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Email archiving » Legally-compliant email storage software

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Email ArchivingIntelligent mail archivingProfessional, automatic archivingSecurely stored in European data centresProtect yourself against data lossStarting at£1/monthexcl. VATSee package

Email Archiving

Extra security for your emailNever 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 email accounts as you like.

All existing messages and attachments are moved to the archive when you get started. Incoming and outgoing emails are automatically saved in their original state, including any attachments. This means you can free up space in your mailbox without losing any important data.

Your emails are stored securely in our European data centres.

Stay compliant with email retention laws

Accidentally deleted an important email? No problem. All emails can easily be found and restored with eDiscovery. This means you’re covered if you ever need to refer to old emails in your day-to-day business.

You might also need access to old emails for legal reasons, for example as part of an audit. Different rules apply to different industries, and businesses and public sector organisations have to be aware of the laws that apply to them. Email retention is relevant to a range of legislation, including:

Data Protection Act General Data Protection Regulation Public Records Act Freedom of Information Act

Email Archiving helps you to meet compliance requirements. For example, you can set individual retention times and apply a legal hold if necessary. Find out more about email archiving laws.

Automatic backups for unlimited mailboxes

All your accounts can be protected with one Email Archiving package. Back up as many mailboxes as you need. You’ll also have the flexibility to decide who has access to your archive.

Email Archiving can be used with unlimited email accounts. Tailor third-party access rights as required. Get 5 GB extra email storage as standard. Your storage space automatically grows with your needs. Easy to use with Microsoft Outlook. Choose your Email Archiving packageUse Email Archiving with IONOS Email, or add it to an account from another provider.Email ArchivingEmail Archiving + professional email Save 60%£2.50£1/monthfor 12 monthsexcl. VATAdd to basket

5 GB storage

Automatic archiving

Restore emails

Works with any email account

Use with unlimited inboxes

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 All prices exclude VAT charged at 20%. VAT may be subject to change depending on your country of residence. Terms and conditions apply.

Save 50%£4£2/monthfor 12 monthsexcl. VATAdd to basket

Email

1 email account with 2 GB

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Synchronised on all devices

Email Archiving

5 GB storage

Automatic archiving

Restore emails

For any IONOS email account

Use with unlimited inboxes

European data centres

Save 25%£6£4.50/monthfor 12 monthsexcl. VATAdd to basket

Email

25 email accounts, each with 2 GB

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Email Archiving

5 GB storage

Automatic archiving

Restore emails

For any IONOS email account

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European data centres

Save 76%£8.50£2/monthfor 3 monthsexcl. VATAdd to basket

Email

50 GB email account for each user

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Email Archiving

5 GB storage

Automatic archiving

Restore emails

For any IONOS email account

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European data centres

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 All prices exclude VAT charged at 20%. VAT may be subject to change depending on 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 in to your customer account to get started.Go to your accountOnly at IONOSYour personal consultant

After you order, your personal consultant will guide and support you every step of the way.

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Technical questions? Our award-winning experts are always available to help by phone, chat or email.

Email Archiving – FAQWhich legal requirements exist regarding email archiving?

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.

Who is responsible for ensuring compliance with email retention laws?

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.

How long do emails have to be archived for?

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.

What is the difference between an archive and a backup?

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 which IONOS products can the archiving function be used?

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.

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