Email archiv functions

Emails are among the most important means of communication in business life and represent valuable datasets that are subject to legal requirements and must be archived over the long term. Losing an email can often have serious implications.

Functions for entrepreneurs

Protection from data losses

Store all emails centrally, securely and on a long-term basis because UMA enables 100% audit-proof archiving of all emails for any length of time.


Protection from email manipulation and deletion

Users are not able to manipulate UMA email archiving. Even emails deleted on purpose are a thing of the past.


Increase in productivity

Utilise emails as a knowledge base for employees and ensure that employees do not waste any more time sorting through useless emails.


Secure, quick and not to be read by others

Extremely secure and quick to access; stored datasets cannot be read by external service providers.


Fully automatic operation with low costs

The emails are automatically archived. UMA enables a fully automatic and simple operation with low and calculable costs.


Two-man rule in accordance with data protection regulations

UMA can also be used with a supervisor mode in the two-man rule in accordance with the data protection regulations.


The difference: Legal security right up to court

The signing of emails and documents with qualified time stamps ensures that the manipulation of data is demonstrably excluded at any time. The probative value retention of the documents and emails is thus saved on a continuous basis using a cryptographic signature.

Functions for system administrators

Archiving any mail server

Compatible with standard mail servers such as Microsoft Exchange®, Hosted Exchange mailboxes, etc. and also all IMAP, SMTP and POP3-compatible mail servers.


Reduce load on mail server/simplify data backup

Increases performance of existing mail server and frees up storage capacities by removing historic emails. Reduces email storage costs permanently through rules-based deletion of unnecessary emails. UMA drastically simplifies data backups.


Simple integration into active directory

A simple integration into the active directory and LDAP directory services is possible with UMA. Quick creation of local users is also supported.


Simple installation and operation

UMA can be put into operation in just 30 minutes and its intuitive web interface enables simple administration with standard Internet browsers. The integrated dashboard always displays the current system status.


Email recovery, restore and export

Users can restore emails that have been lost or deleted on purpose using drag and drop themselves. Restore times and export via IMAP or EML format are reduced.


Email control instead of emails saved at decentralised locations

Avoid problems relating to emails saved at decentralised locations, such as PST files, in the future.


DyUDe (Dynamic User Detection) of mailboxes

The individual mailboxes are created automatically and dynamically in UMA during operation.

Functions for users

Automatic document management

Most office employees spend one to two hours of their day reading and organising emails and their attachments and searching for and processing information in old emails. UMA provides users with an intuitive interface that can be used to carry out simple searches on any document and to find them effectively, e.g. with:

  • Full-text search
  • Timeline for data limitation
  • Preview images for documents
  • Categories and much more

This allows you to narrow down the required information quickly. UMA’s intelligent DMS system ensures in the background that the data is automatically prepared for the user:

  • Automatic creation of preview images
  • Automatic indexing
  • OCR in images
  • Sorting, categorising and classifying


Email recovery and backup for users

UMA enables users to recover lost emails themselves via drag and drop, thus giving them a simple and secure backup for their own datasets:

  • Simple disaster recovery
  • Recovering emails with one click
  • Secure availability of documents
  • Removing unsafe PST files


Direct document storage in UMA DMS

You can also store documents locally in the UMA document management system via the web interface.


Automatic storage in accordance with archiving periods

Rules-based storage of important email correspondence and attached documents such as quotes, invoices, medical records etc. Automatic storage in accordance with legal archiving periods for public authorities, companies, clinics, law offices and all other forms of organisation. Manipulation-free and legally-sound archiving is ensured by the additional application of daily current and qualified time stamps.

Overview of UMA functions and features

You can install, configure and operate UMA appliances and software solutions quickly and easily. A large number of UMA versions (from hardware appliances to virtual UMA solutions/clouds) are made available to you for use in companies of varying sizes, from 5 up to thousands of mailboxes, and you can get started with the legally-compliant email archiving process in just a matter of minutes.

Microsoft Outlook plugin The UMA Outlook plugin allows the UMA-DMS to be integrated smoothly into the familiar Outlook interface. Working with the UMA archive on a daily basis becomes child’s play.

You can find emails, documents and images quickly using the search field which is easily accessible or using the advanced search option.

If you accidently delete an email from your email account, all it takes is one click to recover this email from the UMA archive and place it in a folder of your choice.

Securepoint EWS-Import-Tool The Securepoint EWS-Tool (SEWS-Tool) is used to import e-mails from a Microsoft Exchange® mail system into the Securepoint Unified Mail Archive (UMA).

PST import tool The UMA PST import tool gives you the option to import emails directly into the UMA archive. The import is available for selection from the Microsoft Outlook PST file or from a Microsoft Outlook account.

Search for information in a quick and simple manner UMA provides users with a search interface that can be used to carry out simple searches on any document and to find them effectively. This can be done quickly and intuitively using a full-text search, adjustable timeline (period limitation), preview images for documents, categories and other functions.

