23 Dec 2007

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As several companies continue to create products that encrypt information and add security to outgoing data, RPost finds that there is a greater need for companies to keep track of outgoing information to counter any discrepancies that may arise within the parties involved, says Zafar Khan, CEO of RPost. This includes keeping legal records of emails being sent out, which is precisely what RPost specializes in.

It happens everyday. A worker claims they didn’t receive an anticipated email, or an email was ignored by a recipient who later accuses the sender of not sending it. This soon become a miscommunication for firms that rely on email in their day-to-day business.

RPost’s Registered Email® service can put a stop to this office confusion by allowing users to register their email the same way they would register an envelope at the post office, except much faster and without stepping away from their desk. This product complies within the electronic commerce laws that states “if the agent of record or the ‘mail room’ sorts the mail into a low priority box such as a junk folder, the Registered Email sender still has proof that the email was legally received,” explains Khan. “The Registered Email® sender is protected with a record that shows they did what they were supposed to do, the burden then shifts to the recipient to show why they did not take action or read the email. With traditional mail, the mailman is satisfied with delivery to the mail room or authorized agent—the mailman is not required to stand over the recipient’s shoulder and quiz them to ensure that they read the letter and understood it. If this was the requirement, neither email nor mail would be appropriate,” Khan adds.

Registering Your Email
It works like a postage meter. Once the Registered Email® service is installed for the sender, the sender simply presses the “Send (R)egistered” button and sends out the message. And, at this point the sender can choose to use additional features. The recipient doesn’t even need to have Registered Email® installed on their system to receive the email. If the service is installed on the sender’s mail server, the sender types an “(R)” in the beginning of the subject line of any email that goes out and the email becomes a Registered Email message. When RPost’s Registration Systems process the email, the sender receives an Acknowledgment in their inbox. The Acknowledgement has an official time seal, which proves outgoing email until the Delivery Receipt arrives. It also assures the sender that the email has been successfully sent. The Acknowledgement is similar to a receipt from a carrier once the package has been picked up. The Acknowledgement should arrive within several minutes of sending the Registered Email®message. If the sender does not receive an Acknowledgement, the Registered Email® message has not reached the RPost Registration System and will not be delivered. Note that in some installations, the sender can turn off the Acknowledgement receipt. The receipt acts as a placeholder until the evidentiary receipt is returned to the sender that includes not only the time of sending, but also verifiable proof of the time and content (including attachments) received by each recipient. This Delivery Receipt, called the Registered Reciept email, can be authenticated and can reconstruct a validated electronic original, without the RPost system storing any information.

Legal Acceptance
If the content of the email has been tampered with or if someone argues that the email was not sent, the sender can retrieve this Registered Receipt email to prove that they did as they say. This could become regular office management procedure in any private or government agency. Now, you may be wondering if this holds up in a court of law, and yes, it does, because it serves as a statement of fact, says Khan. Registered Email® service permits a sender of an email to prove what was sent, when it was sent, whether it was received, when it was received and if it was accepted. The RPost System can do this without retaining a copy of the original email – all data necessary for such proof is in the receipt that is returned to the sender, which is authentication-ready at any time. The email content is automatically recorded and so is the time that it was sent out and received, regardless of who or where the recipient is. RPost can prove content by the special methods it uses to package the Registered Receipt email. Once the email has been sent out as a Registered Email message, it will be debited from an account the same way a stamp is debited from a book of stamps or a postage meter. RPost allows the use of a company’s client code accounting system to allocate costs of the Registered Email® to their clients or vendors. It works by inserting the optional client code field in the dialog box that pops up after pressing the Send (R)egistered button to get a specific tag associated with that Registered Email message, which is transparent to the receiver of the Registered Email®message.

Article courtesy of BERTL and iTchat editor, Veronica Murillo.

 

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