Email archiving that meets your compliance obligations.
IP Four configures Exchange Online archiving and retention policies to your legal and regulatory requirements. In-place archiving, litigation hold, and eDiscovery configured so you are always audit-ready.
Archiving and retention built for compliance.
From in-place archiving to litigation hold, we configure every aspect of Exchange Online retention so your business meets its regulatory obligations without placing any burden on staff.
In-Place Archiving
In-place archive mailboxes enabled for all users. Auto-expanding archiving configured for long-term storage. Archive policies set to move older email automatically so primary mailboxes stay manageable.
Retention Policies and Labels
Retention policies configured to your legal and regulatory requirements. Retention labels applied to specific email types. Policies enforced automatically so staff do not need to manage their own email retention.
Litigation Hold
Litigation hold enabled for mailboxes involved in legal proceedings or regulatory investigations. All email preserved regardless of user deletion. eDiscovery searches available across held mailboxes.
eDiscovery and Content Search
Microsoft Purview eDiscovery configured for legal and compliance searches. Content search across all mailboxes, SharePoint, and Teams. Export of search results in formats accepted by UK courts and regulators.
Compliance Reporting
Compliance reports generated on demand showing retention policy coverage, archive usage, and litigation hold status. Reports formatted for regulatory submissions and internal audit requirements.
Deletion and Disposal Policies
Deletion policies configured to remove email at end of retention period automatically. Disposal workflows set up for regulated content requiring human review before deletion. Deletion logs maintained for audit purposes.
From compliance review to audit-ready archiving.
Compliance Requirements Review
We review your regulatory obligations, industry requirements, and any existing retention schedules. Legal hold requirements identified. Retention periods agreed for each email type.
Archive Configuration
In-place archive mailboxes enabled for all users. Auto-expanding archiving configured. Archive policies set to move email at agreed intervals. Storage quotas reviewed.
Retention Policy Deployment
Retention policies and labels configured based on agreed retention schedule. Policies applied to all mailboxes. Auto-apply labels configured for specific email types where required.
Litigation Hold Setup
Litigation hold process documented and tested. Hold applied to any mailboxes currently subject to legal proceedings. eDiscovery access configured for legal team or external solicitors.
eDiscovery Testing
eDiscovery searches tested across all mailboxes. Export formats verified. Access permissions configured for compliance team. Search templates created for common regulatory requests.
Reporting and Review
Compliance reports configured and scheduled. Monthly archive usage reports set up. Annual retention policy review scheduled to ensure policies remain aligned with regulatory requirements.
Compliant email archiving for UK regulated businesses.
Law Firm, Glasgow
A Scottish law firm needed to meet Law Society of Scotland requirements for email retention. They had no formal retention policies and staff were deleting email at will, creating potential compliance gaps.
Retention policies configured for all email types based on Law Society requirements. In-place archiving enabled for all fee earners. Litigation hold process documented and tested. Law Society audit passed with no findings.
Financial Adviser, Bristol
An FCA-regulated financial advisory firm needed to retain all client communications for 7 years as required by FCA rules. Their existing email system had no archiving and emails were being deleted after 12 months.
In-place archiving enabled with 7-year retention policy applied to all client-facing mailboxes. Auto-expanding archiving configured for long-term storage. FCA compliance confirmed. No email deleted before end of retention period.
NHS Trust, Yorkshire
An NHS trust needed to implement email retention policies aligned with NHS Records Management Code of Practice. They also needed litigation hold capability for ongoing employment tribunal cases.
Retention policies configured to NHS Records Management Code of Practice requirements. Litigation hold applied to 12 mailboxes involved in active tribunal cases. eDiscovery configured for legal team. NHS IG audit passed.
Ready to meet your email compliance obligations?
Book a free compliance assessment. We will review your regulatory requirements, map your current email retention posture, and give you a clear plan to achieve full compliance.