be accessed as usual via Outlook. This means that you and your employees do not need to get used to our email archiving solution. <\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n

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Secure backup – protection against data loss<\/h3>\n<\/div>\n<\/div>\n
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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 occurs, a backup enables your data to be restored quickly. <\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n

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Integration into digital workflows<\/h3>\n<\/div>\n<\/div>\n
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Integrate your emails into digital business processes and workflows. This not only allows you to store information securely, but also increases efficiency. <\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n

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Increase IT performance & reduce the load on the e-mail server<\/h3>\n<\/div>\n<\/div>\n
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Reduce the load on your email server by outsourcing emails to a digital email archive. This increases IT performance through the intelligent compression of file attachments. <\/p>\n<\/div>\n<\/div>\n <\/div>\r\n \r\n \r\n <\/div>\r\n\r\n \r\n <\/container>\r\n<\/section>\n\n\n

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Why do you need to archive emails in a legally compliant manner?<\/h2>\n <\/div>\n \n
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According to the GoBD <\/strong>(principles for the proper management and storage of books, records and documents in electronic form), companies are legally obliged to archive<\/strong> relevant emails in their original state, including attachments<\/strong>. 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 assessing the financial year or in the event of a legal dispute. <\/p>\n

It is particularly important that the relevant business correspondence is complete<\/strong> and can still be traced<\/strong> years later<\/strong>. You also avoid penalties by complying with<\/strong> data protection<\/strong>, audit-proof archiving<\/strong> and adhering to legal retention periods<\/strong>. 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<\/strong>. <\/p>\n <\/div>\n <\/div>\n<\/section>\n\n

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Enough e-mail storage space thanks to smart archiving<\/h2>\n

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Say goodbye to email 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. <\/p>\n

With our email archiving solution, you always have your entire mailbox with you<\/strong>, regardless of its size. You have quick access to all your archived emails on your mobile device at any time. You can share archived emails with business partners and colleagues<\/strong>, regardless of which email applications or devices they use. <\/p>\n <\/div>\r\n \r\n\r\n

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Ideal integration options in existing systems and applications<\/strong><\/p>\n

No information is lost. Email archiving can be seamlessly integrated into Microsoft Outlook<\/strong>, Office 365<\/strong> and HCL Notes<\/strong>(Lotus Notes<\/strong>), 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<\/strong> at all times. <\/p>\n <\/div>\r\n \r\n <\/div>\r\n <\/div>\r\n<\/section>\n\n\r\n

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FAQ – Frequently asked questions<\/h2>\n <\/div>\r\n
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\r\n Why archive emails?<\/strong>\r\n <\/span>\r\n <\/div>\r\n
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According to the GoBD, you must archive your emails in a legally compliant manner. Tax reasons are particularly important. 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 may face fines and legal consequences. <\/p>\n <\/div>\r\n <\/div>\r\n

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\r\n Is e-mail archiving mandatory?<\/strong>\r\n <\/span>\r\n <\/div>\r\n
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The archiving of business emails is required by law. Every entrepreneur must comply with these laws in order to avoid violations. <\/p>\n <\/div>\r\n <\/div>\r\n

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\r\n How long do emails remain in the archive?<\/strong>\r\n <\/span>\r\n <\/div>\r\n
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According to \u00a7 147 AO, the archiving of emails 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. <\/p>\n <\/div>\r\n <\/div>\r\n

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\r\n How important is compliance for SMEs?<\/strong>\r\n <\/span>\r\n <\/div>\r\n
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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. <\/p>\n <\/div>\r\n <\/div>\r\n

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\r\n How can I access my archived e-mails?<\/strong>\r\n <\/span>\r\n <\/div>\r\n
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Thanks to the full 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 emails according to e.g. file formats, relevant time period or email subject. <\/p>\n <\/div>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n <\/div>\r\n<\/section>\n\n\r\n

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Interested in our solution? Make an inquiry here <\/h3>\n <\/div>\r\n