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Registered Email® Quick Reference Guide - Zimbra

1. Sending

Please select your email program from the list below: 

 

Step 1a:  How to Send:  Web Mail    

 

  1. Compose an email like you always do.

  2. Send the message to anyone in the To, Cc or Bcc fields.

  3. Add attachments, graphics and your signature if desired

  4. To send the messageregistered, check the box, "Send (R)egstered" under the subject line.

 

 

Step 1b:  Features Pop-up

  1. When you click the "Send Registered" button, you will see a two features.

  2. The core service lets the sender choose to send the Registered Email message with or without a Registered Email banner.  This allows the sender to choose if the receiver will or will not be aware the sender has the proof of delivery, content and time.  In both cases the sender receives a Registered Receipt email.
  3. Choose Registered or Unmarked and press "Send" for the email to go as a Registered Email message. 

 

Step 1a:  How to Send:  OUTLOOK 

 

  1. Compose an email like you always do.

  2. Send the message to anyone in the To, Cc or Bcc fields (up to 100 addresses per message).

  3. Add attachments, graphics and your signature if desired.

  4. If the message is important, click the "Send Registered" button.

CLICK HERE TO SEE HOW TO SEND WITH NO SOFTWARE

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Step 1b:  Features Pop-up


  1. When you click the "Send Registered" button, you will see a dialogue box with a number of features.

  2. The core service lets the sender choose to send the Registered Email message with or without a Registered Email banner.  This allows the sender to choose if the receiver will or will not be aware the sender has the proof of delivery, content and time.  In both cases the sender receives a Registered Receipt email.
  3. Press "Send" on the pop-up for the email to go as a Registered Email message.  If you press "Cancel" you can continue to compose and edit the email without it being sent.

Example Feature Pop-up:

 

 

Click Here

For more information on the features

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Step 1a:  How to Send:  ".rpost.org" 

 

This e-mail address is being protected from spambots. You need JavaScript enabled to view it

  1. Compose an email like you always do.

  2. At the end of the recipient address add the suffix ".rpost.org".

  3. Press "Send" - No software needed!

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2. Acknowledgement

 

Step 2:  The Acknowledgement Email

 

1. The Acknowledgement email is the first receipt that is returned to your inbox.  This receipt provides you with a record

  that your message has left your organization's network and was inducted for processing by the RPost registration system.

  If you do not get this receipt within a few minutes, the email that you sent has most likely been delayed within your

  or ISP or organizations' mail system.

 

2. At the bottom of the Acknowledgement email you will find a chart to select your language preference.  You may change

  your language preference at any time. 

 

3.The sender has the option to de-activate the Acknowledgement email receipt so that they do not receive this information.

    You may de-activate this optional feature in the Registered Email options from your inbox.

 

 


For information on how to create an Acknowledgement receipt folder

3. Receiving


Step 3:  Receiving a Registered Email®Message  

The sender has a choice whether or not they want the receiver to know that the message has been sent as a Registered

Email message.

1. Registered Email WITH A BANNER: (default)
- The receiver knows the email has been sent as a Registered Email message because the banner is visible (see below).

2. Registered Email WITHOUT A BANNER: (unmarked - not shown)
- To the receiver, the email message is the same as any traditional email they receive, yet the sender is returned
verifi able evidence of the email transaction.

3. Note:  Government users may choose to have a custom "Official" banner third choice with the seal or logo of the agency.
 

SAMPLE REGISTERED EMAIL MESSAGE WITH A BANNER

 

4. Registered Receipt

Step 4a:  The Registered Receipt Email - Receipt Folder  

 

The core value of the RPost service is the functionality of the Registered Receipt email, which is returned to the sender within a half an hour to up to a few hours (six hour maximum).


The Registered Receipt email is returned to the sender and is automatically placed in a newly created "(R)eceipts" folder, a subfolder of your inbox.  This folder is automatically created when the first Registered Receipt email is returned to the sender.

SCROLL DOWN TO VIEW A REGISTERED RECEIPT EMAIL

 


 

Step 4b:  The Registered Receipt Email

 

The Registered Receipt email is a statement of fact of the entire email transaction and is admissible as evidence.

Whether the sender inserts one address or one hundred addresses, they will be returned one Registered Receipt email.

The Registered Receipt email is durable, meaning it can be forwarded from person to person and maintains ability to:
  a. detect tampering,
  b. authenticate the transmission data,
  c. reconstruct a verified electronic original email (and attachments)

Importantly, the receipt is self contained, meaning with default settings, there is no other copy of the transmission data or email content stored on the RPost system.

Registered Email messages hold far greater evidential weight than traditional mail, courier, fax, or email, and therefore, provide the sender with protection that will stand up to scrutiny in a dispute resolution situation.  The Registered Email service provides the sender with the upper hand in any legal discovery disputes.  It includes a record of the TRANSACTION and the TRANSACTION METADATA in a verifiable, reconstructable, easy to manage form which is essential information to ensure admissibility of email evidence.

 

Explanation of A-D below:

 

Arrows A-D:

A:  The delivery audit trail:

 A record of the exact transmission of the Registered Email message.

B:  Delivery status:

Registered Email provides legal proof of sending, delivery and content and time.  RPost translates the delivery audit trail of each recipient address to report three levels of legal delivery.  The levels are, Delivered to Mail Server, Delivered to Mail Box and Opened.  The levels of delivery are analogous to the physical mail systems like DHL.  For example, if a DHL package is sent to a person in an office, someone in the mail room can sign for the package (RPost reports Delivered to Mail Server), an assistant or receptionist can sign for the package (RPost reports Delivered to Mail Box) or the receiver can sign for the package (RPost reports Opened).  In all three of those cases, the sender has proof the package was delivered and has proof that they fulfilled their requirement to send notification to that person.  Conversely, the sender has no proof the receiver ever opened the DHL package, read the contents or if the recipient even knows how to read.  The sender simply needs proof of delivery. 

