E-Mail Archiving Solution for your mail data
Central, space-saving and mail server independent long-term archiving of e-mails and attachments
Our solution for e-mail archiving enables you to store e-mails, mail data and attachments in a legally compliant, audit-proof and GDPR-compliant long-term manner using state-of-the-art technologies such as web interfaces and a blockchain-like technology to ensure data integrity.
Deduplication avoids data redundancies within the storage and saves storage space. A function for selective e-mail archiving allows to separate private from business communication in compliance with GDPR. Our e-mail archiving software is entirely independent from any mail server. The access logging enables a professional and complete auditing as well as a blockchain-based assurance of data integrity, for a revision-proof and unchangeable storage.
The modern and intuitive web interface of our e-mail archiving solution makes working with it enjoyable. The integrated search function allows you to seek through all mail data as well as the entire archiving period. The evaluation of communication channels and data flows is simple.
Since January 1st 2017, companies have been obliged to comply with the archiving requirements according to GoBD, § 257 HGB and § 147 AO and to archive digital documents in the same way as previously paper-based documents. E-mails, mail data and attachments must always be archived accordingly if they
- prepare,
- process,
- conclude or
- reverse
a business transaction.
Depending on the type and case, the archiving obligation extends for up to 30 years. Violations can have civil and criminal law consequences for the management. Since 2018 also the GDPR must be considered and its regulations must be obeyed.
In addition to legal requirements, a company can also draw conclusions about the communication structure in the company from the structured storage of its e-mail communication. We support you in this.
Archiving of all e-mails
All incoming and outgoing e-mails, including metadata and attachments, are archived in the PASS E-Mail Archive.
Legally compliant archiving
Storage in accordance with legal requirements from GoBD, HGB, AO and support of GDPR-compliant e-mail archiving, e.g. through the privacy function. This selective archiving option is used to separate private and business e-mails.
Mail server/OS independence
By tapping the e-mails directly at the POP3 or SMTP adapter, complete independence from a specific mail system (e.g. Microsoft Exchange, Lotus Notes, etc.) is achieved. The e-mail archive operates on both Windows and Linux and requires no additional database.
Modern web interface
Access takes place via an intuitive web interface. Various search and filter options are available (for the entire database and archiving period) as well as future evaluation and reporting options.
Blockchain technology
A function based on the latest blockchain technology to ensure data integrity. Once saved, data cannot be changed and is therefore archived in an audit-proof manner.
Saving of storage space
By deduplicating e-mails and attachments, identical objects are only stored once and then referenced. The latter is the case, for example, with several recipients or identical attachments that are frequently sent company-wide.
Home screen with overview of all e-mails
After logging in, a list of all the user's e-mails is displayed. The list can be sorted by all columns.
Search mask
Using the search mask, e-mails can be filtered by date, person(s) involved or e-mail address. A full-text search can be carried out in the e-mails.
Search selection
The list of displayed e-mails adapts to the search criteria of the search mask.
E-mail viewer
After clicking on an e-mail a preview is displayed in the right area. The text of the e-mail is displayed. External content (such as tracking pixels) is initially suppressed for security reasons, but can be displayed if desired. With the button "Download" the e-mail can be downloaded in a standard format (*.eml) and processed with any common e-mail program. The attachments of the e-mail can be accessed via the tabs above the mail text.
Appendix Preview Document
For many common file types (Word, Excel, images, etc.) a preview of the document is displayed directly. This allows you to check whether the file you are looking for is the right one before downloading it. By clicking the "Download" button on the tab page of an attachment, the original attachment file can be downloaded.
Appendix Image Preview
Images embedded in an e-mail can also be downloaded individually as attachments. Through the deduplication process, images such as company logos and standard graphics are only stored once in the system, even if they are contained in thousands of e-mails. Even attachments that are forwarded unchanged do not occupy additional storage space.
- Compliance with legal regulations for e-mail archiving
- Great usability thanks to modern, web-based interface
- Various search and filter options for searching mail data and attachments over the entire archiving period
- Privacy function for separating private and business e-mails
- E-mail communication is stored permanently, completely structured and evaluable
- To protect against malware in the archive, dangerous mails can be marked and the access to them can be made difficult or prevented
- Modern, blockchain-like mechanisms to ensure data integrity
- Redundancy-free data storage and thus saving of storage space
- Support in complying with the requirements of the GDPR
- Hosting of the PASS E-Mail Archive both on premise and from the PASS Cloud
- Low infrastructure costs, as the email archive can be operated on Linux and does not require an additional database
- LDAP/AD integration for user/rights management and automatic synchronous permissions to the mail server
Why PASS?
We are the right partner for you, no matter if you want to use e-mail archiving solution for the first time, if the administration of e-mails is decentralized or if you want to replace an existing central e-mail archive for quality or cost reasons. Using our proven migration technology PASS Migration Factory, we master any such challenge.
Our services
Our solutions range from strategic consulting to implementation and operation of the solutions. We are therefore one of the few full-service providers in this segment and are committed to automated system migration and manufacturing processes with short project durations and a powerful GUI.
Our service includes:
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Support for system integration
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Migration project to replace an existing e-mail archive
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Migration project to replace a previously decentralized archiving system
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Training on the application
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Training on the administration of the system
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Hosting from the PASS Cloud
Types of use
Operation of the customer-specific e-mail archive in our data centers in Germany
Provision of e-mail archiving software as a license
Licenses
No license, monthly maintenance fee
License per user/mail box or enterprise license
Additional benefits
- migration of an existing mail archive into the PASS Archive via the Migration Factory (on request)
- service reporting
- participation on new minor releases
- migration of an existing mail archive into the PASS Archive via the Migration Factory (on request)
- participation on new minor releases
- professional services (on request)
Is maintenance required?
Yes
Yes
Is an installation required?
No
Yes
Perfectly suited for
Companies who wish to host their systems and/or data by a service provider
Companies that do not wish to be hosted by a service provider
Costs for
Rent: 4.00 € (incl. VAT) per year per user/postal box
Hosting: on request
License: 6.00 € (incl. VAT) per user/mailbox
Maintenance: 2.50 € (incl. VAT) per year per user/mailbox
The e-mail archive is worther the money compared to those of competitors in the market although we provide highest standards, innovative features and modern interfaces. In addition, the innovative data deduplication feature reduces the need for storage space, which in turn means lower operating costs in our data centers.