Your most important records are sitting in inboxes
A purchase order confirmed by email. A price agreed in a reply. A safety observation sent to the plant head. These are business records, but they live in individual mailboxes that run out of space, are cleaned up to stay under quota, or disappear when someone leaves.
When a GST officer asks for supporting correspondence, a customer disputes a delivery, or an auditor asks who approved a change, teams search through PST files and old laptops. An archive makes that a two-second search instead of a two-week hunt.
Mail is lost when people leave
Mailboxes of former employees are deleted with the licence, along with years of customer history.
Quotas force deletions
Users delete old mail, or attachments, just to keep receiving new messages.
Search takes days
Finding one email across many mailboxes and domains means asking each person to look.
Proof is hard
Forwarded copies and screenshots are easy to dispute. Original messages with headers are not.
From every mailbox to one searchable archive
MailVault reads from your existing mail systems and keeps its own copy. Users keep working in Outlook, Gmail or webmail exactly as before.
Connect
Sign in to Microsoft 365 or Google Workspace with OAuth, or add any IMAP mailbox. No passwords stored for OAuth accounts.
Sync
Mail is copied into the archive on a schedule you set, or on demand. Every message keeps its original .eml form.
Index
Senders, recipients, subjects, dates and content are indexed so any message can be found in seconds.
Control
Admins create users per domain. Each user sees only the domains and mailboxes they are allowed to.
Retrieve
Search, open, save as .eml or send a message back. Every action is written to the audit log.
Find the email in seconds
Search this sample archive the way your team would search MailVault. Filter by team or attachments. Each search is added to the audit log, just as it is in the real system.
- Search across every mailbox and domain at once
- Match on sender, recipient, subject and message text
- Narrow by team, date or attachments
- Every search and view recorded for accountability
Sample messages use example addresses for demonstration.
Everything an IT admin and an auditor need
Three mail sources
Microsoft 365 and Google Workspace through OAuth sign-in, plus any IMAP server including cPanel mailboxes.
Scheduled and manual sync
Set sync jobs to run on a schedule, or start one on demand after a migration or before an audit.
Fast advanced search
Find messages by sender, recipient, subject, date or content across all domains in seconds.
View, save and resend
Open any message, save it as an original .eml file, or send it back to a mailbox when it is needed again.
Multi-domain administration
Manage several company domains and their mailboxes from one console, with users created per domain by the admin.
Role-based access
Each user sees only the domains and mailboxes they are allowed to, so HR mail stays with HR.
Audit log
A record of who searched, opened, exported or deleted what, and when.
Usage statistics
System-wide and domain-wise storage and message counts, for planning and for billing departments.
Built to support the record-keeping rules Indian businesses follow
MailVault gives you the capabilities these rules ask for: a complete copy, the original format, controlled access, a trail of activity and fast retrieval. How long you keep mail and who can see it are set by your policies.
RequirementElectronic records must be retained in the format they were created in, stay accessible, and show origin, destination and date.
How MailVault helpsEach message is kept as its original .eml with full headers, and can be opened at any time.
RequirementOrganisations must protect the personal data they hold with reasonable security safeguards and control who can access it.
How MailVault helpsPer-domain user access set by an admin, an audit log of actions, and storage on servers in India.
RequirementAccounts and records, including supporting correspondence, are to be kept for 72 months from the annual return due date.
How MailVault helpsScheduled sync builds a complete copy that outlives mailbox clean-ups and staff changes.
RequirementBooks of account and relevant papers are to be preserved for at least eight years.
How MailVault helpsSearch by sender, subject, date or content to produce records on request.
RequirementAuditors look for access control, logging and the ability to retrieve information when asked.
How MailVault helpsRole-based access, the audit log and domain-wise usage reports give auditors the evidence they ask for.
RequirementWhen a dispute arises, the right emails must be found quickly and shown to be unaltered.
How MailVault helpsFast advanced search across every mailbox and domain, with original messages exportable as .eml.
*From the due date of the annual return for the year. Emails that carry invoices, orders, approvals or contracts can form part of these records. Periods are indicative; confirm with your CA or legal advisor.
What changes once every email is archived
Any business that runs on email
- Manufacturers and exporters with purchase, dispatch and customer correspondence
- Finance and accounts teams handling GST invoices and payment follow-ups
- Companies with several domains or group companies on different mail systems
- Organisations moving between cPanel, Microsoft 365 and Google Workspace
- HR and legal teams who need records of offers, contracts and approvals
What IT heads ask us
Do users have to change how they use email?
No. Users keep working in Outlook, Gmail or webmail. MailVault reads from the mail system in the background and keeps its own copy.
Which mail systems are supported?
Microsoft 365 and Google Workspace through OAuth sign-in, and any mail server that supports IMAP, including cPanel hosting.
Can it archive several domains?
Yes. Several domains and their mailboxes are managed from one console, with users created per domain by the administrator.
Where is the archive stored?
On DPinfotech-operated servers in Navi Mumbai, India.
Can we get an email back out of the archive?
Yes. Any message can be opened, saved as an original .eml file, or sent back to a mailbox.
Who can see archived mail?
Only users the administrator has given access to, and only for their allowed domains. Actions are recorded in the audit log.
Keep every email safe, searchable and provable
Tell us your domains and mail systems, and we will set up MailVault and run the first sync with you.