Audit-proof email archiving. Everything kept, found in seconds.
Every email archived automatically, audit-proof and immutable. Found in seconds across all years, in the portal and in Outlook.
- GoBD-compliant under German HGB and AO
- Immutable for the full retention period
- Data centres in the EU
Overview
Archive at a glance.
Every email lands in the archive on its own.
Inbound, outbound and internal, from day one.
- Microsoft 365 via journal rule
- On-premises Exchange and Conbool mail flow
- Legacy data from PST, EML, MBOX
How it works
One email, five entries, ten years.
The life of an invoice, from arrival to deletion.
- 1
Captured in the mail flowinbound, 1 attachment, 148 KB
- 2
Sealed and immutablechecksum 9f3c…a71e
- 3
Found and openedsearch “Invoice Krauss”, folder Accounting
- 4
Retain until 31 Dec 2029accounting record, 8 years from end of 2021
- 5
Deleted in the deletion runwith proof of the run
Search
Search like in your own mailbox. Just across all years.
Type a name or click a folder.
Please find the signed framework agreement attached
pdfProjects › KrämerAs discussed, we are sending the quote encrypted
decryptedProjects › KrämerDoes Thursday at 10 work for you?
no longer in mailboxInboxDelivery on Monday
pdfmoved 6 May 2022Sent items4 of 457,233 emails · sample data
Folders as in Outlook
Synced every night, with history. Including emails missing from the mailbox.
Cleartext, not a shell
Emails decrypted by the gateway are searchable, the original is kept.
Right in Outlook and Thunderbird
Search and read with the add-in, without opening the portal.
Retain and delete
Every period under German law. And then really gone.
Choose the type and year of an email. Custom periods per department or mailbox are possible.
A accounting record from 2021 stays immutable until 31 December 2029. It is deleted in the deletion run after the turn of the year, in January 2030.
Retention, immutableLegal holdcurrent year before the period starts
Access
Everyone sees only what they may.
Employees
Their own emails, no ticket
- Search and read in the add-in for Outlook and Thunderbird
- Folders as in their own mailbox
- Other mailboxes only when shared
In the add-in and the portal under My archive
IT
Sources in view
- Connect and manage sources
- Coverage shows whether everything arrives
- Roles from Entra ID and Active Directory
In the portal under Archive › Sources and Administration
Audit and data protection
Secure evidence, protect rights
- eDiscovery cases with saved searches
- Export only with a second person
- Log of every access, export to SIEM
- Access requests and erasure under GDPR
In the portal under Archive › Cases & Release, Audit log
Get started
Connected in minutes. Legacy data comes along.
Microsoft 365
journal ruleOne journal rule, a few minutes.
folder sync after one-time consent
On-premises Exchange
journal or transport ruleAlso alongside Microsoft 365, without duplicates.
hybrid, deduplicated
Conbool mail flow
directIf your email runs through Conbool, there is nothing else to do.
no extra connector
Legacy data 1
Hand over
PST, EML, MBOX by upload, without Outlook.
Legacy data 2
Deduplicate
Duplicates drop out, mailboxes are matched.
Legacy data 3
Prove
Report and checksum for every batch.
Comparison
Conbool Archive versus classic archives
Seven points that decide whether archiving holds up in an audit.
| Point | Classic archives | Conbool Archive |
|---|---|---|
| Encryption | Encrypted mail lands as an unreadable shell in the archive | Decrypted cleartext, searchable, original preserved |
| Sovereignty | US vendor despite EU data center, access possible under the CLOUD Act | German vendor, exclusively EU, no third-country access |
| Operation | Cloud and on-premises as separate products with a migration break | One code base, switchable between cloud and on-premises |
| Folders | Journaling without folders, or folders without complete capture | Complete capture via journaling plus the folders from Outlook, with history |
| Migration | PST import only with Outlook and scripts | Guided import without Outlook, with deduplication and proof |
| Retention | Blanket single period, outdated 10-year logic | Separate classes of 6, 8 and 10 years, periods starting at year end |
| Pricing | Price only on request through sales | Open per-user price, plannable and transparent |
Law and proof
Built for tax audits, data protection and exit.
