Filum

• Mails ansehen.html The main entrance: search and filters by inbound/outbound, year and attachment. The search index sits inside the HTML itself, so the file works straight off the disk.
• Mails/ Each message as its own PDF file to read. Date and time come first in the name, so the folder sorts chronologically. A PDF opens on any computer without extra software.
• .filum/originale/ The messages as .eml, untouched: the bytes as they came from the mailbox, the most original form Filum gets. Each carries the same name as its PDF, only with a different ending. They are the evidence, the PDF is the reading copy.
• .filum/verlaeufe/ One thread is one readable HTML file, in order from the first to the last message.
• .filum/anhaenge/ Extracted and stored only once: the same drawing from ten mails is there exactly once.
• .filum/verzeichnis.csv The emergency exit: one row per mail, readable in any text editor and any spreadsheet program.
• .filum/liesmich.txt What this is and how to search it, for the person who opens the folder for the first time in eight years.
• .filum/belege/ One record per run, chained to the previous one, plus a third-party timestamp. Filum fetches it as soon as the timestamping service can be reached; if it could not, the next run or the next check seals it afterwards. It can be re-checked with the script .filum/pruefen.py, which needs nothing but the Python standard library.

To read

• When someone leaves, the project stays For the office management: why project email belongs to the project, not to the mailbox.
• Filum, technical For IT: permissions, data paths, archive format, verifiability, operation and limits.
• Filum and data protection Roles, what leaves the device, access requests, deletion, retention by category.
• What the archive carries in a dispute Evidentiary value under Swiss civil procedure, the deadlines of the building trade, and what to do first.

To fill in

The templates are also available as editable text, in the open and under a licence that allows adaptation. Anyone introducing a policy usually changes it. View templates as text

• Policy on email and internet use
• Archiving policy
• Record of processing activities
• Building blocks for privacy notice and contract

The four sheets to read are available in English and German; the templates are in German. Not legal advice. Every sheet names the provision it relies on and says where a question is open.

Three years paid in advance cost two and a half annual fees, so CHF 2 250 for 20 mailboxes.

Anything caused by a fault in our software costs nothing, ever. Whoever bills their own mistakes by the hour is selling their mistakes.

After each run the app reports which mailboxes were archived: as hashes, never as addresses. Plus how many messages the archive holds, which run in order it was, and the record of that run. That is how a shrinking archive shows up later. No content leaves the office: no subject line, no address, no file name.

• Filum does not prevent changes, it makes them detectable. Anyone with write access to the folder can change files. The record then shows that something is different.
• No seal, no write-protected drive, no blockchain. That is a decision, not a backlog item.
• Whether a given retention setup satisfies the rules is decided by the procedure in the office, not by a program. We say what Filum does; we do not give legal advice.
• Filum archives only what was filed. After each run Filum reports how completely the conversations already begun in the archive are filed. About a conversation nothing was ever filed from, Filum says nothing.
• Not captured as messages: Teams chats and drafts. Cloud attachments that arrive as a link instead of a file are archived as that link.
• For every message Filum writes an archive file to read. It reproduces the content, not the look: fonts, colours and the position of images in the text are lost, and a few image formats are left out entirely. The mail's .eml sits untouched in .filum/originale.