Filum

Three things before the first run: the sign-in, an archive folder and at least one Outlook folder to archive from.

• One Microsoft sign-in. It fetches the mail and connects the bimover account at the same time; there is no second login. If an office only allows outside programs after approval, its IT approves Filum once; in the Microsoft admin centre it is listed as “Filum Mailspace”. The app shows the link for that exactly when a sign-in fails because of it.
• Archive folder and own domain. The office picks the storage path itself. Your own domain comes from the sign-in, and that is how Filum tells incoming from outgoing. Anyone writing under several domains adds the others in the app settings under “More of your own domains”.
• The Outlook folders. Each participant files their project email into an Outlook folder of their own and archives it themselves into the same project folder. Filum brings the messages together there.
• Platform. A standalone app for the Mac and for Windows.

• 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, and the archive is not stored on a 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 or what a rule gives a project. After each run Filum reports how completely the conversations already begun in the archive are filed. About a conversation nothing ever reached the archive 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.

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.