Archiving Incoming and Outgoing E-mails Directly
In addition to archiving server mailboxes, files and e-mail applications (clients), MailStore also provides the option to archive all incoming and outgoing e-mails automatically and in their entirety.
Below, some of the advantages and disadvantages are described to help determine if this way of archiving is suitable for your company:
Advantages
| • | Users cannot delete or modify any e-mails before archiving. |
| • | In many cases, archiving all incoming and outgoing e-mails automatically and in their entirety is the only practical solution to complying with legal requirements and regulations. |
| • | As opposed to archiving e-mails from local e-mail clients such as Outlook or Thunderbird, this type of archiving does not require an installation of MailStore Client software on the user computers. |
| • | This way of archiving can also be conducted in non-Windows environments. Only the installation of MailStore Server requires a computer with a Windows operating system. |
Disadvantages
| • | Depending on the configuration, unwanted e-mails, such as spam, are archived as well. |
| • | The folder structure created by the user is ineffective, because e-mails are archived before being stored into folders. |
| • | Depending on the configuration, adjustments to the settings of the local e-mail clients (e.g. Outlook) may be necessary. |
| • | Applying specifically to companies in Germany: The automatic storage and the access to private e-mails of employees or co-workers could violate the postal privacy law as stated in Article 10 of the Basic Law for the Federal Republic of Germany. By definition, e-mails belong into the category "mail" and are subject to this basic law. Therefore, the automated archiving of e-mails can be permitted only through a contractual agreement with the employees or with approval of an employee organization which is authorized to represent. Another option is the enforcement of a company-wide ban of private e-mail communication by company management. |
How It Is Done
MailStore can archive the entire incoming and outgoing e-mail traffic automatically. If an Exchange server is available, this can be done through its Envelope Journaling function. In all other system environments, the MailStore Proxy server can be used. The MailStore Proxy server is available to all MailStore Server customers free of charge.
The exact way of proceeding depends on the e-mail system that is used:
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