There is no system in the world (physical or electronic) that can tell if a package or email has been opened 100% of the time which is why the laws say you just need a signature.  In fact, the Lotus or Outlook receipt called a “Read Receipt” is actually not an accurate term.  The highest level of delivery for RPost Registered Email is when the Registered Receipt says, “Opened” or the sender receives at a later date an “Open” receipt.  The RPost system uses a variety of methods to establish the delivery status of Registered Email. The ability to prove whether the message was opened depends on the technical configuration of the recipient environment.  RPost can prove a message was opened in many but not all cases and uses the mail user agent (MUA) or HTTP " to "mail user agent (MUA), HTTP, or other techniques to determine whether the email was opened.

C. Locked file attachment:

With default settings, RPost neither stores the Registered Receipt emails nor your email message content or attachments.  Because RPost does not store the information on its network at all (to avoid possession of discoverable information) all of the data that would be needed to validate and reconstruct the original content and transmission information is compressed, encrypted, electronically sealed, and stored on the Registered Receipt email the "Locked" attachment.  This renders the Registered Receipt email tamper-detectable and durable, with a means of reconstructing the electronic original.

D. Verification address

If there is ever a dispute regarding the delivery or content of the message or attachment, the receipt can be AUTHENTICATED by simply forwarding it to the RPost verification address located on the receipt.  The RPost system de-crypts the "Locked" attachment, verifies the integrity of the internal data and reconstructs the electronic, validated original email content and transaction data, returning it to the person who submitted the receipt for verification.  The Registered Receipt email is durable, meaning that it can be forwarded to the disputing party and they can authenticate the receipt for themselves.  It can even be saved onto CD or keychain micro-drive and brought to an arbitrator for authentication. In every case, the system will regenerate the original proof of delivery and content.

 

5. Open Receipt

 

Step 5:  Open Receipt

 

1. The Open Receipt, which indicates that the receiver has opened your message, makes it easy for you to confirm that your
  email has been opened by the recipient.

2. If the RPost system can determine the Registered Email message was opened after the Registered Receipt email is
  returned to the sender, a separate "Open Receipt" is delivered to the sender and routed automatically to the (R)eceipts
  folder.

3. If your Registered Receipt email says "Opened" in the delivery status section, you will not receive a separate Open
  Receipt for that address.

 

Example Open Receipt:

 

6. Receipt Authentication

 

Step 6:  Authenticating the Registered Receipt Email

In the event of a dispute regarding a Registered Email® message, the Registered Receipt email has all the information to prove sending, delivery, content, time, audit trails, authorship and authenticity.

Steps to authenticate an email in a dispute (4 steps):
1. Find the Registered Receipt email associated with the dispute, either in the Receipt folder or archive.  Note, verify the
  Registered Receipt email rather than the Acknowledgement email.

2. Forward the receipt to the contesting party.

3. Have them forward the receipt to the address " This e-mail address is being protected from spambots. You need JavaScript enabled to view it " for processing.

4. Within a few minutes the RPost system analyzes the embedded LOCKED file to
  validate the delivery status. audit trails and time stamps, while reconstructing the original email, including all content and
  attachments.  

 

NOTE:  RPOST DOES NOT STORE ANY EMAIL OR ATTACHMENTS BY DEFAULT!

 

HOME USES

 

7. Options Panel

 

Step 7:  Options Panel

The RPost Registered Email service allows the sender and their organization to customize the service to their needs and preferences.  To access the Options Panel in Outlook simply click on Tools then Options from the Inbox.  With other programs, the Options Panel may be in the preferences area of the mail program.

Service Features in Outlook:  Click - TOOLS è OPTIONSè REGISTERED EMAIL (TAB)

 

Click Here

For more information on the features

 

8. Usage / Summary Reports

Step 8a:  Sender Usage Report

Every month, Registered Email service users receive a monthly usage report itemizing the dates, recipient addresses, client codes, number of units and message ID for each Registered Email message sent  .

Note, this is not an invoice but rather a list of activity similar to a telephone log.  The user may opt-out of this report if they choose to do so.

 

Step 8b:  Company Summary Report

A company has the option to receive a weekly or monthly summary report with an attached spreadsheet of the usage and reference/client codes.  

 


9. All-in-One Summary

Step 9:  All-in-One Summary

 

RPost services have been accredited, tested, and have been used daily by certain agencies within the U.S. Federal Government continuously since 2003.  RPost services are about protecting the sending organization in a dispute by ensuring that their business email may be admissible as evidence in any dispute resolution situation.

Registered Email messages hold far greater evidential weight than traditional mail, courier, fax, or email, and therefore, provide the sender with protection that will stand up to scrutiny in a dispute resolution situation.  The Registered Email service provides the sender with the upper hand in any legal discovery disputes.  It includes a record of the TRANSACTION and the TRANSACTION META-DATA in a verifiable, reconstructable, easy to manage form which is essential information to ensure admissibility of email evidence.


 

BASIC FEATURES ADVANCED FEATURES ----ALL INCLUDED
Protect the Sender Data Leak Prevention Extra Privacy Increased Efficiency

 · Proof of delivery

 · Proof of content

 · Proof of authorship

 · Proof of time received

 · PDF Conversion for MS

  Office files

 · Metadata cleaning

 · Confidential use of

   Registered Email

 · End-to-end encryption

 · Password protection for PDF

   conversion

 · Electronic contracting

 · Electronic signature

 · Create a record for the

  receiver