Forensic Mail

Your safe for electronic correspondence
Estimated Reading Time: 2 Minutes

If data, data records, elec­tro­nic docu­ments and elec­tro­nic records that are requi­red to be recor­ded and retai­ned were crea­ted or recei­ved in the com­pa­ny, they must also be retai­ned in this form and may not be dele­ted befo­re the reten­ti­on peri­od has expired.

Excerpt from the GoBD of the Federal Minis­try of Finan­ce, Federal Tax Gazet­te Part I, p. 29

Reten­ti­on obli­ga­ti­on also for e‑mail traffic!

Do you com­ply with the princi­ples for the pro­per manage­ment and sto­rage of books, records and docu­ments in elec­tro­nic form and for data access (GoBD) in e‑mail traffic?

The clear and short ans­wer: No.

As far as we know, the­re is no sys­tem that stores all data as it was recei­ved digi­tal­ly. But this is exact­ly what the GoBD pre­scri­bes. How can e‑mails that are easi­ly mani­pu­la­ted, of all things, be stored in a tam­per-pro­of man­ner? And does this requi­re com­pli­ca­ted, time-con­suming trai­ning in new systems?

The clear and short ans­wer again: No.

E‑mail com­mu­ni­ca­ti­on: audit-pro­of & legal­ly binding.

E‑mails are still the most important means of com­mu­ni­ca­ti­on in com­pa­nies. Have you ever ima­gi­ned the case that you have to pro­ve that you have not (!) Recei­ved an email? Do you have to make sure that all of your employees enjoy full legal security? 

Foren­sic Mail offers trans­pa­rent and uni­que­ly legal­ly secu­re com­mu­ni­ca­ti­on for ever­yo­ne. With Foren­sic Mail you design your e‑mail traf­fic and the archi­ving of e‑mails in a revi­si­on-pro­of, court-pro­of and trans­pa­rent man­ner. But tha­t’s not all.

Back­up sys­tem: simp­le, fast, invisible.

Clas­sic audit-pro­of solu­ti­ons make a com­ple­te back­up of all data. This means that if indi­vi­du­al e‑mails are acci­dent­al­ly dele­ted, the ent­i­re back­up block always has to be res­to­red at gre­at expen­se – a cum­ber­so­me and time-con­suming operation.

Our sys­tem is also capa­ble of such back­ups. But through this it crea­tes a fea­ther-light copy of every sin­gle email that you can res­to­re with one click. You retain full con­trol over your fol­der structure.

You can keep your pre­vious e‑mail cli­ent and do not have to chan­ge anything in your work­flow. Our sys­tem works invi­si­b­ly in the background.

Forensic Mail - archive emails in a legally compliant manner - FTT

Foren­sic mail ser­ver archi­ve system:

✔ Legal­ly com­pli­ant (§§239, 257 HGB, §§ 146, 147 AO, GoBD)
✔ Court fes­ti­val
✔ Main­ten­an­ce-free
✔ Tam­per-pro­of
✔ Red­un­dant
✔ Usu­al access to Thun­der­bird, Out­look etc. (IMAP, POP3, SMTP)
✔ Real-time e‑mail back­up
✔ Post-quan­tum cryp­to­gra­phic (SHA 512 with secp521r1)

For examp­le, e‑mails with the func­tion of a com­mer­cial or busi­ness let­ter or a boo­king rece­i­pt must be kept in elec­tro­nic form. […] A con­ver­si­on into ano­t­her for­mat is per­mit­ted if the machi­ne reada­bi­li­ty is not restric­ted and no con­tent chan­ges are made. The tax­payer must also take into account that the cor­re­spon­ding restric­tions in the­se cases can be at his expense.

The Federal Minis­try of Finan­ce, GoBD, pp. 29, 31 and 32

If you sleep rest­less­ly becau­se of the bur­den of pro­of and the bur­den of pro­of, con­ta­ct us immediately.

For a good nigh­t’s sleep, with certainty.

