Email Records Management · Compliance-Ready from Day One
A compliance-ready records system built for regulated enterprises. NewgenONE Email RMS captures, classifies, retains, and retrieves every email as a well-governed enterprise record — not a mere mailbox backup.
But none of it is Governed.
Contracts are negotiated over email. Regulatory approvals are confirmed over email. Credit decisions, client instructions, policy exceptions, risk sign-offs — all of it begins in the inbox, before it reaches any formal system of record.
Email systems were built for communication. Not for governance. Not for regulatory audits. Not for litigation. The gap between what your email contains and what your compliance team can classify, retain, and retrieve on demand is where enterprise risk accumulates — silently, every day.
NewgenONE Email Records Management captures every email at the point of creation — Exchange, Microsoft 365, Gmail, Teams — and governs it as an enterprise record. Each message is automatically classified by its record type, regulatory category, and retention schedule. Every record stored in WORM-compliant format with a tamper-proof audit trail.
This is not email archiving. This is email records governance — across the full lifecycle, on a single centralised platform, with AI doing the work that human teams cannot sustain at scale.
Every inbound and outbound email is captured at the mail server before it can be modified, moved, or deleted. No PST files. No departing-employee blind spots. No gap between what was sent and what is governed.
Every email is automatically classified by record type, regulatory category, and retention schedule — using ML models trained on industry-specific taxonomies. Manual classification eliminated at source.
Every record stored in technically non-rewriteable, non-erasable format — enforcement at the storage layer, not the policy layer. Every access, export, and disposition action logged with timestamp, user identity, and purpose.
Full-text search across email bodies, metadata, and attachment content. A regulatory production request answered in hours. Natural language query via NewgenONE Marvin — ask for any record in plain language, get a governed exportable result.
NewgenONE connects to your email infrastructure — Exchange, Microsoft 365, Gmail, Teams — and captures every message at the journal level, before user action can modify or delete it. All channels. All users. All attachments. From day one.
AI classifies each email by record type, assigns the applicable retention schedule under the relevant regulatory framework, extracts metadata, and routes the record into the appropriate policy container. Multi-jurisdiction retention — FINRA, FCA, DPDP, ISO 15489 — enforced simultaneously. Automatically.
When a regulator, auditor, or legal team requests records, NewgenONE delivers a complete defensible result set — classified, chain-of-custody intact, exportable in required format. Legal hold freezes relevant records across custodians in seconds.
NewgenONE Email Records Management is a capability within the NewgenONE Records Management platform — governing email, physical records, documents, and system-generated records on a single platform with a shared policy and retention framework. Email compliance is not a silo. It is the first record type in a unified governance architecture.
NewgenONE enforces multi-jurisdiction retention simultaneously — the same record can be governed under FINRA, FCA, and ISO 15489 at once, without manual policy splits.
Broker-dealers and registered investment advisers must retain all business-related electronic communications in WORM format, with third-party download capability, for a minimum of three to six years depending on record type.
FCA-regulated firms must retain all client-facing communications as records, evidence fair client outcomes under Consumer Duty, and demonstrate that personal device and off-channel communications are captured.
Indian enterprises face a dual obligation — retain what regulation requires (RBI, SEBI, PMLA) and delete what it does not (DPDP purpose limitation). Without automated lifecycle governance, both obligations cannot be met simultaneously.
Singapore and ANZ enterprises operate under some of the most technically precise records standards globally, including IM4L functional requirements and NAS/BagIt transfer protocols.
Government entities and regulated enterprises across the Gulf require bilingual records governance, local cloud deployment, and alignment with national digital government frameworks.
There is a significant difference between storing email and governing it. Regulators audit the latter.
| Capability Dimension | Standalone Email Archiving | NewgenONE Email RMS |
|---|---|---|
| Record capture method | Mailbox sync / PST import | ✓Journal-level capture before user action |
| Classification | Manual tagging or keyword rules | ✓AI/ML — record type, regulation, retention auto-assigned |
| Retention enforcement | Age-based or folder-based | ✓Policy-driven, multi-jurisdiction, simultaneous |
| WORM compliance | Vendor policy, not technical enforcement | ✓Technical WORM at storage layer — SEC 17a-4 certified |
| Retrieval speed | Days to weeks for production | ✓Hours — with natural language via Marvin |
| Legal hold | Manual flagging, limited custodians | ✓Custodian + matter-level, cross-system, instant |
| Secure messaging | Email only | ✓WhatsApp, Teams, Jabber, SMS — off-channel captured |
| Audit trail | Basic access logs | ✓Tamper-proof, timestamped, every action recorded |