Importance of Registered Email™ Certified Email Proof of Delivery
The importance of receipt tracking and communication archiving is often taken for granted, but something as simple as keeping track of who said what and when, and whether or not an email was actually received or got stuck somewhere en route are still very common issues even to this day. Part of the compliance issues that financial firms run into is accurate archiving of financial data and client communication. But, an archive of what you claim to have sent is an incomplete record – Registered Email technology provides the verifiable record of what was sent and in fact received, and precisely when. RMail services are built upon this Registered Email technology. So for more substantive and time-sensitive email communication—often times with valuable information and documents involved—confirmed records of when and what was actually received by the recipient can make all the difference in the world, particularly if any dispute arises in the future.
But financial firms needing to stay in compliance of stringent data security and archival requirements set by numerous regulatory agencies face a tough balancing act. Adding layers to any process, especially those involving unfamiliar or burdensome technology raises a host of other challenges.
With RMail, we made sure that it operates in line with how you’re already doing email. We have plugins for Gmail, Outlook, mobile devices and others, so it runs natively within your existing email environment. People don’t have to go to a third-party website, upload files and documents and the receivers don’t need to go through hoops and hurdles to retrieve. It runs in line and doesn’t change the beautiful ubiquity of the way email operates.
Bottom line, the technology has to be simple or people won’t use it, and that can make all the difference in the world.
The most important thing is the concept of simplicity. If it’s not simple, if it introduces even a tiny bit of complexity, then the system may be circumvented. The systems won’t be used, and as a result, you have risk. If it’s not simple enough, no matter how secure it is, it just won’t be used. So it’s really about product design and making sure that you don’t lose sight of the need for simplicity alongside the need for adequate security. For us, the need for simplicity always has to be on top.
RMail specializes in security and compliance with its top-rated email encryption, auditable proof of privacy compliance, secure large file sending, and certified e-delivery services.
RMail runs elegantly inside Microsoft Outlook and Office 365, Gmail, and web browsers, providing one-click options for accounting professionals and their staff to add simple to use security, encryption, and certified email services to their normal workflow.
RMail Customers with a Microsoft email offering with Office 365 (e.g. E3 or E5) choose RMail for its email encryption because of the elegant user experience, especially for the recipient, and for the Registered Receipt proof of compliance and tracking record.
Some of the most popular services for investment advisors are:
Email encryption for privacy compliance automatically delivers email in a unique way to each recipient, creating the simplest user experience for the recipient while returning auditable proof of privacy and compliance to the sender– going far beyond basic TLS and link-retrieval systems. RMail includes different levels of encryption for when it is important to keep messages private from the recipient’s email administrator or email systems like Gmail, and others who may otherwise have access to their email.
RMail transmission encryption is most popular among investment advisory professionals when communicating financial statements, investment disclosures, tax information and other financial data that is strategic to the client. RMail message-level encryption is most popular when communicating confidential financial information that is very sensitive that the client might not want email administrators or others in the company to have access to.
Registered Email™ certified e-delivery tracking and proof with optional encryption provides advanced open and delivery tracking and proof, with timestamped proof of original content legally delivered. It returns to the sender a court-admissible timestamped Registered Receipt email without requiring any action or setting at the recipient level.
Registered Email proof is most popular when a sending accounting professional wants audit-ready proof of timestamped content delivered, when submitting disclosures, opinions, or deadline information of consequence.
Registered Email proof with encryption is most popular when the sender wants audit-ready proof of fact of encrypted, privacy compliant delivery.
RMail Secure File Share One-Time-Box™ — RMail provides privacy compliant secure file sharing. Senders can easily attach and track up to 1GB of files from Outlook or the RMail Web app and send them securely to any recipient with encryption and configurable self-purging options (from 1 to 90 days) in a one-time online storage box that eliminates the risk of download recipients being able to see the sender’s cloud storage file structure.
RMail Secure File Sharing is most popular when sending accounting files, QuickBooks files, tax preparation, and pre-audit and financial review files.
RSign® e-signatures are the simplest to use, most affordable full featured web-based electronic signature service. RSign makes it easy for signers to complete and sign documents using any desktop or mobile web browser in an intuitive, guided signing process.
RSign is the easiest way to obtain client signatures on tax statements, e-sign verifications, and other information filled into forms sent by email or posted on websites, with the completed form compiled as a PDF record and with options to automatically back-fill form data into the accounting information management system.
RMail Gateway Secure Send™ makes it easy to automate and ensure HIPAA and PII compliant and auditable encrypted email in all outbound email or for certain messages based on message content, senders, recipients, or patterns inside messages.
RMail Gateway is popular among IT staff as a simple way to automate encryption from certain senders, to certain recipient domains, based on message content or content patterns like client personal social security and financial statement related numbers, or by adding a “#” or another indicator in the subject of mobile device email.
Right Recipient™ reduces risk of sending an email to the wrong person based on Outlook auto-complete address functions. Right Recipient provides an extra check to prevent inadvertent emails being sent to similar names and while checking the address, recommends other options such as encrypting email.
Right Recipient is useful all professions that send critical client information to external parties; in particular those using Outlook address auto-complete functions. This service is provided in partnership with cleanDocs from DocsCorp.