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On May 25, 2018, the new General Data Protection Regulation, GDPR, will be officially become effective. In this context ecoDMS GmbH has implemented GDPR compliance for its "ecoMAILZ" email archive. The latest ecoMAILZ version 17.08 (donnie) build 1.0.4 is available for download now on the ecoDMS website. In addition to the main component, the team from Aachen has also updated the email plugins for Outlook and Thunderbird. The manuals are also available in the latest version.


When updating to this version, the ecoMAILZ component and the plugins for Outlook and Thunderbird must be updated to the latest version. More Screenshots

The EU's General Data Protection Regulation forms a comprehensive right to the deletion of personal data. Such regulations are already laid down in the Federal Data Protection Act. What is new is that personal data, which is no longer required, must be erased immediately. For example, a customer can demand the erasure of all personal information, such as emails. The latest ecoMAILZ release allows the erasure of archived emails.

To perform the secure erasure of messages, ecoMAILZ has an "Erasure" function which works according to the "Two-Man Rule". Authorised users may send erase requests. Following the entry of a meaningful justification for the erasure, the request is forwarded accordingly. Users with the permission to reply to such requests can decide whether to erase the message or to retain the message in the archive.

When approving an erase request, the authorised user can enter a meaningful comment. Once this is saved, the actual content of the message is removed from the archive and is replaced with an erase flag. The erase flag contains the users involved in the erasure process and also includes the respective justification and the date. This makes the erasure process transparent at any time.

If an erase request is refused, the authorised user can also enter a meaningful comment. Then the message is returned to its original final archiving status.

Erasing emails should only be performed by selected persons. Such a function must be executed confidentially and with due consideration. We recommend this function to be enabled only for users with managerial authority and who have the permission to view all emails in ecoMAILZ. From 2 users onwards, we strongly recommend the application of the two-man rule. The two-man rule ensures that a user cannot erase his or her own emails from the archive. It ensures that important decisions cannot be made by an individual person and prevents critical actions from being undertaken by a single person. The aim is to reduce the risk of errors and abuse. In the case of erase requests, the two-man rule ensures that an erase request is not approved by the same person who made the request. The two-man principle is a default setting.

Besides the Erase function, some more functions have been added to ecoMAILZ. A Notifications window displays important information about the system, backups, the erasure process, and more. Moreover, the update includes bugfixes and optimisations. The full change log can be viewed on the website of ecoDMS GmbH.


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