|NewCapability Automatically Copies RegisteredEmail Receipts to Secure Online Archive,Streamlining Storage and Retrieval Processfor E-discovery|
“RPost’s service helps email be used effectively in litigation,” said David Ferris, senior analyst of Ferris Research. “The new archiving feature reduces legal liabilities, saves time during discovery and ensures admissibility when presenting emails in a court of law.”
While December 1 marked the first anniversary of the Federal Rules of Civil Procedure, many organizations are still grappling to establish email usage and storage policies that satisfy the new e-discovery rules. RPost enables businesses and consumers to send critical email messages with proof of delivery—admissible evidence of email content (including attachments) and official time sent/received—to any email address and requires no action on the part of the recipient.
Traditional archive systems that store outbound email only provide information that was claimed to have been sent, not what content was received by the other party and when. RPost’s new Transactional Archive ensures a copy of the evidentiary record of the entire email transaction, the Registered Receipt email, is readily available in a master repository, whether the email sender has left an organization or no longer has access to the original Registered Receipt email stored on his or her desktop.
“The new e-discovery rules have been in effect for a year. Despite recent case law that requires proof of email authenticity as grounds for admissibility, corporations are still woefully unprepared,” said Zafar Khan, CEO of RPost. “RPost’s Registered Email service is a simple, cost-effective method for sending electronic messages that have consequence. By offering the optional Transactional Archive, we’re making the management process of critical email records more seamless for our customers.”
Transactional Archive: How It Works
Neither RPost nor the RPost system store copies of email or Registered Receipt email by default. Rather, RPost provides several methods of enabling the Transactional Archive.
• Inbox—By default, the RPost service sends the Registered Receipt email to the sender’s inbox, and deposits this into an automatically created subfolder of the inbox, called the “(R)eceipt” folder. This acts as the users’ first level Transactional Archive.
• Corporate Mailbox—As on option, organizations can also create a special email address where a copy of Registered Receipt email records from all corporate senders is returned to this central corporate mailbox. Users generally set this mailbox as “ email@example.com.” Often, users will manage this alternate copy of the receipt within their email management system. OpenText has integrated with RPost so that Registered Receipt emails are routed into the OpenText Legal Key email management product, automatically categorized by classification code or matter number.
• Secure Web-Accessible—RPost also can provide an archive server that can be deployed in-house, or enabled in a hosted environment by an RPost partner. With this version of the Transactional Archive, once activated, copies of Registered Receipt emails are automatically routed to a web-accessible repository that is searchable by date, key word, message sender, message recipient, classification code, among other criteria. To retrieve receipts, one simply accesses the archive site, highlights the desired Registered Receipt email, and at the click of a button it is automatically emailed to the sender, a designated IT contact, or a designated third party such as the recipient, their IT department or a dispute mediator.
Regardless of the desired implementation of the Transactional Archive, the sender can verify authenticity with a complete record. RPost’s Registered Receipt emails provide admissible evidence of the integrity of the email message transmission, including content and all message attachments, and reconstructs the original electronic path form sender to receiver.
By establishing a corporate policy to use RPost for significant business communications, companies mitigate liability risks by having a defensible and admissible record of the complete email transmission, while avoiding the pitfalls and high cost of a “store everything” approach to email archiving. At its core, RPost pay-as-you-go services include proof of email content, delivery and time-stamping; e-contracting; and e-signing. Advanced services include end-to-end encryption, PDF conversion and information leak protection, combined into one tool offered at a flat per email price, which is about the cost of a postage stamp. RPost services have been tested, accredited and are used daily by the U.S. federal government and service is offered and supported in seven languages.
Unlike hardware or software solutions, RPost delivers on-demand services that save its customers money by eliminating the need for costly installation, maintenance and upgrades. In addition, RPost customers can use standard web browsers to manage its service offerings.
RPost Transactional Archive will be generally available on December 15, 2007. Current customers will automatically have the capability to turn on or off this optional new feature at will.