Compliance features of MailStore Cloud

MailStore Cloud’s comprehensive technology helps companies to meet a growing number of compliance requirements and can also assist with eDiscovery scenarios.

Help with fulfilling GDPR obligations

MailStore Cloud is certified by independent data privacy experts according to the EU’s General Data Protection Regulation (GDPR). The software can help you meet obligations under the GDPR, among others, by defining sophisticated retention policies. A copy of the official GDPR audit certificate can be requested by emailing sales@mailstore.com.

Comprehensive technology concept

• Completeness through journaling

  MailStore Cloud enables the complete archiving of all emails in the company. For example, emails can be archived before they are even delivered to employees’ mailboxes.

• Authentic archiving

  Archiving emails match the original in every respect and, when required, can be restored from the archive without any loss of information.

• Tamper-proof storage

  All archived emails are protected against unauthorised access and manipulation by strong encryption and digital signatures.

• Retention policies

  By creating individual retention policies, administrators can retain full control over how long different types of emails are archived. For example, they can decide whether and, if so, when emails should be automatically deleted from the archive, thus complying with different statutory retention periods. Policies like these can also help a business comply with the EU’s General Data Protection (GDPR).

• Legal hold

  While legal hold is activated, no emails can be deleted from the archive - irrespective of how other user rights or retention policies, etc. have been configured.

• Logging

  Thanks to an integrated auditing function, MailStore Cloud can log specific changes and events as defined by the administrator.

• Auditor access

  External auditors can be granted access to the archive via a special “Auditor” user type.

Archiving and Searching for Emails

• Supported Email Systems

  Microsoft 365 (Exchange Online), Microsoft Exchange Server, Google Workspace, Generic IMAP and POP3 Server

• Archiving methods

  Journaling (SMTP) incl. automatic mailbox synchronization incl. folders, archiving of single or multiple mailboxes (IMAP, POP3, EWS, API), shared and group mailboxes, removal of archived messages from mailboxes, non-delivery reports, deduplication

• Retention Policies

  Flexible policies for retaining and removing individual emails by date, sender, recipient, subject, keywords, legal-hold function (delete protection)

• Search, eDiscovery

  Simple and advanced search functions for each user, full indexing of emails incl. subject lines, content and attachments, search through entire archives (compliance users), indexing of e-invoices

• Import & Export

  Automatic import of archives from MailStore Server, bulk email import from files, bulk export as files

Management & Administration

• User Management

  Role-based user access control with local and synchronised users, groups, domains and predefined user roles (admin, standard user, compliance user, auditor), flexible management of access permissions to archive mailboxes

• Directory Services

  Entra-ID (Microsoft 365), Active Directory (Exchange), LDAP (generic), sync. with multiple servers

• Multi-Factor Authentication

  O-AUTH/OpenID Connect, incl. Single Sign-On for Microsoft 365 and Google Workspace

• Configuration

  Setup wizards for automated configuration (Microsoft 365, IMAP), admin dashboard with status and statistics

• Auditing

  All user actions are logged in a legally compliant manner and can be verified by auditors

100% Cloud-Native Archiving

• Hosting

  ISO-certified data centre in Germany

• Availability

  24x7x365 service with zone redundant compute and data storage resources, 99.9% guaranteed availability (SLA), disaster recovery

• Scalability

  Up to 500 users per organization, virtually unlimited storage (auto expanding)

• Security

  Strong encryption of all data at rest and during transport, tamper-proof logging, MFA

• Clients

  Standard web browser (admin & end user access), Outlook Add-in (web based)

• Certifications

  IDW PS 880 (GoBD), GDPR