Choosing the right strategy for e-mail archiving contributes significantly to how efficient e-mail archiving ultimately is. Basically, two types are used for e-mail archiving:

Mailbox archiving

With mailbox archiving, e-mails are copied from the mailboxes to an archive mailbox at defined intervals. A major disadvantage of this method is the possible manipulation and deletion of emails before they are transferred to the mailbox for the email archive. This means that it cannot be guaranteed that all e-mails are available and that they have been stored in an audit-proof manner.


With journaling, all incoming and outgoing emails are picked up and copied directly from the email server. Understanding journaling is important when planning for message retention and compliance.

Why journaling is important

Journaling is the ability to record all email communications within an organization for use in the organization's email retention or archiving strategy. In order to meet an increasing number of regulatory and compliance requirements, many organizations need to keep records of the communications that take place. Journaling is a tamper-proof method of email archiving because the emails are already copied before they arrive in the user's mailbox. This also counts for sent e-mails.

If the email solution does not offer journaling

Most e-mail solutions offer an integrated journaling service. However, a few do not have an internal journaling service. If you still want to archive your e-mails in an audit-proof manner, as required by law in the GoDB, you can use e-mail archiving solutions that use their own journaling service.

Why you should use an email archive

E-mail archives are often viewed as a necessary evil and may not be managed according to legal requirements. An audit-proof (unchangeable) e-mail archive also offers the necessary information in an emergency, e.g. B. are needed in court disputes. Imagine that these e-mails are no longer available because you are not using an e-mail archive. That would not only be annoying, it could also be expensive.

But there are also two fundamental differences to consider when choosing the archive. Where is your archived data stored? Archived data should always be kept separate from live data in a secured cloud storage. This is the only way to be safe from cyber attacks and cryptolockers in the long term. A cloud email archive offers the highest security and the best efficiency:

  • No acquisition costs
  • No hardware maintenance
  • Separate storage for more security
  • 100% GDPR compliant
  • Better performance
  • Always up to date
  • High availability of 99.9999999%