Proof Archive Benefits
The RPost eRecords solution enables you to:
Increase Efficiency
Because the RPost system provides a way to classify email based on importance, it eliminates the need for a “store everything” policy and frees up resources.
Close the Liability Loop
Traditional archiving systems show what was sent but leave email senders without a verifiable record of what was received by the intended recipient and when. RPost closes this loop by giving the sender and sender’s organization a legally valid electronic record of the precise email content that was received by the other side and at what official time.
Ensure Admissibility
While printed out copies of email or screenshots of web-based archive records are easily forged and unlikely to be considered admissible, RPost email records are legally verifiable and admissible into evidence.
Authenticate within Minutes
The self-authentication process for Registered Email records can be performed by anyone with a valid email address within a matter of minutes, in stark contrast to the complex forensics analysis systems on the market today which can cost as much as $500/hour.
Mitigate Litigation Risk
Casual, non-business email records do not have to be saved and can actually turn into a dormant liability if retained. The Registered Email service provides users with an easy way to distinguish business critical email from insignificant messages that should be discarded, decreasing the volume of discoverable data and mitigating risk if litigation should occur.
Level the Playing Field
The inherent records management aspect of the RPost Registered Receipt provides a way to classify, archive and authenticate important email communications without having an elaborate document retention system in place. RPost ‘s solution is low cost and does not require significant labor or IT investment, making it equally accessible to small and larger organizations alike.
Proves Compliance
RPost protects the sender (and the recipient as an option) by proving compliance with regulatory, statutory or industry best practice requirements stipulating that proof be provided that a message was sent, received, met a specific deadline, and/or has verifiable contents.
Examples of such requirements include:
- Federal Rules of Civil Procedure (FRCP) – RPost ensures that you have retained business email records in form that is admissible and can reconstruct the valid authentic electronic original.
- Gramm-Leach-Bliley Act (GLBA) – RPost provides legally verifiable record that you have delivered specific privacy disclosures to recipient.
- Health Insurance Portability and Accountability Act (HIPAA) – RPost proves that content was transmitted in an acceptable, private manner.
- Sarbanes-Oxley (SOX) – RPost ensures an audit-acceptable record of orders, order changes, invoices, and other items that are tied to revenue recognition or expense recognition in form that is time-stamped, can be validated as authentic and will stand up to auditor confirmation.
- Notification requirements (Contract amendments, bankruptcy notices, etc.) – RPost properly documents and timestamps notifications and retains proof of delivery.
- Uniform Commercial Code (UCC), Article 9 – RPost provides an electronic, easily authenticated method to deliver Notices of Assignment.
