"E-Mail archiving" refers to the process of systematically storing and managing emails over a defined period of time. This practice ensures the legally compliant retention of business emails according to regulatory requirements and compliance standards.
Typical functions of software in the field of email archiving include:
Automatic Archiving: Automated capture and storage of incoming and outgoing emails and their attachments.
Search and Retrieval Capabilities: Fast and reliable search functions that allow users to search and retrieve archived emails based on various criteria (date, sender, subject).
Compliance and Legal Compliance: Ensuring compliance with legal regulations and industry-specific compliance requirements (e.g., GDPR, HIPAA) through authentication, encryption, and access control.
Long-term Archiving: Long-term preservation of emails considering retention periods and rules.
Audit Trail and Reporting: Logging all accesses and actions within the archive, as well as generating reports for monitoring and tracking.