Email archiving
Looking for email archiving that is GDPR- and GoBD-compliant? We offer software solutions for secure, full-text-indexed archiving — your emails and text-based attachments (Word, PDF) become searchable in seconds. Manual sorting and filing is no longer necessary.
Archiving covers outgoing, incoming and internal mail. All mail traffic is placed in an independent, encrypted archive via a mail gateway. Every user can use it to find deleted or lost emails again.
Incoming mail: the email arrives at the mail gateway, is archived as a copy and is then forwarded to the mail server and into the mailbox.
Outgoing mail: the email goes from the mailbox via the mail server to the mail gateway, which archives an unaltered copy before the email is sent.
How our email archiving works
Our email archiving solution automatically captures every incoming and outgoing business email and stores it unalterably and audit-proof — without you or your employees having to intervene manually. Every message is archived directly on sending or receipt, so no email can be lost.
The archived emails are stored in such a way that they can neither be changed nor deleted afterwards. A convenient search function lets you find archived messages quickly at any time, for example by sender, recipient, subject, period or content — a big advantage when specific business correspondence is needed at short notice.
Access protection also plays a central role: only authorized persons gain access to the email archive, and every access is logged. This keeps it traceable at all times who accessed which archived messages and when, which is particularly important for sensitive business data.
Why email archiving is legally required
Business emails of tax or commercial relevance — such as invoices, order confirmations or contracts — are subject in Germany to statutory retention obligations under the principles of proper accounting (GoBD) and commercial and tax law. These messages must be kept unalterably and retrievable at any time for several years.
Anyone who fails to meet these requirements risks serious consequences in a tax audit, as missing or incomplete email archives can be treated as a violation of the retention obligations. An automated, GoBD-compliant archiving solution creates legal certainty here, without you or your employees having to take care of correct retention manually.
What Tucana does for your email archiving
We set up your email archiving to fit your existing email infrastructure, whether you work with Exchange, a cloud mailbox or another solution. We ensure that archiving meets current legal requirements and is integrated seamlessly into your daily work.
Even after setup, we continuously monitor the function of your email archive and support you when needed, for example with targeted searches for specific messages in the course of a tax audit. You can rely on your business email correspondence being archived completely, securely and in a legally compliant manner at all times.