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Using Email Archiving for Hosted Microsoft Exchange®

This article explains how you can use the Email Archiving for Microsoft Exchange accounts to securely store and manage emails in accordance with legal requirements.

Notes

  • Email archiving does not support Microsoft Exchange 2013. To use email archiving, you can upgrade to Hosted Microsoft Exchange. Alternatively, you can add your Microsoft Exchange 2013 mailbox as an external email account to Email Archiving.

  • By default, archived emails are retained for 11 years from the date of receipt and then deleted. You can change the current retention policy at any time and set a different retention period. You also have the option to retain all archived emails for an unlimited period. Alternatively, you can create new retention policies to define individual retention periods for one or more email accounts.

    The following article explains how to amend an existing retention policy:

    Adapt retention policy

    Instructions on how to create a new retention policy can be found in the following article:

    Create retention policy

Archiving additional Mail Basic, Mail Business, and external email accounts

With Email Archiving, you can store emails from Mail Basic, Mail Business, and external email accounts in a legally compliant manner, in addition to Microsoft Exchange accounts.

Archiving of email and Microsoft Exchange accounts covered by other contracts

Email Archiving is a subscription service and is compatible with existing contracts. For you, this means:

You can use the Email Archiving for any number of Microsoft Exchange accounts, as well as for any number of Mail Basic and Mail Business mailboxes associated with a single customer number at IONOS.

If you set up a new Microsoft Exchange account on or after March 29, 2023 and use email archiving for this account, the following data will be backed up in addition to your emails:

  • Contacts

  • Calendars

  • Tasks

Note

If you set up Email Archiving before March 29, 2023 for a Microsoft Exchange account, it is not possible to back up contacts, calendars, and tasks for that account.

Searching for emails that have been archived for a Microsoft Exchange account

To search for emails that have been archived for a Microsoft Exchange account, you must select the relevant archive for a Microsoft Exchange mailbox on the email overview page. You can then search for the emails you require.

For further information, please see the following article:

Using the search functions in Email Archiving

GDPR-compliant deletion of emails

To delete emails stored in the archive for Microsoft Exchange accounts in a way that complies with the GDPR, you must invite a user to manage this archive and assign them the role of Data Protection Officer.

For further information on the GDPR-compliant deletion of emails, please see this article:

Deleting emails as the Data Protection Officer (DPO)

Certification in accordance with IDW PS 880

Email Archiving is certified in accordance with IDW PS 880. It meets all statutory requirements regarding compliance, security, and control. This means that, from the customer’s perspective, both the software development process and the software itself meet the requirements for legal compliance and tamper-resistance in accordance with IDW PS 880. This auditing standard (PS) for the auditing of software products, issued by the Institute of Public Auditors in Germany (IDW), has been in force since 2010.

The certificate confirming that the software audit has been carried out can be found in the following PDF document:

Software Certificate in accordance with IDW PS 880 IDW RS FAIT I (German)

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