Collax E-Archiv

Archive for e-mail and e-invoicing

Every taxable company is instructed to archive business-relevant e-mails and e-bills (electronic invoices) in a revision-proof manner. The Collax E-Archive is a simple way to meet the requirements of the Ministry of Finance. In order to facilitate the daily work with e-mails, each employee can be given access to his or her own e-mail archive.

Fast commissioning

The Collax E-Archive can be activated quickly and easily. It archives incoming as well as outgoing emails and e-bills and forwards an unchanged copy to the mail server. This process is automatic and tamper-proof. Archiving can also be performed if the mails are forwarded to another mail server.

One archive for each user

Beyond the obligation, each employee can be granted access to his or her own e-mail archive. A powerful search function makes it possible to conduct extensive searches in old correspondence. Each user can restore e-mails himself. In addition, the archiving ensures a lasting relief of the mail server.

Compliance with legal requirements

The e-mails are indexed before being forwarded to the mail server. This means that the e-mails can be found more quickly later. They also receive a signature so that authenticity and integrity can be checked when they are retrieved. Images for read-only media such as CD, DVD or Blu-ray Disc are automatically generated for long-term, revision-proof storage.

Prevent misuse

If it becomes necessary to search the entire archive, there is an auditor who can access all emails and e-bills. In order to prevent misuse, it is necessary for a second user (e.g. a works council) to confirm full access with a second password according to the four-eyes principle. An e-mail notification to a stored address is triggered. Every search carried out by the auditor is logged by the system.

Legal situation

The ministry of finance has concretized with the principles to the orderly guidance and storage of books, records and documents in electronic form as well as to the access to data (GoBD) how with tax-relevant dates, that were not processed in paper form, must be proceeded. The guideline prescribes a long-term, unchangeable and safe storage of the messages. A conventional archiving as expression excludes it explicitly.

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