Make Your Email Archiving Audit-Proof!
Legally compliant email archiving made effortless: zero extra manual work and fully automated.
Legally Compliant Email Archiving
Trust onOffice enterprise for audit-proof email archiving, providing real estate agents with peace of mind. Safeguard all your business-related emails, such as purchase price agreements, commissions, and discounts, in a legally compliant manner. Our partnership with Benno MailArchiv ensures automatic storage without placing any additional burden on you.
Benefits of Audit-Proof Email Archiving
Easily meet legal requirements – rely on audit-proof email archiving with onOffice enterprise.
Stay Compliant
No need to print and file every single email. We offer the service of Benno MailArchiv – your emails are stored immediately and immutably.
Automatic and Reliable
Simplify email retention and adherence to GoBD: Enjoy automated and permanent storage of all emails and attachments, both incoming and outgoing, from your domain. This streamlined process operates in the background, ensuring full compliance with GoBD regulations.
Quick Search and Retrieval
Looking for a specific email? Simply enter a keyword in the search bar to see a list of all relevant results. This works for all file formats!
Your Data is Secure
We prioritize data security, ensuring your peace of mind. Take control of your mail archive’s protection by utilizing a personal password and limiting access solely to authorized individuals, such as your accounting staff.
Why Audit-Proof Email Archiving Is Essential
Email archiving solutions are everywhere, but as a real estate professional, compliance and auditability are non-negotiable. Real estate brokerages are legally required to store business-critical emails and documents in compliance with regulatory standards (specifically GoBD in DACH markets), ensuring tamper-proof and legally sound retention. This applies to property brochures, contracts, and all client or applicant correspondence.
Audit-proof email archiving builds trust, ensures legal compliance, and increases operational efficiency—laying the foundation for secure, digital real estate transactions.
Step-by-Step: How to Archive Your Emails
Setting up your email archiving is intuitive and takes just a few steps. Audit-proof email archiving is included in onOffice enterprise all-in or available as an add-on module for pro.
1. Domain Setup
Your domain must be hosted by onOffice to allow integration with our partner, Benno MailArchiv. Archiving is enabled per mailbox on your domain.
2. Configure Permissions
In onOffice enterprise, navigate to Extras >> Settings >> Users and grant the relevant user the “Access external email archive” permission.
3. Email Mailboxes
Access archived emails at any time via Quick Search. Under the Email tab, you will find the “Access Email Archive” option within Detailed Search and Detailed Filter.
4. Search & Retrieve
Search by keywords within the Benno MailArchiv interface to retrieve specific emails instantly. You can also save custom search queries for quick access.
Try Audit-Proof Email Archiving Today!
Discover how effortless legally compliant email archiving can be with onOffice enterprise. Try all features for 7 days—completely free with no obligations.
Training Video on Audit-Proof Email Archiving
Discover everything about audit-proof email archiving in our training video.
Use and manage the Benno MailArchiv
In addition to core day-to-day features, m² Immobilien relies on audit-proof email archiving. Having our mailboxes and domains hosted directly with onOffice streamlines many of our workflows. Furthermore, onOffice ensures we remain fully compliant and up to date with evolving legal requirements.
— Hans Buchs, Managing Director, m² Immobilien GmbH
FAQ
Frequently asked questions about audit-proof email archiving
Email archiving is conducted exclusively through encrypted channels with our partner Benno MailArchiv. Data is stored on two different servers for maximum security. All emails from your domain, including attachments, are archived permanently and in compliance with GoBD standards. This process is automatic and runs in the background, so your workflow is not interrupted. The seamless archiving ensures all transactions are documented, which is crucial in legal disputes. Data security is assured, with password-protected access that can be granted only to selected personnel.
Yes, archived emails cannot be altered. The “Principles for the proper management and storage of books, records, and documents in electronic form and for data access” (GoBD) mandate that business-relevant processes must be retained for six years and accounting records for ten years. This requires audit-proof data storage: documents must be stored unalterably and securely.
Audit-proof email archiving is available only for email servers hosted by onOffice GmbH.
Additional Features
Stay fully protected, not just with email archiving. We offer even more solutions for your agency:
Email Management
The foundation for your communication: Track all email correspondence automatically inside your brokerage activity log.
Contract Templates
Access ready-to-use contract templates to ensure you always have the right legal documents on hand for every transaction.
GDPR Compliance Suite
Use our pre-built GDPR package inside the Process Manager to establish standardized data privacy workflows.
Which Versions Does It Come With?
Audit-proof email archiving is available in the following versions:
- onOffice enterprise all-in
- onOffice enterprise expert
All Features of Our Real Estate Software
Discover all the functionalities onOffice enterprise and see how they simplify your daily real estate business!
Any Questions?
Maximize Automation
Process Manager
Eliminate manual rework by digitizing recurring agency workflows with Process Manager.
Enquiry Manager
Respond to prospective clients within seconds, with all property details ready at your fingertips.
onOffice Mobile App
Access your data, leads, and emails anytime, anywhere with full mobile flexibility.