Email Archiving
Searchable retained copies of inbound and outbound email for compliance and e-discovery.
Searchable email retention and archiving for compliance and e-discovery
Keeping an auditable, searchable record of organisational email is a frequent operational burden. Teams must meet retention rules, respond to legal or regulatory discovery requests and keep exports for records without disrupting live mailboxes.
Hornetsecurity Email Archiving stores and indexes inbound and outbound mail and attachments so messages can be searched, retrieved and exported. That gives control over retention enforcement and provides a retained copy for searches and production across an estate.
Where Email Archiving is used
Retention enforcement: apply and demonstrate retention policies by retaining a separate, searchable copy of email across domains and subsidiaries. This helps where live mailbox retention might be changed or users delete messages.
E-discovery and export: perform targeted searches across retained mail, collect message sets and export them for legal review, regulatory requests or records management processes. Works for estates using Microsoft 365 and mixed domain setups.
Suitable environments
Fits regulated organisations and SMEs that need demonstrable email retention and e-discovery capability. Common where Microsoft 365 is in use, where multiple email domains exist, or where legal discovery obligations require a retained, searchable record.
Benefits
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 automatically stored in their original form in Hornetsecurity’s data centres 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 centres.
Features
Easily find the emails you are looking for
With 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. Hornetsecurity’s Email Archiving makes this possible thanks to its comprehensive search functions.
Full text index
The solution’s 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
Apart from full text search to find archived emails, search parameters can be narrowed down by individual search criteria such as date, sender, recipient and subject. This way, searched messages can be identified more precisely and found more quickly.
Compliance, transparency and control
The legal requirements that apply to traditional letters also apply to business emails. 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. Hornetsecurity’s Email Archiving enables 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 and can see what data has been viewed.
Audit log/audit trail
The solution keeps a complete log 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 administrator can view the audit log 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
Users can give another user access to their email archive, which is useful in the case of 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, 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.
Screenshots
