Century IT blog

Journaling Exchange Email

May 14th, 2012

A common question we get asked is ‘how can we keep an audit trail or copy of all of our incoming and outgoing emails?’

Microsoft Exchange Troubleshooting


This is a very broad question and without knowing a bit more information on your particular I.T infrastucture or computer setup it would be a difficult question to answer with accurate advice and we would advise you discuss this topic with us to get a full appraisal of your particular situation.


Generally for most businesses there is a legal requirement to keep copies of all written advice, recommendations, quotations or work for a period of up to 7 years, or in some instances, even longer! (this includes emails)


Your employee pool will proably be quite a transient enviroment over a 7 year period and therefore it would be quite impossible and impractical to request each employee keep their own historical email records, therefore it is ultimately the repsonsibility of the the company Director or Company Owner to ensure that such records are kept, as is in most cases of dispute it is generally the Company Owner or Director that is legally liable


Tradditionally the types of business you would generally associate with journaling emails may have been Solicitors or Accountants Practice, Independant Financial Advisor (I.F.A) or Mortgage Advisor, a Doctors Clinic or VET for example, although nowadays generally all types of businesses need to keep a journal record of incoming and outgoing emails.


Most, if not all companies should keep a journal of their incoming and out going email, especially if you:–


  • Provide a service


Hampshire I.T Support

  • Offer advice or Recommendations


  • Your business generally communicates via email



If your company’s in-house email system uses Microsoft Exchange server, the chances are you probably have the tools to ‘journal’ your own email in-house rather than source an external company or to do this work for you.


For a confidential, no obligation discussion about Your business why not give us a call. Tel. 023 8007 0101



Century IT Services – Getting IT Right

Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire