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This article explains how to delete emails in Email Archiving as a Data Protection Officer (DPO).
Emails that are in the email archive can only be deleted by the data protection officer.
A data protection officer is a leader in the field of corporate security as required by the General Data Protection Regulation (GDPR) or other similar regulations. They are responsible for monitoring a company's data protection strategy and its implementation to ensure compliance with the GDPR requirements. This role can only be assigned by administrators in the Email Archiving interface.
Please Note
Emails from Mail Basic/Mail Business accounts and Microsoft Exchange 2019 accounts are saved in separate archives.
In order to delete GDPR-compliant emails that are in these archives, you must invite a user for each archive and assign them the role of Data Protection Officer.
Important Information About the Deletion of Emails
In order to delete an email in the email archive, it must be marked for deletion using the corresponding review process. For this purpose, the To Review and Delete option must be selected when creating the review process. Emails with the status Legal Hold cannot be deleted.
As soon as the data protection officer receives a request to delete emails, they can check these emails. If the data protection officer decides that one or more emails should not be deleted, they can remove them from the deletion process.
Before deleting emails, the data protection officer must enter the reason for deletion. This is included in the audit logs for compliance reasons.
Caution
If the selected emails are deleted, they cannot be restored.
Marking Emails for Deletion
Log in to the Email Archiving interface as the account holder, administrator or data protection officer.
In the navigation bar on the left, click on Compliance and then on eDiscovery.
Click on Saved Search.
Select the desired search.
Click on Mark for verification.
The Create Review Process window opens.
Select the Mark for Review and Delete (DSB) option.
Optional: Enter a note.
Click Create.
Deleting Emails
To delete emails as a data protection officer, please proceed as follows:
Log in to the email archive.
In the navigation bar on the left, click on Compliance and then on Check Process.
Select the appropriate review process. This is marked with the note To Delete.
To start the deletion process, click Start Deletion.
Enter a deletion reason.
Optional: Enable the option Notify me by email when the deletion process is complete.
Click Agree. The deletion process is added to the queue.
Excluding Emails from the Deletion Process
To check emails that have been marked for deletion and exclude them from the deletion process, follow these steps:
In the navigation bar on the left, click on Compliance and then on Check Process.
Click the three dots to the right of the desired review process.
Click on Marked for Deletion.
Open the desired message that is marked for deletion.
To deselect the message, click Keep Message.
You can find additonal information here: