MailStore

Solution:

GDPR Compliance and Email Archiving

With the implementation of the General Data Protection Regulation (GDPR) in Europe, MailStore has updated its email archiving software to ensure broader compliance.

Have professional email file standards

More and more companies are dealing with challenges regarding compliance policies, HIFA and FERPA in the United States and GDPR in the European Union. On May 25, 2018, the General Data Protection Regulation. With Mailstore Server you can count on support for certain GDPR/RGPD requirements. The software creates copies of all emails in a central general email archive to ensure data security and availability for years to come. Mailstore Server was inspected by an independent IT auditor who declared that Mailstore Server is officially certified by the GRPR. Emails are archived in compliance with MIME, the email standard defined in RFC 2045 and its successors. This helps meet compliance requirements and ensures that the data can be used outside the MailStore.

Retention policies

Those responsible for administration can set up detailed storage policies, allowing them to maintain full control over the periods during which different types of emails are kept. They can specify when emails should be automatically removed from storage, thus complying with the different retention periods that may be required by regulatory standards. These policies help customers meet their obligations under the European Union’s General Data Protection Regulation (GDPR).

Case Study

Indianapolis International Airport

In this success story, Richard Edwards, IT Infrastructure & Security Manager at Indianapolis International Airport, explains why the airport chose to replace their email archiving solution (which they had had for over 10 years) with MailStore Server.

Opened in 1931, Indianapolis International Airport is the largest airport in the US and the second busiest in the world for the planes of the logistics company FedEx. The company has always used an email archiving solution, which turned out to be expensive, complicated and unreliable. For these reasons, and after an intensive period of evaluation, in 2011 the decision was made to invest in a new solution: MailStore Server. According to Richard, the reasons were the low cost of ownership, system requirements, intuitive use and seamless integration into the existing infrastructure. In addition, during this process the company was accompanied by a highly qualified team that responded quickly and provided documentation designed with each test phase in mind.

Improvements applied

After this solution was implemented, the emails that had accumulated over the last few years were extracted from the PST files and moved to a central email archive to permanently reduce dependency on these types of files. Depending on the user group, pre-defined deletion rules removed previously archived emails from the server after 60 to 120 days (with the possibility of recovering them). Mailbox quotas can thus be eliminated and backup and restore processes optimized.

Strategic approach

In the meantime, the airport reviewed its strategic approach and started to focus on journaling. To avoid data loss and ensure that the legal requirements governing the availability and security of the company’s key data were respected, whether emails were sent in or out, they were archived on the server.

Search options for users

With MailServer, users have search functions available via MailStore Client, MailStore Outlook add-in and MailStore Web Access. These options provide users with quick content search options for any email and attached file.