End of Support for Microsoft Exchange Highlights Core Problem

More than 30,000 companies in Germany alone are said to be affected. Considering the severe security gaps (link only in German) already associated with this software in the past, this is a troubling development.

‍

However, the end of support for Microsoft Exchange 2016 and 2019 also brings a long-overlooked truth back into focus: email is not a suitable system for secure document management of security-critical or compliance-relevant documents.

Email for exchanging and storing important documents: A risk companies underestimate

‍

Over the years, many organizations have grown accustomed to sending certificates, ESG documentation, ESG evidence, audit reports, contracts, or supplier documentation simply “by email.” The omnipresence of email as a simple communication tool and the convenience of sending documents this way — is undeniably tempting.

‍

At the same time, such critical documents end up scattered across inboxes, archives, local devices, or personal folder structures. They can be forwarded, modified, or misused without control.

‍

This combination creates several serious risks:

‍

‍

1. Security risk: Uncontrolled distribution of sensitive documents

• Every email creates copies that cannot be retrieved. They can be forwarded repeatedly without your knowledge.
• Email inboxes are attractive entry points and targets for attacks by cybercriminals.
• Outdated Exchange versions increase the risk of a full data breach.
• Sensitive certificates, contracts, or compliance-relevant documents can be compromised without detection.

‍

2. Oversight: Documents scattered across mailboxes

• Important records are buried in long email threads.
• Information is tied to individuals rather than processes.
• Companies lose track of valid, invalid, or missing evidence, including supplier documentation. Without this visibility, they cannot act proactively to prevent compliance violations or maintain a resilient supply chain.

‍

3. Traceability: No audit-proof document history

• It is impossible to know or verify who sent, forwarded, opened, or modified which document, which only amplifies the lack of audit-ready documentation.
• Old attachments are sometimes reused despite being outdated.
• For audits, responsible teams must first laboriously search for files.
• In the event of an incident, finding information consumes valuable time needed to prevent further damage, trace errors, or protect the organization’s reputation.

‍

4. Scalability: Email is built for communication, not governance

• Email does not scale efficiently across multiple suppliers, teams, or document categories, and it fails to meet modern document governance standards.
• The error rate grows with each additional email and participant.
• Automation is nearly impossible, creating extra workload.

In short: the risks of an outdated Exchange server are just the visible tip. The real problems lie in how companies manage their documents. Using email as a convenient but error-prone universal tool for exchanging critical documents introduces high risks, not only for security but also for compliance and operational efficiency.

‍

Why rethinking is essential: Become independent of email systems

‍

Even when companies migrate to Exchange Online or alternative systems, the fundamental problem remains: email is not the right medium for document-critical processes.

‍

Modern business processes, especially in compliance, ESG, supplier management, or certificate administration require:

• Central visibility instead of scattered attachments
• Verifiable authenticity instead of file-based uncertainty
• Proactive management instead of passive inbox searching
• Automated expiry monitoring instead of manual calendar notes
• Secure sharing without copies or uncontrolled forwarding
• Secure document management rather than fragmented communication

‍

How solutions like Kevla TrustDocS overcome the email paradigm

‍

A platform like Kevla TrustDocS does not replace email communication. Email is universal, simple, and unbeatable for communication. Instead, Kevla TrustDocS replaces the false assumption that email can act as a secure system for certificate management or critical document processes.

‍

Kevla TrustDocS ensures that documents are:

• versioned and audit-ready documentation at all times
• stored centrally instead of dispersed across dozens of inboxes
• verified instead of forwarded unchecked
• shared securely instead of as copies
• automatically monitored for expiry
• anchored in processes rather than tied to individuals or departments

This creates a digital environment where every document is traceable, current, and protected regardless of the email system in use. Kevla also provides significantly more protection for critical documents against cyberattacks than a self-hosted email server, especially one running an outdated Microsoft Exchange installation without ongoing security updates.

‍

Conclusion: The end of Microsoft exchange support is a warning, but the real issue is document handling

‍

The discontinuation of Microsoft Exchange 2016/2019 exposes what many companies already know but rarely address: critical documents do not belong in email inboxes, particularly when it comes to secure document management and compliance-relevant documents.

‍

Simply modernizing the email system will not solve the problem. Organizations must rethink their document processes to become long-term secure, audit-ready, and resilient.

‍

Solutions like Kevla TrustDocS provide exactly that, helping companies finally move away from risky email-based document chaos.

‍

Speak with our experts about your options!