MailStore: on-premises or cloud archiving?
Archiving email in a tamper-proof way is mandatory, but where should the data live? In your own house or hosted with a provider? Both routes run through MailStore. The differences and which one fits your company.
Published on June 25, 2026 · Daniel Gläser
Two routes, one proven archive
MailStore (MailStore Software GmbH, part of OpenText since December 2019) is an established solution for central, tamper-proof email archiving. For the on-premises versus cloud question there are essentially two variants: MailStore Server for operation in your own house, and the MailStore Service Provider Edition as the basis for hosted, managed archiving via a provider.
MailStore Server: everything in your own house
MailStore Server runs on a Windows system at your premises. Operation and responsibility rest with you (or with me as your provider looking after the server for you). The software creates complete, exact copies of all emails, with access through the familiar folder structure, full-text search or directly from Outlook.
- Full data sovereignty: the archive is physically with you.
- Tamper protection via SHA hash values of the content and internal AES256 encryption; with Legal Hold, emails cannot be deleted regardless of any other settings.
- You take care of the server's hardware, backup and updates (or outsource exactly that to me).
Hosted: archiving as a managed service
Via the MailStore Service Provider Edition, a provider can deliver archiving hosted and multi-tenant, scalable from single to multi-server operation. You get the archive as a service, without worrying about server, backup and maintenance.
- No server of your own, no maintenance of your own: operation runs at the provider.
- Scales well as the number of mailboxes grows.
- Important: clarify where the data is stored (EU/Germany) and how data sovereignty is regulated.
GoBD compliance is not a checkbox
Whether on-premises or hosted: MailStore itself puts it cautiously, that the software can help meet the GoBD requirements for email data. Compliance also depends on your procedural documentation and your processes. A state GoBD certification does not exist, but MailStore Server is regularly examined by an independent IT auditor against IDW PS 880.
Which variant fits you?
- On-premises if data sovereignty in your own house is the top priority and you want to run suitable hardware (or have it managed).
- Hosted if you do not want to deal with server, backup and updates and value easy scaling.
- Useful in both cases: licensing is per user, starting with small packages. I check current prices for you.
Sources
This article is carefully researched guidance, not legal or tax advice. For binding information, please consult your tax advisor or lawyer.
Frequently asked questions
What is the difference between MailStore Server and the cloud variant?+
MailStore Server runs in your own house, with operation and responsibility resting with you (or your provider). The hosted variant based on the Service Provider Edition delivers the archive as a managed service, without you running a server.
Does my data stay in Germany or the EU?+
With on-premises the data is physically with you. With a hosted solution you should explicitly clarify the storage location and data sovereignty. I look for EU-compliant options when choosing.
Is MailStore GoBD-compliant?+
MailStore can help meet the GoBD requirements for email data. Full compliance also depends on your procedural documentation and your processes. A state certification does not exist, but MailStore Server is examined against IDW PS 880.
What does MailStore cost?+
Licensing is per user, with entry packages for smaller companies. Since prices can change, I check the current terms for your specific case.
The right archive variant for your company
Whether in your own house or hosted: I advise you vendor-independently, set up the right MailStore variant and, on request, take care of ongoing operation including procedural documentation.
Daniel Gläser
Owner of Gläser IT-Solutions, Chemnitz
I build software and run IT infrastructure for small and medium businesses, from the first analysis to day-to-day operations. Everything here comes from real projects and is backed by sources.
