Coming soon
Lookeen Vault – secure archiving
Lookeen Vault automatically archives emails from selected mailboxes on a Windows Server in your infrastructure. Your IT team determines how long messages are retained and when they are deleted. With Lookeen, you can search current mailboxes and the archive together.
Why archive business emails?
Whether for an audit, a customer inquiry or a legal dispute, Vault helps you find archived quotes, commitments and records even after the message has been deleted from the mailbox. Vault keeps its own copy, including attachments.
Automatic archiving
Vault continuously archives available messages from configured mailboxes in the background.
Immutability
Vault is intended to protect archived originals from being overwritten and make subsequent changes detectable through integrity checks.
Retention and deletion
You set retention periods appropriate to each type of record. Emails are deleted only after the period expires, with deletions logged, including for GDPR erasure obligations.
Legal hold
For an audit, a lawsuit or an internal investigation, freeze emails: they're kept even when their retention period runs out.
Audit log and auditor access
Who searched, opened or exported what is in the audit log. Auditors get their own, read-only access.
Restore and export
Restore individual emails to the mailbox. For audits, export emails as EML. A PDF copy makes them easier to read.
Set up centrally once. Archive automatically.
1. Install Vault
Your IT team installs Vault on a Windows Server in your organization and connects it to Exchange or Microsoft 365.
2. Select mailboxes
Your IT team selects the mailboxes Vault will archive. Archiving runs in the background while employees continue working as usual.
3. Set deletion rules
Your IT team determines how long emails remain in the archive and when they are deleted. An active legal hold protects affected emails beyond their retention period.
Which emails must you retain?
Under sections 257 of the German Commercial Code (HGB) and 147 of the German Fiscal Code (AO), retention periods are generally six years for commercial and business correspondence, eight years for accounting records and ten years for certain books and financial statements. The content determines the applicable period. When an email merely transmits an invoice, it is generally the invoice attachment that must be retained. Personal data is also subject to GDPR requirements concerning purpose and storage duration.
An archive you can work with
An archive is only as good as what you can find in it. Vault uses everything Lookeen Server already does.
Search and Lookeen AI
Full-text search across emails and attachments with OCR, filters and preview. Lookeen AI answers questions across years of correspondence – with sources.
Right in Outlook
Find archived emails where you work: with the Lookeen search bar and the Lookeen pane in Outlook, and in the browser.
With your permissions
Everyone sees their own archive and what they have access to – through the Lookeen platform's user and permission management.
Built on Lookeen Server
Vault is a product of its own, but it runs on the proven technology of Lookeen Server – and stays entirely in your hands.
A product of its own
Lookeen Vault is a separate product with its own license. It's built on the Lookeen Server platform and brings it along – you don't need a separate Lookeen Server license.
In your infrastructure
Archive, index and keys stay with you – on your Windows Server, stored encrypted, attachments kept only once.
Designed for GoBD and GDPR
Completeness, immutability, retention and retrievability: Vault is designed for the requirements GoBD and GDPR place on email archiving.
Frequently asked questions
Do I need Lookeen Server?
No. Lookeen Vault is a product of its own, built on Lookeen Server, and brings the platform along. You don't need a separate Lookeen Server license.
Are deleted emails archived too?
Vault can archive deleted messages if they are still available as recoverable items when retrieved and the source is configured accordingly.
Does Vault support journal archiving?
Journal archiving is planned for a later version. Exchange creates a report containing the original message and delivery information for messages covered by journal rules. Vault is intended to archive these reports. With ongoing mailbox retrieval, capture depends on which messages are still available when retrieved.
Is Vault GoBD-certified?
The German tax authorities do not issue GoBD certificates for archiving software. An independent assessment can evaluate software functionality. For a tax audit, what matters is your actual archiving process. We're happy to explain how Vault archives for your procedural documentation.
When will Vault be available?
Lookeen Vault is in development. Register your interest – we'll get in touch as soon as you can try Vault. Features may still change before release.
Be among the first to try Vault
Archiving with another tool today, or not at all? Talk to us about your requirements – and try Vault as soon as it's ready.