{"id":28764,"date":"2025-07-28T09:50:15","date_gmt":"2025-07-28T09:50:15","guid":{"rendered":"https:\/\/webstaging.reddoxx.com\/product-overview\/mail-depot\/compliance-framework\/"},"modified":"2025-10-06T07:00:33","modified_gmt":"2025-10-06T07:00:33","slug":"compliance-framework","status":"publish","type":"page","link":"https:\/\/www.reddoxx.com\/en\/products\/maildepot\/compliance-framework\/","title":{"rendered":"Compliance Framework"},"content":{"rendered":"\n<div class=\"gbp-section gb-element-60527190\">\n<div class=\"gbp-section__inner gb-element-632568f4\">\n<div>\n<p class=\"gb-text gbp-section__tagline gb-text-39e9a75e\">REDDOXX Compliance Framework<\/p>\n\n\n\n<h1 class=\"gb-text gbp-section__headline gb-text-6a2c642a\">Convenient customizing by definition<\/h1>\n\n\n\n<div class=\"gb-element-e106d34d\">\n<a class=\"gb-text gb-text-61c6cc5f\" data-open-popup=\"kostenfreiedemo-popup\">Request a free demo now<\/a>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n<div class=\"gb-element-bf72cb4c\">\n<div class=\"gb-text gb-text-a846c75f\">ompliance &#8211; manufacturers like to advertise boldly with this term. But what exactly does it mean? And can a standard solution be compliant at all?  <\/div>\n<\/div>\n\n<div class=\"gbp-section gb-element-fca73b5f\">\n<div class=\"gb-element-c3fdd254\">\n<h2 class=\"gb-text gb-text-bc34455c\">A brief overview<\/h2>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-ec64e1df\"><strong>Compliance and e-mail communication<\/strong><\/div>\n<\/div>\n\n\n\n<div class=\"gb-element-6947525a\">\n<div>\n<div class=\"gb-text gbp-section__headline gb-text-709e74e6\"><strong>Compliance and email communication &#8211; an overview<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-28838ff2\">Compliance regulations play an important role in various processes when dealing with e-mail communication and archiving in particular.<\/p>\n\n\n\n<div class=\"gb-element-21b351e7\">\n<ul class=\"wp-block-list\">\n<li>Which mails should\/must be archived at all?<\/li>\n\n\n\n<li>How long do they have to be kept?<\/li>\n\n\n\n<li>Which e-mails, in contrast, may explicitly not be archived for longer than a certain period of time (this applies to application documents, for example)?<\/li>\n\n\n\n<li>How does the company deal with the challenge of &#8220;private e-mails&#8221;? Is private e-mail traffic permitted or prohibited? If permitted: How can these e-mails be cleanly separated from business archiving?  <\/li>\n\n\n\n<li>What happens to emails from works councils &#8211; where are there conflicts with data protection and how can these be resolved?<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"gb-text gb-text-b1ef2c3b\">These examples alone show that meaningful email archiving is rarely possible without individual adjustments. REDDOXX makes this possible for you in a simple way with the REDDOXX Compliance Framework. <\/div>\n<\/div>\n\n\n\n<div>\n<div class=\"gb-text gbp-section__headline gb-text-62761115\"><strong>Multiple-eye principle<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-2f87f0ef\">In order to comply with data protection guidelines, sensitive information must not only be protected against unauthorized access from outside, but also with regard to internal accessibility. For example, it goes without saying that not every employee has uncontrolled access to all of the company&#8217;s emails. <\/p>\n\n\n\n<p class=\"has-text-align-left\"><a href=\"https:\/\/www.reddoxx.com\/en\/products\/maildepot\/\">REDDOXX MailDepot email archiving<\/a> also offers an innovative 4-eye or multiple-eye principle for internal regulation. For certain processes and assignments, it is possible to specify that at least one or more persons from certain user groups must approve an action. These can be data protection officers or works council members, for example.  <\/p>\n\n\n\n<p class=\"has-text-align-left\">The multiple-eyes principle can also be used for security purposes, particularly in the context of special audit access for auditors. Access by authorized users is also documented in the compliance log in detail and in accordance with the law. <\/p>\n\n\n\n<div class=\"gb-element-328a6f96\">\n<ul class=\"wp-block-list\">\n<li>Safeguarding important processes through additional control<\/li>\n\n\n\n<li>Protection against manipulation by individual users<\/li>\n\n\n\n<li>Flexible definition of one or more persons from certain groups<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n<div class=\"gbp-section gb-element-e5ca059a\">\n<div class=\"gb-element-2318bec4\">\n<h2 class=\"gb-text gb-text-75d5a20a\">REDDOXX Compliance Framework at a glance<\/h2>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-8086b3df\"><strong>These functions support you in adhering to compliance rules<\/strong><\/div>\n<\/div>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-6a3ab069\"><strong>Functions at a glance:<\/strong><\/div>\n\n\n\n<div class=\"gb-element-03c8d010\">\n<div class=\"gb-element-79690896\">\n<ul class=\"wp-block-list\">\n<li>Automatic classification of e-mails<\/li>\n\n\n\n<li>Manual addition by user (with appropriate rights)<\/li>\n\n\n\n<li>Allocation of individual storage times<\/li>\n\n\n\n<li>Deletion of information relevant to data protection<\/li>\n\n\n\n<li>Delete unimportant e-mails (e.g. newsletters)<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"gb-element-b4360677\">\n<ul class=\"wp-block-list\">\n<li>Deletion including the human factor (see application example)<\/li>\n\n\n\n<li>Audit access for financial audit<\/li>\n\n\n\n<li>Offline check<\/li>\n\n\n\n<li>Audit with dual control principle for internal audits<\/li>\n\n\n\n<li>Compliance log<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<div class=\"gb-element-569178b6\">\n<div>\n<div class=\"gb-text gbp-section__headline gb-text-e9353eb7\"><strong>Workflows<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-a30d3c71\">Workflows can be used to define different retention periods, for example. In this way, tax-relevant data is stored for a sufficiently long time, while other information is deleted in a timely manner if required by data protection regulations. <\/p>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-91e6f86f\"><strong>Categorization<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-ad7c2a1d\">Create project categories that enable easy team collaboration. For example, individual employees from sales, accounting or technical support can access the emails relevant to them, even if they were not the original sender or addressee. This means that employee absences due to vacation or illness no longer lead to delays.  <\/p>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-a0ee4ae1\"><strong>Views for users and groups<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-cf06ccb7\">Specify which users and groups have access to which emails.<\/p>\n<\/div>\n\n\n\n<div>\n<div class=\"gb-text gbp-section__headline gb-text-950bd247\"><strong>Compliance log<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-fe8ecb6c\">Of course, all changes in the archive are documented in a tamper-proof and permanent manner. Even if the email in question no longer exists. This means that all processes can be clearly traced and documented at any time if required.  <\/p>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-18a133a8\"><strong>Manual intervention if necessary<\/strong><\/div>\n\n\n\n<p class=\"gb-text gbp-section__text gb-text-c81e5ab1\">Not all processes can be fully automated. For example, no email archiving system can &#8220;know&#8221; that an application process is still pending and that documents therefore need to be stored for longer than usual. For this reason, the REDDOXX Compliance Framework allows the integration of corresponding approval workflows. In the example, the head of the HR department could automatically receive a corresponding report from the system before the deadline expires and decide on this basis whether an application should be deleted or not. All changes are documented in an audit-proof manner via the compliance log.    <\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<div class=\"gbp-section gb-element-27daeba3\">\n<div class=\"gb-element-9d4ff33b\">\n<h2 class=\"gb-text gb-text-0946936a\">GDPR-compliant email archiving<\/h2>\n\n\n\n<div class=\"gb-text gbp-section__headline gb-text-99d526fa\"><strong>Quick and easy implementation with REDDOXX MailDepot<\/strong><\/div>\n<\/div>\n\n\n\n<div class=\"gb-element-afdcd85e\">\n<div class=\"gb-element-e5966252\">\n<p class=\"gb-text gbp-section__tagline gb-text-e437b60f\">Quick guide<\/p>\n\n\n\n<p class=\"gb-text gb-text-b172ecf4\"><strong>DSGVO: Delete emails<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n <div class=\"brlbs-cmpnt-container brlbs-cmpnt-content-blocker brlbs-cmpnt-with-individual-styles\" data-borlabs-cookie-content-blocker-id=\"youtube-content-blocker\" data-borlabs-cookie-content=\"PGlmcmFtZSB0aXRsZT0iRS1NYWlsIEFyY2hpdmllcnVuZyBtaXQgUkVERE9YWCBNYWlsRGVwb3QgLSBFLU1haWxzIERTR1ZPLWtvbmZvcm0gbMO2c2NoZW4iIHdpZHRoPSIxMjAwIiBoZWlnaHQ9IjY3NSIgc3JjPSJodHRwczovL3d3dy55b3V0dWJlLW5vY29va2llLmNvbS9lbWJlZC85OFA5YzlhMW4zYz9mZWF0dXJlPW9lbWJlZCIgZnJhbWVib3JkZXI9IjAiIGFsbG93PSJhY2NlbGVyb21ldGVyOyBhdXRvcGxheTsgY2xpcGJvYXJkLXdyaXRlOyBlbmNyeXB0ZWQtbWVkaWE7IGd5cm9zY29wZTsgcGljdHVyZS1pbi1waWN0dXJlOyB3ZWItc2hhcmUiIHJlZmVycmVycG9saWN5PSJzdHJpY3Qtb3JpZ2luLXdoZW4tY3Jvc3Mtb3JpZ2luIiBhbGxvd2Z1bGxzY3JlZW4+PC9pZnJhbWU+\"><div class=\"brlbs-cmpnt-cb-preset-c brlbs-cmpnt-cb-youtube\"> <div class=\"brlbs-cmpnt-cb-thumbnail\" style=\"background-image: url('https:\/\/www.reddoxx.com\/wp-content\/uploads\/borlabs-cookie\/1\/yt_98P9c9a1n3c_hqdefault.jpg')\"><\/div> <div class=\"brlbs-cmpnt-cb-main\"> <div class=\"brlbs-cmpnt-cb-play-button\"><\/div> <div class=\"brlbs-cmpnt-cb-content\"> <p class=\"brlbs-cmpnt-cb-description\">You are currently viewing a placeholder content from <strong>YouTube<\/strong>. To access the actual content, click the button below. Please note that doing so will share data with third-party providers.<\/p> <a class=\"brlbs-cmpnt-cb-provider-toggle\" href=\"#\" data-borlabs-cookie-show-provider-information role=\"button\">More Information<\/a> <\/div> <div class=\"brlbs-cmpnt-cb-buttons\"> <a class=\"brlbs-cmpnt-cb-btn\" href=\"#\" data-borlabs-cookie-unblock role=\"button\">Unblock content<\/a> <a class=\"brlbs-cmpnt-cb-btn\" href=\"#\" data-borlabs-cookie-accept-service role=\"button\" style=\"display: inherit\">Accept required service and unblock content<\/a> <\/div> <\/div> <\/div><\/div>\n<\/div><\/figure>\n<\/div>\n\n\n\n<div class=\"gb-element-c11edcc6\">\n<p class=\"gb-text gbp-section__text gb-text-c83dcebd\">REDDOXX has had a comprehensive compliance framework in place since 2011 to implement the current BDSG. In our <strong>screencast<\/strong>, we show you how you can remove emails from the archive in compliance with data protection regulations. <\/p>\n\n\n\n<p class=\"gb-text gb-text-72a5a62e\">Contents:<\/p>\n\n\n\n<div class=\"gb-element-71e8c22d\">\n<ul class=\"wp-block-list\">\n<li>Administratively delete a person&#8217;s emails<\/li>\n\n\n\n<li>Manual deletion of emails by the user &#8211; using the example of an application<\/li>\n\n\n\n<li>Secure manual deletion with the multiple-eye principle<\/li>\n\n\n\n<li>Logging and evaluation of actions<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"gb-element-1e46c0fb\">\n<a class=\"gb-text gb-text-34fe52db\" href=\"\/wp-content\/uploads\/2025\/07\/REDDOXX-und-DSGVO.pdf\" target=\"_blank\" rel=\"noopener\">PDF download: GDPR &amp; e-mail archiving<\/a>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n<div class=\"gb-element-a7f6be8f\">\n<div class=\"gb-text gb-text-92527e2c\">Do you have any questions?<\/div>\n\n\n\n<span class=\"gb-text gb-text-2784db2f\">We are here for you!<\/span>\n\n\n\n<div class=\"gb-element-34932cec\">\n<div class=\"gb-text gb-text-9e1401ac\">sales@reddoxx.com<\/div>\n\n\n\n<span class=\"gb-text gb-text-75578081\">+49 7021 92846-0<\/span>\n<\/div>\n\n\n\n<div class=\"gb-element-e106d34d\">\n<a class=\"gb-text gb-text-42036948\" data-open-popup=\"kostenfreiedemo-popup\">Request a free demo<\/a>\n\n\n\n<a class=\"gb-text gb-text-d49a3ce2\" href=\"https:\/\/www.reddoxx.com\/en\/test-free-of-charge\/\">Create test license<\/a>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":1,"featured_media":28407,"parent":28760,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":{"0":"post-28764","1":"page","2":"type-page","3":"status-publish","4":"has-post-thumbnail","6":"no-featured-image-padding","7":"resize-featured-image"},"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - 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