E-mail archiving

Stricter legal framework conditions as well as the enormous increase in business-relevant email communication make the automatic and audit-proof archiving of emails indispensable.

Legal basis:

Many companies in Switzerland are still not aware of the obligation to retain emails. Today, emails are considered documents just like any other business letter, and anyone who deletes them hastily can be liable to prosecution. Professional email management saves a lot of trouble.

• Every company registered in the commercial register is legally obliged to keep all business-related documents for 10 years after the end of the business year (Art. 962 CO).
• Legal framework conditions for the audit-proof archiving of e-mails have existed since 2002.
• The archiving of all relevant documents must be audit-proof.

Audit-proof electronic archiving means, among other things:

• Each document must be properly stored in accordance with legal and organisational requirements.
• Archiving must be complete - no document may be lost on the way to the archive or in the archive itself.
• Each document shall be archived at the earliest possible time from an organisational point of view.
• Each document must be consistent with its original and archived in an unalterable manner.
• Each document may only be viewed by appropriately authorised users.
• Each document must be retrievable and reproducible within a reasonable time.
• Each document may be destroyed, i.e. deleted from the archive, at the earliest after its retention period has expired.
• Every changing action in the electronic archiving system must be logged in a way that is comprehensible for authorised persons.
• The entire organisational and technical procedure of archiving can be audited by an expert third party at any time.                                                                                                                                                                                     

The management of emails is not only a security issue for companies, but also an economic and organisational challenge.

Only if companies succeed in taking into account all aspects surrounding email archiving can they increase the efficiency and productivity of their employees and at the same time ensure legal certainty.

We use software that has been tried and tested thousands of times, which can be used quickly and easily and yet is extremely low-maintenance and reliable, even with high requirements.
The low entry price and the integrated storage technology also keep the overall costs at the lowest level.

Please do not hesitate to contact us for a non-binding consultation.

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