Email archiving that auditors accept
In Germany, business-relevant emails are subject to retention obligations: six years under commercial law, ten years for tax-relevant documents. PST files on laptops and mailbox backups don't fulfill this, because they are neither complete, nor immutable, nor searchable. Conbool Archive automatically stores every incoming and outgoing message in an audit-proof manner and makes it retrievable again in seconds.
Why Conbool Archive convinces
- Fulfills the retention obligation: every business email is stored completely and immutably, including attachments
- Finds any message in seconds: full-text search across content and attachments, even across years
- Protects employee privacy: by default, access only to one's own mailbox, other mailboxes only under the four-eyes principle
- Runs without touching the mailbox: connection via SMTP journaling, independent of the mail server used
- Made in Germany: storage in ISO 27001 data centers and a complete access log
Archiving on every level
| Function | What Conbool Archive does |
|---|---|
| Audit-proof storage | Every message is stored immutably, including attachments and complete headers |
| Seamless capture | Connection via SMTP journal captures incoming and outgoing mail completely, regardless of user behavior |
| Retention periods | Presets for six and ten years, plus a rule editor for custom requirements per domain, group, or mailbox |
| Full-text search | Search across subject, content, sender, recipient, time period, and attachments |
| Role-based access | Every user sees their own archive, further rights are granted selectively |
| Four-eyes principle | Access to other mailboxes requires approval by a second authorized person |
| Groups and departments | Access rights can be mapped via groups instead of maintaining them mailbox by mailbox |
| Export for audits | Individual messages or entire holdings can be exported for tax audits and information requests |
| Deletion concept per GDPR | After the retention period expires, automatic deletion occurs, ongoing legal holds remain unaffected |
| Storage monitoring | Warning before reaching the booked storage, expansion possible at any time in the portal |
An archive is not a backup
A backup restores a state. An archive proves a content. That's exactly what a tax audit requires: completeness, immutability, and traceability over the entire retention period. Anyone reconstructing deleted mailboxes from backups cannot prove any of these three points. Conbool Archive records every message directly during transport, before a user can move or delete it.
Independent of the mail server
The connection is made via SMTP journaling and thus works with Exchange Online, Microsoft 365, classic Exchange, and any other mail server. A guided setup wizard accompanies the connection step by step. A change of mail provider leaves the archive holdings untouched.
Data protection and employee co-determination
Archiving touches on personal rights, which is why access is tightly controlled. By default, every employee sees only their own archive. Access to other mailboxes is only possible under the four-eyes principle and is logged. This significantly eases coordination with the works council and data protection officer.
Who Conbool Archive is made for
For every company with a commercial or tax law retention obligation, from craft businesses to large corporations. Especially relevant for industries with additional documentation requirements such as healthcare, finance, law, energy, and the public sector.
Email security from Germany
Conbool Archive is part of Conbool's integrated email security suite: threat protection, encryption, secure file transfer, centralized signatures, archiving, and DMARC. All from a single source and firmly in German hands.
Fulfill retention obligations now, without effort, Made in Germany.
- Fulfills the retention obligation: every business email is automatically, completely, and immutably archived, six years under commercial law, ten years for tax-relevant documents.
- Fulfills the retention obligation: every business email is automatically, completely, and immutably archived, six years under commercial law, ten years for tax-relevant documents.
- Fulfills the retention obligation: every business email is automatically, completely, and immutably archived, six years under commercial law, ten years for tax-relevant documents.