MailStore · Search · Retention
Business email.
Organised for the long term.
I plan and maintain your email archive, locally with MailStore Server or hosted with EL mailarchive. Matched to your mail system, access permissions and retention policy.
Discuss your projectSend a request with detailsFree initial conversation · Directly with Daniel Gläser
- CaptureMessages from your mail system.
- OrganiseRetention with defined rules.
- FindSearch with authorised access.
Retention
Retain what needs to be retained.
Whether an email needs retaining depends on its content and business function. Not every message is automatically subject to retention. A message that only transports an attachment already captured elsewhere differs from one containing a business agreement.
We clarify the technical implementation of your retention policy: which mailboxes and messages are captured, who may access them and how retention and deletion work. You agree tax and legal requirements with your relevant advisers. Software alone does not guarantee a GoBD-compliant process.
Local or hosted?
Two operating models. One informed choice.
MailStore Server
Archiving on your own server infrastructure.
- Suitable when you already have servers and operating capacity.
- Control storage, access and backup within your own operation.
- Budget for licences, maintenance, storage and backup together.
EL mailarchive
Hosted archiving powered by MailStore.
- Suitable for a cloud strategy or without your own archive server.
- Review provider, storage location, access and processing terms.
- Agree recurring costs, service scope and export options in the proposal.
Search & access
An archive people can actually use.
Full-text search
Find messages and supported attachments by their content. People search the records they are authorised to access.
Appropriate integration
Microsoft 365, Exchange or IMAP: we check capture method, authentication and importing existing messages for your system.
Permissions & traceability
User access, administrative roles, retention rules and documentation are matched to your operation.
Reduce mailbox pressure
Separate archiving can ease mailbox administration. When original messages may be removed from mailboxes follows the agreed policy.
Archive & backup
The archive needs a backup of its own.
Archiving supports organised retention, search and controlled access to messages. Backup supports recovery after failure, mistakes or an attack. These are complementary tasks.
A separate archive can fail too. Backup, access protection and a tested recovery procedure therefore belong in operations. For a hosted service, we clarify which backup and recovery services are actually included.
Working together
A clear path to everyday use.
Assess requirements
Discuss mailbox count, mail server, existing data and retention policy.
Choose the operating model
Compare local and hosted operation, including costs and responsibilities.
Set up & validate
Test integration, import, permissions and search with pilot mailboxes.
Handover & maintain
Train users, document procedures and agree backup and recovery.
Before we begin
Good questions. Clear answers.
Must every email be archived?
No. Content, function and applicable duties determine retention. The policy must also account for data protection and deletion. Your relevant adviser determines the legal requirements.
Does the archive replace my backup?
No. An archive organises retention and search; backups enable recovery. The archive itself also needs an appropriate backup plan.
Can existing emails be imported?
Import is possible depending on the source system and data. Completeness, formats and permissions are checked before migration.
What information helps prepare a proposal?
Mailbox count, current email system, data volume and your preference for local or hosted operation. If these are still unclear, we cover them in the initial call.