Archiving Emails

Meeting legal requirements


REQUIREMENTS

As required by law, companies have to keep complete archives of their business-related communication including communication through e-mail. They are required to store digital records just as long as they have to store business transaction-related communication on paper: 6 or 10 years respectively. E-mails need to be stored in a way that renders altering their contents at a later point in time impossible. Moreover, there must be proof of the completeness of the correspondence – the logfiles of related mail servers must be stored as well.

 

THE PROBLEM

Small- and medium-sized enterprises do not tend to archive e-mails at all. They leave it to their employees to save and delete e-mails at their own discretion. Furthermore, e-mail archives are not saved on WORM-media ("write once, read many") consequently allowing later changes to e-mails by rather simple technical means. Finally, logfiles of related mail server are very rarely saved and stored. This is often the case because these companies co-use the mail server of an external provider and do not have access to the required logfiles, or because the companies simply are not aware of their obligation.

 

THE SOLUTION

genioDATA offers two solutions.
Option one: If the subscriber runs an internal mail server, incoming mail traffic will be routed through the genioDATA-mail server. The genioDATA server thus is merely a link in the chain between the subscriber's mail server and his provider. All emails passing through (inbound and outbound) are copied to an archive on the genioDATA server.
Option two applies when the subscriber does not run an in-house mail server of his own but his e-mails are stored on the mail server of a provider: In this case, genioDATA replaces the provider and hosts the e-mails for the subscriber and handles the archiving. In both cases, the subscriber is able to fulfill his legal obligations without having to make changes to the existing infrastructure or his working habits.

 

FURTHER INFORMATION

Detailled information is available in a white paper an in the price list.
Best practice is a dedicated meeting to talk about techniques, security and organisational questions. For first contact there is a contact form.