Email Archiving with MailStore

Why email archiving is not a “nice-to-have”

Most organizations don’t realize email archiving is missing until it’s too late: during a tax audit, a legal dispute, or a data subject access request under GDPR Article 15.

Then things get hectic — and expensive.

The regulatory reality (particularly relevant for organizations operating in Germany):

• GoBD (Germany’s regulatory requirement for retention of business records) requires tamper-proof, immutable storage of business-relevant emails — for up to 10 years.
• GDPR gives individuals the right to request information about stored data. Without an archive, finding a specific email becomes a needle-in-a-haystack problem.
• BSI IT-Grundschutz (Germany’s federal IT security baseline) requires traceable email archiving — especially relevant for municipalities, utilities, and public-sector organizations.

And the everyday reality? PST files on local workstations, full mailboxes, deleted emails that are suddenly needed during an audit. Outlook folders are not an archive.

MailStore: Simple, reliable, legally compliant

MailStore automatically archives every incoming and outgoing email — completely, immutably, and searchably. Regardless of whether you use Microsoft 365, Exchange, or another mail server.

What MailStore means for you in practice:

• Every email is captured automatically — no manual sorting, no forgetting, no gaps.
• Lightning-fast search — find any email in seconds, even after years. Your accountant asks for an invoice from 2019? No problem.
• Tamper-proof under GoBD — emails cannot be modified or deleted after the fact.
• GDPR-compliant deletion — when retention periods expire, data can be removed in a targeted manner.
• Relieves your mail server — mailboxes get smaller, performance improves, storage costs decrease.

MailStore runs on your premises or in our hosted environment — you decide where your data lives.

Why MailStore from Nexilon?

You can buy MailStore licenses elsewhere. Installing the software — many people can do that. But the questions that come afterwards are the ones that matter:

• Are all business-relevant emails actually being captured?
• Is the configuration truly GoBD-compliant — or just “roughly”?
• What happens when your mail server changes?
• Who takes care of problems — evenings, weekends?

That’s exactly what we’re here for:

• Dedicated contact person — no anonymous ticket system, but a small team that knows your environment.
• Reachable when it counts — available outside normal business hours.
• 12+ years of IT experience — from CIO and CISO roles to infrastructure projects for utilities and municipalities.
• Not just license sales — we plan archiving to fit your infrastructure, set up everything, and stand ready afterwards.
• Based in Germany. Available remotely — and on-site when the project requires it.

Who benefits most from MailStore?

• Mid-sized organizations that need to meet GoBD obligations but don’t have a dedicated compliance department.
• Municipalities, utilities, and public-sector organizations that need to implement BSI IT-Grundschutz and fulfill information disclosure requirements.
• Law firms, tax offices, and medical practices where emails document business transactions.
• Any organization currently migrating to Microsoft 365 — and needs a clean solution for the email archive from the legacy system.