Exchange Server Toolbox

Deleting emails GDPR compliant with four-eyes principle

Delete emails according to four-eyes principle

With its four-eye deletion principle, the Exchange Server Toolbox helps to delete emails in compliance with the GDPR. A final deletion of individual data requires the approval of a second person who confirms this deletion. With the Exchange Server Toolbox, this can be done easily, even on a large scale.


Remove emails GDPR compliant from the Exchange archive

European companies have to pay attention to the legally compliant archiving of their mail traffic. Having an Exchange archive that is too large increases the risk of data misappropriation. Therefore, you should professionally remove emails that are no longer needed in the archive. The GDPR requires that a deletion is confirmed by a second person.

With the Exchange Server Toolbox, you can easily submit a deletion request to a second person using the four-eyes deletion principle, which they then only have to approve or reject.  For this purpose, provide responsible users with the appropriate rights within the Exchange Server Toolbox users.

Find and delete old emails from your email archive

The Exchange archive can be of enourmous size, especially in larger companies with a lot of email traffic. Organizing single emails in the archive by hand is way to time-consuming. Exchange Server Toolbox can help following these 3 steps:

  • Clever filters - Filter multiple emails according to certain filters.
  • Bulk operations - Select all emails you want to delete in a bulk.
  • Four eyes deletion principle - Send a deletion request to a second person and delete all emails at once afterwards.

Four-eyes deletion principle in praxis

Let's take a look at a few practical use cases that the Exchange Server Toolbox can solve with the four-eyes deletion principle.

For example, did it happen in the heat of the moment that you or one of your employees accidentally sent an email? Filter by the time the mail was sent and submit a deletion request, which the control person can then approve. This way, you can easily clean up your Exchange archive in compliance with the GDPR.  

It is more common that emails from a specific person or account should also be deleted from the Exchange archive. For example, if an employee leaves your company, you can use Exchange Server Toolbox to find all the emails sent from his account, mark them and submit them to a second person for control.

Try Exchange Server Toolbox yourself

Test our four-eyes deletion principle and many more handy features for your Microsoft Exchange Server yourself: Check out our free 30-days trial for the Exchange Server Toolbox.

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Exchange Server Toolbox

Four-eyes deletion principle
GDPO compliant email archiving
Multi tenant capable archive
Comprehensive rule system