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Lockdown: Legally Register Your Email [Part 1]

6 Dec, 2007 By: Veronica Murillo, BERTL imageSource

Lockdown: Legally Register Your Email [Part 1]

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 E-mail sender still has proof
that the email was legally received,” explains Khan. “The Registered E-mail®
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 E-mail® 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
E-mail® 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 e-mail 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 E-mail® message. If the sender does not receive an
Acknowledgement, the Registered E-mail® 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 E-mail® 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 E-mail® 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 E-mail® message.

Article courtesy of BERTL and

editor, Veronica Murillo.

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