It is an audit-pro­of archi­ve sys­tem. The spe­cial fea­ture of the sys­tem is the sto­rage of each indi­vi­du­al email and its pro­tec­tion against chan­gea­bi­li­ty by means of modern cryp­to­gra­phic methods. The elec­tro­nic archi­ve sys­tem com­plies with the requi­re­ments of the Com­mer­cial Code (§§ 239, 257 HGB), the Tax Code (§§ 146, 147 AO), the princi­ples for the pro­per manage­ment and sto­rage of books, records and docu­ments in elec­tro­nic form – in this case E- Mails – as well as data access (GoBD). On this basis, the court-pro­of, expert veri­fia­bi­li­ty of the pro­ce­du­re used is gua­ran­te­ed. The cor­rect­ness and com­ple­teness of the data is gua­ran­te­ed, as is the secu­ri­ty of the ent­i­re pro­cess, pro­tec­tion against chan­ge and fal­si­fi­ca­ti­on, pro­tec­tion against loss and use only by aut­ho­ri­zed per­sons. In addi­ti­on, the­re is com­pli­an­ce with the reten­ti­on peri­ods, the docu­men­ta­ti­on of the pro­ce­du­re as well as its tracea­bi­li­ty and veri­fia­bi­li­ty. The infor­ma­ti­on is retriev­a­ble, trace­ab­le, unch­an­ge­ab­le and archi­ved so that it can­not be tam­pe­red with. The mail ser­ver recei­ves the e‑mails and stores each e‑mail with its attach­ments local­ly. The mail cli­ents com­mu­ni­ca­te with this mail ser­ver as befo­re. The crea­ted file is trans­fer­red to the time ser­ver. The­re it is signed and encryp­ted so that it can be sent to the archi­ve ser­ver. The time ser­ver also checks the back­up ser­ver for data inte­gri­ty on a dai­ly basis. Regard­less of this pro­ce­du­re, each ser­ver is com­ple­te­ly backed up indi­vi­du­al­ly with a wee­kly back­up. The con­trac­tor takes over the com­ple­te main­ten­an­ce. This inclu­des secu­ri­ty updates (patches), upgrades of the ope­ra­ting sys­tem and bug fixes. Migra­ti­ons bet­ween ser­vers are also inclu­ded in the scope of ser­vices – for examp­le, if the con­trac­tor car­ri­es out hard­ware upgrades to its own infra­st­ruc­tu­re. The mail ser­ver sup­ports out­go­ing e‑mails (IMAP) with attach­ments and inco­m­ing e‑mails (SMTP) with attach­ments as well as direct ser­ver-to-ser­ver com­mu­ni­ca­ti­on. New mail­bo­xes can be crea­ted without any fur­ther inter­ven­ti­on. The back­up ser­vice on it enab­les auto­ma­tic real-time back­ups for e‑mails and fol­ders. The archi­ve ser­ver runs in its own vir­tu­al envi­ron­ment with full foren­sic revi­si­on secu­ri­ty. Dele­ting and chan­ging data is in princip­le impos­si­ble on this vir­tu­al machi­ne. The time ser­ver in its own VM for the imple­men­ta­ti­on of secu­ri­ty mea­su­res by using a tech­no­lo­gy simi­lar to the block­chain. In the unli­kely event that inves­ti­ga­ti­ons have to be initia­ted, access will only be pro­vi­ded by us. Each e‑mail is pro­vi­ded with its own uni­que hash value (SHA 512) and a time stamp in the time ser­ver using a tech­no­lo­gy simi­lar to the block­chain and signed with a pri­va­te key (secp521r1). Even mani­pu­la­ti­ons by root users and hackers can be traced.

5 steps to success

Initial meeting

We analyze your needs at the first meeting. Which mail clients do you use? How many addresses do you need? How much storage space is required?

contract

Contractually, we guarantee full conformity and protection according to §§ 239, 257 HGB, §§ 146, 147 AO and GoBD.

maintenance

In addition, we offer you an all-inclusive maintenance contract for your forensically secure, GDPR-compliant mail server. 8x5, 10x5, 12x6 or 24/7 - as required.

configuration

You will receive an individual offer. Upon request, we will start setting up immediately.

Your advantages

You are holding a system in which nothing is lost. Without having to change anything in your previous way of working or learn something new. There is also free sleep.

5 steps to success

Initial meeting

We analyze your needs at the first meeting. Which mail clients do you use? How many addresses do you need? How much storage space is required?

contract

Contractually, we guarantee full conformity and protection according to §§ 239, 257 HGB, §§ 146, 147 AO and GoBD.

maintenance

In addition, we offer you an all-inclusive maintenance contract for your forensically secure, GDPR-compliant mail server. 8x5, 10x5, 12x6 or 24/7 - as required.

configuration

You will receive an individual offer. Upon request, we will start setting up immediately.

Your advantages

You are holding a system in which nothing is lost. Without having to change anything in your previous way of working or learn something new. There is also free sleep.
Benefit from our IT know-how and create a better world with us.
FTT Forensic Discovery GmbH
Dammwäldchen 3, 95444 Bayreuth, Germany

Phone: +49 921 730 88 70
Fax: +49 921 730 88 68

Local Court Bayreuth, HRB 6659
FTT Forensic Discovery GmbH
Dammwäldchen 3, 95444 Bayreuth, Germany

Phone: +49 921 730 88 70
Fax: +49 921 730 88 68

Local Court Bayreuth, HRB 6659
© 2022 Forensic Discovery GmbH
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