Email Compliance Software
Capturing email is the easy half. The regulator's question is what you did with it: what your policy looks for, who reviewed the hits, and what they decided.
Sealed, hash-verified records · Built for SEC 17a-4, FINRA, HIPAA & CJIS programmes · Email, Teams chats, Drive, AI assistants & more
What is email compliance software?
Email compliance software enforces an organisation's obligations over its email: retaining messages for the period a rule requires, reviewing them against supervisory policy, flagging sensitive data before it leaves, and preserving everything under legal hold when litigation is reasonably anticipated. The distinguishing feature of a credible system is not how many alerts it raises but whether each one closes with a recorded decision.
Key capabilities
Why Grotabyte for email compliance
- Supervision, retention, holds, and production run against one archive, so the record you review is the record you produce
- Capture from Microsoft 365, Google Workspace, on-premise Exchange with journaling, and any IMAP or POP3 mailbox
- Alerts, reviews, exports, and refusals all land on the same hash-chained ledger
- Off-channel communication is one of the eight lexicons, because the message that is not in your archive is the one an examiner asks about
Frequently asked questions
What is email supervision?
Supervision is the periodic review of business communications against written policy — looking for things like undisclosed material non-public information, promises of a guaranteed return, or a conversation moving to an unmonitored channel. Regulators expect a documented programme, a defined review population, and a recorded decision on each item surfaced.
How much of our email has to be reviewed?
That depends on your written supervisory procedures and your regulator, not on the software. Grotabyte lets you define the review population and samples it deterministically by hash, so coverage is both reproducible and reportable — for example, a stated percentage of the population.
Can we prove a message was not altered?
Yes. Each record is sealed with a SHA-256 hash chained to the previous entry, so removing or editing one breaks the chain. Verification runs across the archive and reports whether the chain is intact, including whether there are gaps.
Does it cover chat and AI assistants as well as email?
Yes. The same policies run over Microsoft Teams 1:1 and group chats and over Claude Enterprise AI conversations captured through Anthropic's Compliance API, where each prompt and reply is its own supervisable record.
See email compliance in action
Book a personalized demo and see how Grotabyte fits your data sources and compliance requirements.