Legally compliant, fully automated and audit-proof email archiving. For long-term, unchangeable and secure storage of important company information, data and files.
Email is the most widely used and relevant communication tool on the Internet. Electronic exchange of sensitive data and files is an efficient and quick way for companies 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 from the burden on company productivity that comes from this need to correctly store all that data.
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 with the simple 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 archive-related tasks. In the cloud, all data is stored securely, unalterably and completely.
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 data centers immediately upon arrival and dispatch. This ensures that no important documents are lost and 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
Exclusion of individual users from archiving
For example, union messages are excluded from automatic email archiving in order to comply with data protection guidelines.
Marking of private mails by users
Personal emails are protected against access by the auditor, so only the subject can be seen. Thus the privacy of the user is guaranteed for personal 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.
Unlimited storage per user included
Each user has unlimited storage, which is valid for the entire archiving period.
Regulate retention periods
Different retention periods apply to different types of 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 process. Set the archiving period to anything between 6 months and 10 years.
12 benefits of the 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 of messages. Good search algorithms are needed to find messages and redisplay them without problems. In addition, it must be possible to limit and target the search using various search parameters. This is possible thanks to the comprehensive search functions within email archiving.
Full text index
Extensive search criteria
Compliance, transparency and control
Audit access with 4-eyes principle
Audit log/audit trail
No access to content for administrators
Export of archived data possible at any time
Unique assignment of archives for changing mail addresses
Integration of email archiving into the email management system
Archiving takes place immediately upon 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 protection and malware protection is required.
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