Email & communication
Email archiving
Keeping what has to be kept
What this is about
Business email is subject to retention obligations. Deleting it is not an option, but leaving it in the mailbox is not either. We set up an archive that stores everything automatically and still stays searchable.
What is included
- Automatic archiving of incoming and outgoing mail
- Tamper-proof storage in line with GoBD
- Retention periods by document type
- Search for authorised users, with private messages protected
- Ability to produce records during audits
Process
How we go about it.
Clarify
Which mail is business mail, and who may search?
Set up
Configure archiving and retention periods.
Verify
Spot check: can everything be found?
Operate
Ongoing checks, annual review.
Frequent questions
This is what we are often asked.
May private emails be archived?
Only with a clear policy. The simplest approach is to prohibit private use or to refer staff to a private mailbox.
How long does mail have to be archived?
As a rule six to ten years, depending on the content.
What does the works council say?
Archiving is subject to co-determination. We supply the technical details for the agreement.
Sollen wir uns das ansehen?
Ein kurzes Gespräch genügt, um einzuschätzen, was in Ihrem Betrieb sinnvoll ist — und was nicht.