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Email Archiving

Intelligent mail archiving

  • Professional, automatic archiving
  • Securely stored in European data centres
  • Protect yourself against data loss
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Extra security for your IONOS email

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Never lose an email again

With the email archiving tool from IONOS, your emails are professionally and securely archived for you to access whenever the need arises. You can add as many of your IONOS email accounts as you like. All incoming and outgoing emails from these accounts are automatically saved in their original state, including any attachments.

Peace of mind

Accidentally deleted an important email? No problem. All emails can easily be found and restored via your archive. This means you’re covered if you ever need to refer to old emails in your daily business, or for legal reasons. eDiscovery and individual retention times help you stay compliant. A legal hold can also be implemented if necessary.

All existing messages within your inbox are moved to the archive after the initial activation, with new messages automatically archived.

Your emails are stored securely in our European data centres.

It’s your call

You decide which inboxes you want to archive – the choice is yours. You’ll also have the flexibility to decide who has access to your archive.

  • Email Archiving can be used with all your IONOS email accounts – or as many as you choose.

  • Tailor third-party access rights as required.

  • The standard 5 GB storage space automatically expandsAdditional storage will be charged at £1/month per 2 GB or part thereof. Close as you need it, so no emails will slip through the net.

  • Easy to use with Microsoft Outlook.

Package overview

Be secure from day one and activate Email Archiving with your chosen email package:

Mail Basic 1 +
Archiving


£3.50/monthexcl. VAT Cancel anytime
Continue

Email
1 email account with 2 GB
Free domain Included free domain extensions: .uk, .co.uk, .com, .online, .net.Close
Ad-free email
Spam filter
Synchronised on all devices

Email Archiving
5 GB storage Additional storage will be charged at £1/month per 2 GB or part thereof.Close
Automatic archiving
Restore emails
For any IONOS email account
Use with unlimited inboxes
European data centres

Mail Basic 25 +
Archiving


£4.50/monthexcl. VAT Cancel anytime
Continue

Email
25 email accounts, each with 2 GB
Free domain Included free domain extensions: .uk, .co.uk, .com, .online, .net.Close
Ad-free email
Spam filter
Synchronised on all devices

Email Archiving
5 GB storage Additional storage will be charged at £1/month per 2 GB or part thereof.Close
Automatic archiving
Restore emails
For any IONOS email account
Use with unlimited inboxes
European data centres

Mail Business +
Archiving


£7.50/monthexcl. VAT Cancel anytime
Continue

Email
50 GB email account for each user
Free domain Included free domain extensions: .co.uk, .uk, .com, .net, .org, .info, .me, .biz, .online.Close
Ad-free email
Premium virus protection and spam filter
Real-time sync of your data on all devices

Email Archiving
5 GB storage Additional storage will be charged at £1/month per 2 GB or part thereof.Close
Automatic archiving
Restore emails
For any IONOS email account
Use with unlimited inboxes
European data centres

Prices excl. VAT may be subject to change dependent upon your country of residence. Terms and conditions apply.

Already have an email account with IONOS?

Add Email Archiving to your existing contract and use it with any or all of the email accounts you have registered with IONOS. Log into your customer account to get started.
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Award-winning support

Our personal consultant service won gold for Best Customer Engagement Initiative at the European Contact Center & Customer Service Awards, the largest awards programme in the customer contact industry.

Your personal consultant

Tailored advice. Tips for online success. Technical support. Available via a direct phone number, chat and email. Free of charge for all IONOS customers.

Our customers rely on IONOS to provide professional email solutions that keep their business running smoothly. Join the millions of people who have already entrusted Europe’s biggest email host with their data, in the knowledge that it will be protected with the highest possible security standards.
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Email Archiving - FAQ

In this computer age, the shift away from paper and toward digital formats has created some confusion when it comes to rules and regulations regarding business email storage. Since these are virtual documents, companies can easily make the mistake of underestimating their importance and deleting them simply because they presume they aren't needed anymore. But doing so can lead to hefty fines or even criminal proceedings, as professional emails with commercial and/or legal content are considered, for all intents and purposes, documents that need to be stored carefully for a certain period of time.

In the United Kingdom, regulations have been put into place that require all businesses to keep electronic records of business data, including emails. These email archiving laws in the UK require businesses to keep copies of emails for a specific time period. Examples of email retention laws that businesses must comply with include the Freedom of Information Act, the Companies Act 2006 and the Data Protection Act.

In the EU, the General Data Protection Regulation (GDPR) came into effect in May 2018 and means that any organisation that handles the personal information of EU citizens or residents is subject to the GDPR. These regulations ensure that an individual's data is more secure and they have more control over it. Failure to comply could result in a fine of €20 million (£17 million) or 4% of your company's global revenue. Email archiving isn't just for convenience – it's a legal necessity. Using adequate archiving methods for storing digital documents ensures that business emails are properly preserved in full compliance with the regulations regarding quality, integrity, security, privacy and inalterability. Therefore, email archiving tools are optimal solutions that make it easier to comply with legal archiving requirements and at the same time keep all digital documentation safe.

The length of time an email needs to be kept for depends on the email retention law. In the UK's current Data Protection Act, Principle 5 stipulates that "Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes". Although it doesn't specify the exact retention period, there are some points included that companies should bear in mind when creating their data retention policy. For private companies, the retention period is a minimum of three years, but for those in the medical field, the length increases to a minimum of 40 years for medical examination records. Even if you're sure that your company is adhering to email retention policies, it's still a good idea to check with your legal representative to make sure your business is doing everything correctly.

In principle, archiving emails of a commercial and/or legal nature is a task for all businesses in the UK, without exception. Depending on the industry, some companies need to adhere to more email retention policies than others. It's of utmost importance to check which regulations are significant for your particular company.

The ability to access and recover data is important for companies of all sizes. Your company can either rely on data backups or archiving, but what is the difference between the two? You need to find the best method of email retention for your company.

A backup is a copy of data, which can be used to restore the original in case your data is lost or damaged. Data loss can happen due to hardware failure, human error or a natural disaster – saving your data with an email backup means you're prepared for these worst-case scenarios.

An archive is a collection of records that is stored long-term and can be accessed in the future if a certain piece of information is needed. Since archives usually contain data that isn't currently being used, it frees up space elsewhere, easing the burden on faster and more frequently accessed data storage systems. In other words, an archive holds original data that has been removed from its original location.

With the right software, you can manage legally compliant and audit-proof email archiving. If desired, you can add the email archive module to the IONOS Mail Basic and Mail Business packages and to all other IONOS products that include an email address such as the web hosting and domain packages. Email archiving works whether you use IONOS Webmail or another email client such as Outlook. All emails are securely backed up, professionally archived with tamper-proof envelope journaling and are searchable, discoverable, and accessible in the event of a legal motion or audit.

Questions?

We'd be happy to help you choose the right product or provide support for existing customers.

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