EMAIL ARCHIVING

Legally compliant, fully automated and audit-proof email archiving from Germany. For long-term, unchangeable and secure storage of important company information, data and files.

Email Archiving

Email is the most widely used and relevant communication tool on the Internet. Especially for companies, electronic exchange of sensitive data and files is an efficient and quick way to communicate. According to the GoBD, business emails must be archived for a certain retention period and be available for the relevant authorities to inspect. Secure and reliable storage is also essential for later access to important information. Fully automatic and secure archiving can be an enormous relief of a burden on productive everyday company life.

Email Archiving

Email is the most widely used and relevant communication tool on the Internet. Especially for companies, electronic exchange of sensitive data and files is an efficient and quick way to communicate. According to the GoBD, business emails must be archived for a certain retention period and be available for the relevant authorities to inspect. Secure and reliable storage is also essential for later access to important information. Fully automatic and secure archiving can be an enormous relief of a burden on productive everyday company life.

Why does a company need cloud-based email archiving?

Retrieval and recovery of archived emails

If a user’s emails are accidentally deleted from the mail server, they can be restored from the archive – at any time and simply at the push of a button.

Fully automated and 100% secure cloud archiving

Automatic archiving of all incoming and outgoing email messages eliminates the need for administrators to perform administrative tasks. In the cloud, all data is stored securely, unalterably and completely.

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Automatic archiving: unaltered and unalterable

In accordance with audit-proof archiving, all incoming and outgoing emails are stored automatically and in their original form in Hornetsecurity’s computer centers directly on arrival and dispatch. This ensures that no important documents are lost and that archiving is complete. They cannot be edited or deleted before the set retention period has expired.

All archived emails are securely stored in encrypted databases in certified and secured data centers.

All features of Hornetsecurity email archiving at a glance

Q

Exclusion of individual users from archiving

For example, the works council is excluded from automatic email archiving in order to comply with data protection guidelines.

Marking of private mails by users

Protection of personal emails against access by the auditor; only the subject can be seen. Thus the privacy of the user is guaranteed for private emails, without endangering the integrity of the archive.

Archiving of internal emails (optional)

In addition to outgoing and incoming emails, internally sent and received emails can also be archived. These are provided via the journaling function of the mail server and are also stored in their original unalterable form.

25 GB of disk space per user included

Each user has access to an archive size of 25 GB, which is valid for the entire archiving period. Actual archive volume used is averaged over all users of a customer.

Encryption of the transmission path between archive and mail server via TLS

If supported by the mail server, data is encrypted via TLS during transmission in order to protect against changes in content and attached files.

Regulate retention periods

Different retention periods apply to business emails. Standard business emails have to be kept for six years, accounting receipts or invoices have a ten-year period. Applicant data received by email, on the other hand, must be deleted at the end of the application procedure. Set the archiving period to anything between 6 months and 30 years.

12 reasons in favor of easy management of email cloud archiving

Easily find the emails you are looking for

In the daily flood of emails, it can be difficult to keep track. Good search algorithms are needed to find messages and deliver them again without problems. In addition, it must be possible to limit and specify the results using various search parameters. This is guaranteed by the comprehensive search functions of email archiving.

Full text index
The full text index makes it very easy to find the emails and attachments you are looking for. All archived messages are fully indexed so that the search time is correspondingly short.
Extensive search criteria
Not only the full text search can be used to find archived emails – search parameters can be narrowed down by individual search criteria such as date, sender, recipient and subject, and searched messages can be identified more precisely and found more quickly.
Compliance, transparency and control
The same legal requirements apply to business emails as to traditional letters. They must be kept and retained for a certain period of time. In addition, it must be ensured that an auditor can access the emails at any time.
Audit access with 4-eyes principle
An email archive must be accessible for auditing at all times. Audit access is provided for this purpose, giving the auditor extended read rights to the stored emails of a specific domain, which can be set up by the IT administrator. Audit access allows the auditor access to the archive for a limited time. Once the audit is complete, the administrator has access to the audit log, in which he can see what data has been viewed.
Audit log/audit trail
A complete log is kept of all access to the email archive, especially when settings such as retention periods are changed. The protocol contains, among other things, the login name and IP address of the user and it cannot be edited or deleted. The audit log can be viewed by the administrator at any time.
No access to content for administrators
In order to prevent misuse of the archived email data of individual users, administrators do not have access to archived user emails. They can only see the metadata, not the content.
Substitute regulation
A user can give another user access to his email archive. Practical for absent or retired employees.
Export of archived data possible at any time
The entire email archive can be exported easily at any time. Customers can either do this themselves, or alternatively Hornetsecurity can carry out the export for a fixed price.
Import function
Emails and their attachments can be imported from other databases into Hornetsecurity’s email archive, whether in .pst or Outlook format. This makes it easy to re-archive older emails.
Unique assignment of archives for changing mail addresses
If a user is given a new email address, the archived messages can be assigned to this new address so that the user can continue to access the data.
Unicode capability
Emails that end up in Hornetsecurity’s email archive are saved in their original format, regardless of the encoding. This applies to different languages and characters as well as to encrypted messages.

Integration of email archiving into the email management system

Archiving takes place simultaneously on receipt and sending of emails. This prevents manipulation of the individual messages.
Optional: Archiving of internal email traffic.   In order to guarantee the functionality and efficiency of email archiving, integration of spam and malware protection is required.

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