EMAIL ARCHIVING
email data integrity & compliance for M365 and other email servers
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AUTOMATED AND LEGALLY COMPLIANT EMAIL ARCHIVING
Archiving business emails is a legal necessity with several requirements needing to be met. Archiving must be audit-proof and legally compliant, with appropriate retention periods set in place. Archiving-related admin tasks can be time-consuming, alongside customers needing a practical way to grant access to third parties to execute audits. This is where we come in.
Easy recovery of accidentally deleted 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 secure
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.
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.
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
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.
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