You do not have to learn UMA UMA is so easy to use that users do not have learn it. The option for searching and finding information in emails resembles a Google search. This means that you can search like you normally would.
Graphical preview of documents UMA provides users with a graphical preview in the search interface that can make it easier to recognise documents and thus find them more quickly.
The UMA DMS organises the documents automatically. UMA’s intelligent DMS system ensures in the background that the data is prepared for the user. UMA takes on the tasks of automatically creating preview images, automatic indexing, OCR in images, sorting, categorising and classifying documents independently.
Direct document storage in UMA DMS Local documents can be stored directly via the web interface in UMA’s document management system.
Complete archive in-house according to GoBD Email/document archiving is subject to legal requirements. Companies must ensure access for tax and revenue authorities. Legislators place considerable demands on inspection and safekeeping, especially when it comes to business and tax-relevant documents. Contracts can be concluded by email and electronic mail has now attained full validity in court. In Germany, there are clear compliance requirements according to GoBD (replaces GDPdU and GoBS), HGB, AO, Basel II and BSI TR 03125, the highest German standard. These guidelines describe how to deal with document safekeeping in order to comply fully with the legal framework. This is to ensure that companies are properly prepared for any tax inspections or court cases that might occur.
DyUDe (Dynamic User Detection) of mailboxes Mailboxes are created dynamically and automatically by UMA. As soon as the first email is sent from an internal mailbox or an external email arrives in an internal mailbox, UMA automatically creates the corresponding mailbox in the UMA archive.
Subsequent archiving of existing emails The existing internal e-mail traffic and the existing mailboxes can also be archived subsequently in UMA.
Recover emails easily with just one click You can recover/reconstruct archived emails in the email client by dragging and dropping from the archive into the live mailbox. You can also reconstruct the emails with one click via the web interface. This is especially important if emails have been deleted accidently or on purpose.
Inspect documents easily with just one click The check routine implemented in UMA not only determines the manipulation-free status of the email notification (time stamp verification), it also performs an automatic integrity check on all recognised signed attachments with one click.
Simple archiving rules to be defined The laws on e-mail archiving require unchanged and unchangeable storage for different periods of time. The Securepoint Unified Mail Archive (UMA) offers a very cost-effective and efficient way of permanently archiving all e-mail communication in a company. This can be freely adapted to the required archiving periods. All e-mails are located in the long-term archive and can be checked accordingly.
Daily automatic delivery of qualified time stamps / probative value retention Every UMA automatically receives new qualified time stamps from a German trust centre for the probative value retention on a daily basis. All emails and documents can be provided and archived automatically with these time stamps, in accordance with legal requirements. The probative value retention of the documents and emails is saved on a continuous basis using a cryptographic signature. The implementation of the long-term archive follows the requirements of technical guideline 03125 of the Federal Office for Information Security - BSI.

Two-man rule UMA can be used in the two-man rule in accordance with the legal data protection regulations and has three user roles: normal users with their email accounts, auditors and the privacy officer (data protection officer). To ensure that the auditor does not have unrestricted access to the UMA email accounts of all users, access must be confirmed by the privacy officer. This means that the auditor cannot log in to other people’s email accounts on their own.
Backups and configurations Backup creation and restoration is child’s play with UMA. The UMA configuration can be saved locally and restored, too.
Logging and connection/hardware tests All UMA processes are logged via SysLog and can be viewed using reports and log messages. An external SysLog server, as exists in the Securepoint Operation Center (SOC), can also be used. From the UMA’s perspective, connections to mail servers and hard disk tests can be carried out easily.
Reporting The dashboard provides you with a complete overview of system usage at any time (archive memory, time status, network load, memory usage, average information content etc.). This allows you to see, for example, whether and when the archive memory needs to be expanded. Of course, you are automatically informed when important events occur.
Email servers and protocols that are used UMA can be operated with any mail server (Microsoft Exchange®, Hosted Exchange-Postfächern, Kerio®, MDaemon®, Lotus Notes® etc.). UMA uses the following protocols: IMAP, SMTP, POP3, POP2, APOP, RPOP, KPOP, SDPS, ETRN and CDMR.
Active directory/LDAP connection UMA enables a simple integration into active directory and LDAP directory services.
Simple scalability and flexibility UMA can be implemented as a scalable hardware appliance and in virtual environments/clouds depending on your requirements. When customers request enhancements, appliances are enhanced by Securepoint and are preinitialised when delivered (mini BTO).
Filtering for spam and viruses in emails UMA can be operated together with the Securepoint UTM firewall. This combination allows scanning and filtering (spam and viruses) of your e-mail traffic through the UTM firewall. This prevents the archiving of unnecessary e-mails and thus reduces memory consumption.

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Press review

"If companies are looking for an archiving solution that is totally reliable and audit-proof, then they should look no further than Securepoint Unified Mail Archive (UMA). It is one of the best solutions on the market because it complies with the strictest requirements."

TecChannel Thomas Joos