GoBD, HGB and AO
With a pre-filled procedure documentation.
GDPR
Data processing agreement, access requests and erasure with a second person.
Data stays in Europe
German provider, EU data centres only, cloud or on-premises.
Exit without lock-in
Export to EML, MBOX, CSV and XML, with checksums.
Common questions about archiving
Is Archive GoBD certified?
There is no official GoBD certification and tax authorities do not issue approvals. Archive supports GoBD-compliant archiving and ships with a pre-filled process documentation. A software attestation under IDW PS 880 is in preparation.
How are encrypted emails archived?
Only the S/MIME and PGP messages the gateway decrypts are additionally archived in searchable cleartext; the encrypted original stays in the mailbox. Other archives often store only the encrypted shell and find nothing in it.
Which retention periods are supported?
Preconfigured are 6 years for commercial correspondence, 8 years for accounting records under recent German law and 10 years for annual financial statements. Custom periods per department, group or mailbox are available.
What happens after the retention period expires?
Messages are deleted automatically and with logging at the turn of the year after expiry. Active legal holds suspend deletion with documented justification. Every deletion run completes with integrity evidence.
Does Archive run on-premises as well?
Cloud and on-premises come from the same product with the same code base. Switching between both operating models later is possible without a product change.
How does the Microsoft 365 connection work?
Exchange Online delivers journal reports to a dedicated ingestion address of Archive. Setup consists of one journal rule and takes a few minutes. Exchange on-premises connects via a journal or transport rule.
Is there an add-in for Outlook and Thunderbird?
Yes. With the Conbool Archive add-in, users search and read archived messages directly in Outlook classic, new and web. Thunderbird 128 or later has its own add-on. For mailboxes in Microsoft 365 the add-in opens the email in the mailbox instead of placing a copy back. Both are deployed centrally.
Does the archive show the folders from Outlook?
Yes, for mailboxes in Exchange Online. Every night the archive synchronizes the folders and assigns each archived message to its folder. When someone moves a message, the archive records when it went into which folder. Messages that are no longer in the mailbox stay in the archive and are marked as such. The synchronization only reads and needs one-time consent from a Microsoft 365 administrator.
Does an archive replace a backup?
No. The archive keeps emails immutable for audits and the law. A backup restores whole mailboxes, OneDrive and SharePoint after deletion or encryption.
Can employees search the archive themselves?
Yes, in the add-in and the portal, only in their own mailboxes and those shared with them. Every access is logged.
How can we be sure every email arrives?
The Coverage view shows per traffic type whether emails arrived in recent days. If a journal rule is missing, you notice before an audit asks.
Which attestations and certificates are there?
A software attestation under IDW PS 880 and BSI C5 Type 2 are in preparation; we will name version and auditor once issued. ISO 27001 serves as interim proof.
What does Conbool Archive cost?
Archive is included from Suite 2 and billed per user. Every seat comes with storage, more storage can be booked as a package. All prices are public on the pricing page.
Can I export emails from the archive?
Yes. Single emails as EML, larger sets as MBOX. An export goes through approval by a second person and is logged afterwards.
How long does setup take?
For Microsoft 365 one journal rule is enough, which takes a few minutes. An administrator consents once for the folder sync. You then bring in legacy data in stages.
What is a legal hold?
A legal hold keeps emails needed for proceedings, even beyond the retention period. While it applies, none of them is deleted. It can only be lifted with approval by a second person.
Are internal emails archived too?
Yes. Via the journal rule the archive captures inbound, outbound and internal emails. The Coverage view shows per traffic type whether emails arrived in recent days.
Can we take over our old archive?
Yes. You hand over PST, EML and MBOX data by upload or network path, without Outlook. Duplicates drop out, and every batch ends with a report and a checksum.
Archiving that stands up to audits.
Archive, find, delete cleanly. From Germany, for cloud and on-premises.
No credit card required.