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MailStore Cloud is a cloud hosted email archiving solution available to small and mid-sized organisations via registered MSPs and Resellers.

Benefits

Compliance

Features

Easy implementation

  • No hardware or software to install and maintain
  • Setup an archiving solution for your customers in minutes via a dedicated self-service portal
  • Provide a comprehensive web based administration and user interface to your customers
  • Initial storage included - grows automatically as required
  • Compatible with all common email systems

Low commitment

  • Offer your customers a fully functional 30-day trial period with no commitment
  • Minimum subscriptions of only 5 users
  • Easy online cancellation via your portal

Reliable

  • Established quality and technology from MailStore, a subsidiary of OpenText
  • Hosted on an ISO-certified, high availability data center in Germany
  • Certified to the EU's GDPR and Germany's IDW PS 880 standards
  • Archived data accessible 24x7x365 with 99.9% availability (SLA)

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 unauthorized 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