Email archiving as Managed Service

Email is becoming ever more important as a way to close business transactions. Email counts as business correspondence and must be archived in compliance with audit standards. The Managed Service offered by Pallas relieves you of the burden of storing business records.

Audit-ready email archiving

With email archiving from Pallas as your Managed Service Provider, you minimise your expenses and simultaneously increase your performance. Our solution is available immediately after a short set-up process. Leave archiving your emails to us. We’ll take over management and maintenance of services from now on. You’ll save time so you can concentrate on your areas of expertise.

Trustworthy management of your data is our highest imperative. Your sensitive business information is archived separately. Although we are responsible for the administration of your email archive, we do not have direct access to your data. Data sovereignty remains in your hands. Through integration in Microsoft Outlook, web access or via mobile applications, your employees can access archived emails at any time.

Germans send 732.2 billion emails every year. Despite the existence of alternative communication channels and the rise of collaborative platforms, email still registers growth of 17% per year. Many companies cannot use the information and knowledge contained in emails because of decentralised storage.

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Benefits

Audit-ready

Audit-ready, uneditable archiving with an adjustable storage period

Secure

Securely hosted in German computing centres

GDPR-compliant

GDPR-compliant, in German computing centres with a German operator

This needs to be the basis of your email archiving

Studies show that 94.1% of German companies receive electronic invoices, which means they are required to archive. This makes email an organisational and technical challenge for these businesses. When viewed together with legal considerations, there is no alternative to email archiving.

Legal background: In a letter dated 14 November 2014 on the “Principles for the proper management and storage of books, records, and documents in electronic form, as well as data access (GoBD)”, the Federal Ministry of Finance established standards of financial management for IT-protected processes. The GoBD replace the previously valid BoBS and the GDPdU.

When does the obligation apply to me? These days, businesses usually send quotes, invoices, etc. by email. Email has assumed the role of business correspondence and must be stored according to the GoBD.

An email is an originally electronic document that businesses receive electronically.

The two elements, “business correspondence” and electronic document, establish an obligation to store emails only electronically.

One exception: if the email is purely a way to transmit an electronic file (such as an invoice) and contains no additional information relevant for tax purposes, the email does not need to be stored separately. In this case, the email is like an envelope. It is the attached file that must be archived electronically.

A look at the EU General Data Protection Regulation (GDPR). When the GDPR came into force on 25 May 2018, it set additional requirements for data protection and handling of personal data.

We have your secure solution

With email archiving from Pallas as your Managed Service Provider, you minimise your expenses and simultaneously increase your performance. Our solution is available immediately after a short set-up process. Leave archiving your emails to us. We’ll take over management and maintenance of services from now on. You’ll save time so you can concentrate on your areas of expertise.

Trustworthy management of your data is our highest imperative. Your sensitive business information is archived separately. Although we are responsible for the administration of your email archive, we do not have direct access to your data. Data sovereignty remains in your hands. Through integration in Microsoft Outlook, web access or via mobile applications, your employees can access archived emails at any time.

More than legal certainty – eight reasons

It’s not just hard copies of contracts and data on your server that is business-critical corporate information. Legislation includes emails in this category. Under statutory regulations, you are obligated to store them in full for several years.

Having emails pop up constantly compromises your performance and slows down searches. Emails are among the most important carriers of information in a company. They route the majority of internal and external communication and are a crucial component of relevant processes in your company.

Emails are often scattered over various email servers, user computers and external service providers. Email archiving consolidates all emails in a company at one central location.

Emails often contain information of great importance to companies. Accessing inboxes is no big challenge for your employees. Nor is deletion – it just takes one click of the mouse. Whether it’s intentional, accidental, or caused by technical problems is irrelevant. Deleted is deleted. Your business loses valuable information this way every day. Email archiving is a virtual safe that protects you against data loss.

Backups and laborious restores are simplified by email archiving. Restore old emails with just one click of the mouse.

Email archiving makes inbox limits and exporting emails as PST files superfluous. Make good use of the new free capacity on your server and increase the efficiency of your processes.

A rising email volume requires storage capacity. With email archiving, your storage is reduced using Single Instance Storage. Much-needed server and storage resources are available again.

Make things easier for your IT. Email archiving as a Managed Service saves you substantial investment costs. You don’t need to buy new hardware or license expensive software. Monthly, use-based costs keep you on top of your expenses. You pay only for the number of assigned employees with their own user archive during a billing month.

Produktblatt

Email archiving and GDPR at a glance

Vendors & Certifications

Pioneering products and solutions from the world’s leading vendors

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Mailstore

As pioneers of standard email archiving software, we have been offering our customers a simple, safe, flexible, and scalable technology since 2006 to help them meet the requirements on the long-term storage and utilization of emails as an information resource.

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