RPost today announced a major update to its RMail App for Salesforce.com. This update fills existing data privacy compliance and e-signature gaps and is unique in that:
- You can encrypt both the message body AND attachments for data privacy/compliance. Most cloud-based document sharing services send the document only secure/private - not the message body.
- You have DIRECT DELIVERY of documents to recipients, not simply a link requiring the recipient to register elsewhere to view and download.
- You receive proof of encrypted delivery for peace of mind, records and compliance in case of an audit or accusations of data breach.
- You (as an individual sender or corporate-wide) retain records of the attached document's content, with time of delivery. Without such an app, attachments are not automatically saved. Read more here.
- You receive verifiable proof of original and unalterable content (message body, attachments), time of delivery AND open tracking. Cloud delivery services do not easily show this.
- You can record signoff on message body text, AND/OR attached documents, without any document preparation or templates.
- You can pre-load templates with or without attachments, prove delivery of content, encrypt messages, and e-sign.
- You have access to detailed exportable usage and tracking data in CSV and/or XML formats.
- You get all of the above, integrated as an all-in-one app that runs within Salesforce.com.
- You can also use our Outlook add-in (with the same capabilities) for messages you prefer to send with Outlook.
An important trend for companies today is use of web-based messaging and CRM platforms such as Salesforce.com to manage, track and/or secure outbound correspondence. While some of these platforms let you send attached documents with your message, most (including Salesforce.com) do not save copies of attachments in the sent record stored in the web-based system.
The only way to maintain proof of content for messages sent on these platforms is to send them using RPost’s Registered Email services. With the RPost extension installed to your messaging platform, you can track all content you send -- and you’ll receive an electronic delivery receipt that contains court admissible, verifiable proof of message content (including attachments) and timestamp of successful delivery. You’ll also have the option to encrypt for data privacy, legally sign documents electronically or obtain recipient signatures electronically.
RPost has released a comprehensive update to its Salesforce.com and Microsoft Outlook desktop software apps that permit messages and attachments to be sent, tracked, encrypted, e-signed, and more.
For reference, the policy in Salesforce.com is such that without use of RPost's Salesforce.com app, saving records of sent items that includes attachments is quite cumbersome. Since attachments are not stored on emails sent from Salesforce.com, to be saved with the email, attachments would otherwise need to be either associated with the email later or sent to Salesforce.com using Email-to-Case, Email-to-Salesforce, On-Demand Email-to-Case, or Salesforce for Outlook.
The rationale for the limitation of Salesforce.com in not maintaining records of sent attachments is explained by Saleforce.com engineers as follows: "The attachments are not save in that task. The reason behind is to save the data storage. Following example: You wish to send a mass e-mail to 1000 customers with PDF attachment which is 1MB big...If Salesforce did attached the PDF to every activity then we would have 1000 copies of 1 PDF. That gives us 1GB of storage space with one document."
Recently, we were asked to discuss the RPost electronic signature service in view of "European Directive 1999/93/CE on electronic signatures," a Directive aimed at creating common standards for legal recognition of electronic signatures within EU member states.
"European Directive 1999/93/CE on electronic signatures" introduces several key requirements and definitions:
the electronic signature, data in electronic form which are attached to or logically associated with other electronic data and which serve as a method of authentication.
the advanced electronic signature, which meets the following requirements:
1. it is uniquely linked to the signatory;
2. it is capable of identifying the signatory;
3. it is created using means that the signatory can maintain under their sole control;
4. it is linked to the data to which it relates in such a manner that any subsequent change in the data is detectable.
the qualified certificate, which must in particular include:
1. an indication that it is issued as a qualified certificate;
2. the identification of the certification service provider;
3. the name of the signatory;
4. provision for specific attribute of signatory included if relevant, depending on purpose the certificate is intended;
5. signature-verification data corresponding to signature-creation data under the control of the signatory;
6. an indication of the beginning and end of the period of validity of the certificate;
7. the identity code of the certificate;
8. the advanced electronic signature of the issuing certification service provider.
Source: Community framework for electronic signatures, available at http://europa.eu/legislation_summaries/information_society/other_policies/l24118_en.htm, retrieved on 11/7/2013
At the request of interested parties in the EU, RPost performed a legal analysis to assess the capabilities and characteristics of the RPost electronic signature in view of requirements laid out in "European Directive 1999/93/CE on electronic signatures."
The analysis concludes that the RPost electronic signature service fully meets the guidelines contained within the EU Directive and is rightfully considered to be among the best options for European users looking for a standards-compliant, court admissible, and legally-valid electronic signature service.
Most law firms, legal professionals, and other professional consultants whose jobs involve heavy use of sensitive documents, understand the risks and potential embarrassment of having excess metadata stored within documents. Metadata contain the identity of those who edited the document, the time and frequency of edits, commentary, the document template and file location, and, in some cases, deleted text.
Three of the five industry leading metadata removal software platforms have now integrated RPost Registered Email® services into their platforms.
The types of messages that include documents requiring metadata to be removed prior to sending are generally high value correspondence to external parties. These are also generally the type of documents and messages where senders would want to track, prove, encrypt, or send for electronic signatures on the attached documents. Now, with RPost integrated into these metadata removal platforms, all RPost functions can be selected simply with an additional mouse-click.
Esquire Innovations’ iScrub software was the first to include RPost’s Registered Email services integrated within its Microsoft Outlook app, followed by Microsystems’ 3BClean, and now, Payne Group Metadata Assistant.
RPost is also sponsored or endorsed by more than 20 legal bar associations, including the Florida State Bar.
Our newly released update for the RMail Outlook plugin includes major updates to the LargeMail® service. After installing the new version, RMail users will be able to attach and send files up to 200MB directly from the “Send Registered” dialog box. There is also a new option to send files via LargeMail automatically when your attachments exceed a size you specify.
To pick up the new Outlook plugin release, click here, choose your Outlook version and click the Download button. The new release will replace your existing RMail plugin, so you won’t need to manually uninstall your existing plugin.
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Latest Blog Posts
- Upgrade Strengthens RPost's Unique Salesforce.com App Capabilities
- How to Prove Message Delivery & Content From Salesforce.com (or any CRM)
- Legal Analysis of RPost’s E-Signature Service in view of EU Directive on Electronic Signatures
- RPost Now Integrated into 60% of the Leading Metadata Removal Platforms
- Send Large Files Directly from Outlook