Email archiving that meets every UK regulatory requirement.
GDPR, FCA, SRA, NHS, and sector-specific requirements all have different email retention obligations. IP Four configures your archive to meet every regulatory framework you are subject to, with the documentation to prove it.
Compliance coverage for every UK regulatory framework.
From GDPR to FCA to NHS, every regulatory framework has different email requirements. We configure your archive to meet all of them simultaneously.
GDPR Compliance Configuration
Archive configured to meet UK GDPR requirements including lawful basis documentation, data minimisation, and subject access request fulfilment. Data stored in UK data centres only.
FCA and Financial Services Compliance
Email archiving configured to FCA COBS and SYSC requirements. Retention periods, access controls, and audit trails designed to meet FCA supervisory expectations.
SRA and Legal Sector Compliance
Archiving configured to SRA Accounts Rules and Code of Conduct requirements. Client communication retention, file closure procedures, and professional indemnity documentation supported.
NHS and Healthcare Compliance
Email archiving aligned with NHS Records Management Code of Practice and CQC requirements. Patient communication retention, clinical governance documentation, and information governance reporting.
Compliance Reporting and Evidence
Monthly compliance reports showing archive health, retention policy adherence, and access audit trails. Evidence packages prepared for regulatory inspections and audits.
Regulatory Change Monitoring
Regulatory changes monitored across all relevant bodies. Archive configuration updated when requirements change. Clients notified of changes affecting their retention obligations.
From regulatory assessment to inspection-ready compliance.
Regulatory Landscape Assessment
We identify every regulatory body your organisation is subject to and review their specific email requirements. Conflicts between different regulatory frameworks are resolved and documented.
Compliance Gap Analysis
Your current email archiving approach is assessed against each regulatory requirement. Gaps are documented with risk ratings and remediation priorities.
Compliant Archive Configuration
Archive configured to meet all identified regulatory requirements. Retention periods, access controls, data residency, and audit trail settings all aligned to your compliance obligations.
Compliance Documentation
Compliance documentation produced covering your archiving approach, regulatory basis for each retention period, and evidence of configuration. Ready for regulatory inspection.
Compliance Reporting Setup
Automated monthly compliance reports configured. Report recipients and distribution agreed. First report reviewed with your compliance team before handover.
Ongoing Compliance Management
Regulatory changes monitored throughout the year. Archive updated when requirements change. Annual compliance reviews included. UK-based support for regulatory enquiries.
How we have helped UK businesses pass regulatory inspections.
Multi-Regulated Financial Services Firm
A Manchester wealth management firm was subject to FCA, HMRC, and UK GDPR requirements simultaneously. Their existing archiving had no regulatory mapping and they could not demonstrate compliance to any of the three bodies.
Archive reconfigured to meet all three regulatory frameworks. Compliance documentation produced for each. FCA supervisory visit passed. GDPR audit completed without enforcement action.
NHS Trust Information Governance Audit
A Yorkshire NHS Trust faced an information governance audit that included review of email retention practices. Their current approach did not align with the NHS Records Management Code of Practice.
Archive reconfigured to NHS Records Management requirements. Information governance documentation updated. Audit passed with commendation for improved records management approach.
Law Firm SRA Inspection Preparation
A Birmingham solicitors practice received notice of an SRA inspection that would include review of client communication retention. They had 6 weeks to demonstrate compliant archiving.
Archive configured to SRA requirements within 2 weeks. Compliance documentation produced. SRA inspection passed. No remediation requirements issued.
Know your email archiving meets every obligation.
Our free compliance assessment identifies every regulatory framework you are subject to and shows you exactly where your current archiving falls short. No cost, no obligation.