The following article explains how the main features of RMail for cleanDocs function within the cleanDocs interface and how to use them. The features are explained in each section below below - click on any Feature link below to jump to that section.
The article contains the following sections:
Track & Prove
All RMail features provided the sender and optionally the sender's organization a Registered Receipt™ email record which is returned within two hours of sending or sooner. This receipt is the sender’s self-contained proof record for each sent RMail message. The Registered Receipt™ email record may be authenticated in times of a dispute providing a verified copy of the original email and attachment content sent and received, official and authenticatable uniform timestamps for each delivery destination, and all server transmission forensics surrounding that message and its transmission to each recipient The Registered Receipt email record is durable – it may be forwarded and shared with the recipient(s) to resolve any differences surrounding that email and at any time, may be authenticated and reconstruct the original content and forensics.
The RMail® Registered Receipt™ record helps keep business partners and clients accountable and can prevent or resolve legal disputes around “who said what when” by email.
Self-Authenticating Receipt. The Registered Receipt e-mail authenticates and accurately reproduces the original e-mail and attachments, including any attached disclosures, which satisfies the E-Sign Act’s retention and accurate reproduction requirements, EIDAS requirements, and other country and regulatory proof of delivery and proof of receipt requirements.
Unique Transaction Record. The returned Registered Receipt™ is a durable, verifiable, and self-contained record of each email transmission. A sender views this receipt in their email program. This receipt includes an XML file, and the service includes a variety of reports, each with transmission data that may be extracted and imported into the sender’s systems. This receipt’s HTML file may be used by any party to authenticate the transmission data and reconstruct the original email content – without the Registered Email system storing a copy of the message or transmission data. Message status data and the Registered Receipt transaction proof records may be retrieved, all automated using email or APIs.
To learn more about the Registered Receipt email, click here.
The RMail Track & Prove service may be sent marked with a Registered Email™ banner or unmarked, with no banners or markings.
Track & Prove: Marked as a Registered Email™ message
Emails sent as a “marked” Registered Email™ message will include the following:
- The text, “Registered:” in the subject so the email stands out in the recipient’s mailbox
- A “Registered Email | Certified Delivery” banner is placed at the top of the email to indicate to the recipient that the sender is treating the email as high importance. There is a standard and “lite” format available for the banner.
- The sender receives a Registered Receipt™ email as their proof record for the message.
Track & Prove: Unmarked
- There is no banner or markings for the message.
- The sender receives a Registered Receipt™ email as their proof record for the message.
Sample Marked Registered Email Message
Sample Unmarked Registered Email Message
RMail email encryption make it easy to encrypt sensitive email and attachments for security or regulatory compliance. RMail automatically detects and delivers with the simplest user experience for each recipient and provides a toggle option to maintain encryption inside each recipient’s inbox. It also provides auditable proof of data privacy compliance on a message-by-message basis and one-click, bi-directional encrypted reply option for recipients.
RMail encryption goes far beyond basic TLS and link-retrieval systems. The sender is returned a Registered Receipt™ email record that serves as GDPR and HIPAA auditable proof of privacy compliance. RMail also includes the optional security gateway content-based encryption automation, wire fraud protection, recommendations when to send emails encrypted and volume sending options.
The most common encryption sending option is RMail Transmission Encryption, where the RMail service detects the optimal delivery method based on the recipient’s mail server TLS connection and level of TLS, and if the desired level of secure transmission is not available, reverts to Message Level Encryption where the email remains encrypted in the recipient mailbox wrapped inside an AES 256-bit encrypted PDF wrapper which requires a decryption password to open.
There are also options to force Message Level encryption, let recipients create their own static decryption code for any received RMail encrypted email from any sender, and there are a variety of settings and password delivery options.
- Emails sent encrypted are delivered using the optimal delivery method for each recipient’s mail system.
- The RMail system detects if the recipient’s mail server has Transport Layer Security (TLS) available and what TLS threshold level (1.0 - 1.3). If the recipient has TLS available at the pre-set level, the encrypted message is sent by TLS and a Registered Receipt™ email is issued indicating the encryption transmission level.
- If the recipient does not have TLS available or it is available but at a a lower threshold than the pre-set sender minimum, the email and attachments are wrapped inside a password protected AES 256-bit encrypted PDF and delivered direct to the recipient inbox.
- A Registered Receipt email is issued indicating to the sender that includes a forensic record of the encryption transmission level for each message sent and serves as an auditable privacy compliance record.
- RMail encrypted emails sent to multiple recipients dynamic adjusts to the appropriate sender desired secure delivery method, depending on each recipient email system settings.
- Transmission Encryption emails:
- Do not require a decryption password, link to click, or special software for the recipient to open and view the message body and attachments.
- Contain an RMail banner with the text, “Registered Email™ | Transmitted Encrypted” at the top to indicate to the recipient that the email was not sent over the Internet in plain text.
Message Level Encryption
- Encrypted emails sent to recipients with mail servers that are unable to receive email using the Transmission Encryption method or, if the sender wishes to force the encrypted message to be delivered and secured inside the recipient inbox, may force the message to be sent using Message Level encryption.
- Encrypted messages sent by Message Level encryption provide privacy by wrapping the email and attachments inside a password protected AES 256-bit encrypted PDF.
- Message Level encryption email:
- Always requires a decryption password to open and view the message body and attachments.
- Various password management options exist.
- Contain an RMail banner with the text, “Registered Email™ | Encrypted” at the top to indicate to the recipient that the email was not sent over the Internet in plain text.
Both Transmission and Message Level encryption are option-rich to provide a configured sender and recipient experience.
Example Message Level Encrypted Email with the Encrypted PDF Wrapper
The RMail E-Sign feature is a simple way for users to compose an email, attach a document for e-signature and send it to the recipient right from their Microsoft Outlook program within cleanDocs
The signer may script, draw, type or add text to the document free form as it is displayed as an image in the recipient’s web browser, with simple mouse and keyboard strokes.
The RMail E-Sign feature creates a simple way to attach and send any document for e-signature right from the sender’s email program, without need for any document preparation or setup.
- This feature makes it easy for any user to email a document as an attachment; the document attachment auto-converts to an e-sign ready view in the recipients’ browser. The recipient simply uses their keyboard and mouse to add text and script their name signature anywhere on the document from inside their secure web browser.
- The sender may obtain signatures for up to 100 recipients on one document per message either on a first-come first-to-sign basis or sequentially.
- The sender may add up to 10 attachments for e-sign in one message.
- Multiple documents sent for e-signature are combined into one document on the secure web page and in the final signed document returned to the sender and all signers.
- Documents may be sent in Microsoft Office or PDF formats.
- E-signed documents are returned as a single PDF with a signature certificate and audit trail.
- This RMail e-sign feature may be combined with RMail email encryption for privacy.
- The entire transaction is encapsulated in the Registered Receipt™ authenticatable email proof record.
Example Document Sent for E-Sign
Power users may opt to have the RMail feature dialog pre-set with common settings. Simply select the features you want enabled by default and check the “Save as my defaults” button. The next time you send an RMail message, the new defaults will be displayed.