email archiving
Store your emails in a compliant and auditable way
with Email Archiving
When it comes to email archiving, it is essential to fulfill the legal requirements and to store the emails in such a way that they can be easily searched, revised and audited for legal reasons. This should cover both incoming and outgoing communication and be done within a consistent and tamper-proof process that is the same for the entire organization.
But organizations are often confronted with questions like What must be archived? How must it be archived? How long must it be stored? In most cases, the issues are immutability, accessibility and storage periods (obligatory periods of 10 years or more are not uncommon). In addition, content that needs to be archived must be separated from undesirable data such as private correspondence or spam. To ensure that archived data can be easily tracked, the efficient retrieval of emails also plays a vital role. Auditors pay particular attention to this factor.
iQ.Suite – Structured and legally compliant email archiving
iQ.Suite meets all the requirements of a modern and efficient archiving solution. Through a flexible set of rules, the entire incoming and outgoing email communication can be archived.
- Seamless integration of email communication into business processes
- Full archiving prior to delivery to user mailbox
- Intelligent pre-classification is possible
- Use of conventional functions of archiving systems: auditing-compliance, indexing, searching, retrieval and recovery of archived data
- Link to external archives and use of existing archive functionalities
- Flexible data exchange between email system and business applications
- Link to compliance systems for audits, pre- and post-reviews
Your benefits:
- Combining your email systems with with business processes from the fields of ERP, CRM or DMS systems – Archiving electronic communication requires observing various statutory regulations such as the commercial code or tax code, requirements for interaction with third-party systems within companies as well as operational requirements. The best way to ensure the necessary level of completeness and legal security is through a centralized process that combines all processes required for archiving.
- Automated archiving of all incoming and outgoing email communication at a central location.
- Compliance with legal and corporate requirements
- Tamper-proof and fully automatable
- Efficient system of rules that can be easily adapted to individual requirements
iQ.Suite for Email Archiving:
iQ.Suite Bridge
Legally compliant mail archiving
Available for Domino, Microsoft, on-prem and cloud
Do you need central email archiving that is compliant and well-structured?
Simply contact our Sales team at sales@gbs.com to make an inquiry and we’ll be happy to work with you to improve your email productivity.
Materials
Email Archiving from legal perspective
In many companies, email management is restricted to direct actions such as repelling spam and viruses, with scant regard for how electronic correspondence should be handled in the long-term. But the law requires companies to treat emails, i.e. digital documents, as if they were conventional commercial documents and to preserve them for a specific period of time. Connecting the email system to an archiving system should, therefore, be a matter of top priority for a company so that all email traffic can be documented in an audit-compliant manner. But many companies don’t have email archiving at all or leave the task to their employees, something which inevitably leads to flawed and incomplete records.
The law contains a series of requirements setting out how email archiving should be used in the context of business correspondence. Other requirements concern the use of emails in communication with Support, and the storage of emails in downstream CRM and ERP systems, and in other systems.
According to the law, tax inspectors must be given direct access to fiscally relevant, digitally generated corporate data and email archiving bases, and this in addition to the option of inspecting all records, books and other commercial documents (preservation period of 10 years). Since 2005, fiscally relevant data must be formally correct during a digital audit, i.e. the principles for verifying computerised accounting systems in the context of external audits must be met. If the breach is repeated, sanctions such as estimation of the tax base or fines may be imposed.
