Convert e-mails to PDF
To implement permanent and legally compliant email archiving, every company needs a well-structured concept. This concept defines the data format in which emails are stored.
For this purpose, emails from Outlook (MSG) or MIME (EML) should be converted into a suitable archive format such as PDF/A. The background is legal regulation in Germany. Relevant frameworks include GoBD, HGB, AO, and UStG.
Legally compliant email archiving according to GDPR and GoBD
Business emails must be stored in compliance with GoBD and GDPR. This applies not only to large enterprises, but also to small businesses. Emails with tax-relevant content usually need to be retained for ten years.
Exempt from retention are purely private email communication of employees and certain confidential communication forms, for example with works councils or company doctors.
How long should emails be retained?
Retention periods are derived from HGB and AO:
- Commercial letters by email: usually 6 years
- Tax-relevant content: usually 10 years
Long-term email archiving: key requirements
- Emails including attachments must remain in their original state.
- Documents must be stored tamper-proof (audit-proof).
- Emails must be machine-readable and processable.
- Encrypted messages must be restorable to their original state when required.
In short: Emails in long-term archives must be complete, tamper-proof, available, and machine-readable.
Convert emails in a standardized way
To meet legal requirements reliably, many companies use established archiving systems and standardized PDF/A conversion. Emails and attachments are prepared in an audit-proof format with a conversion solution such as webPDF and then transferred to long-term archives.
webPDF can be integrated into existing IT landscapes. Conversion and formatting processes can be controlled centrally on the server.
Detailed background information: