Blog & News

Spaghetti Should be for Dinner; Zoom Should be for Cars

2020 has taken a toll on all of us in one way or another. For those businesspeople who work from home, the pandemic has greatly exacerbated PowerPoint and zoom fatigue. Countless studies have shown that video conference interaction is not a proper substitute for in-person interaction (though the risks of this still outweigh the rewards), and more video conferences tend to lead to more PowerPoints, which, if done the wrong way, can increase feelings of isolation because screens are taken up with slides like this:

The above PowerPoint diagram (meant to portray the complexity of American strategy in Afghanistan) has been dubbed “the Spaghetti Slide” and has attained a level of infamy in data presentation circles as a slide that not only is pointlessly complex but also inspires high levels of stress and dread. If I could go trick-or-treating this year, I would be this slide.

We at Tech Essentials would much rather eat spaghetti than see it in slide form. Recently, we shared the benefits of live interaction – with eye contact – and the science behind the benefits of live presentations. With technology today, in particular with today’s distracted, multi-tasking society, presentations need to entice an audience simply to keep their attention. Audiences are often wondering when the session will end or are fiddling with their handheld devices throughout a presentation. You don’t connect with your audience with a firehose of information flow — you do it by taking them on a journey toward your perspective.

Below are some tools and tips we thought we would share that we have employed as a company, to help build new and nurture existing connections in today’s remote work environment.

  1. Video Meetings. The power of the human face in interactions is impactful; so impactful, even a well-placed emoji can trigger a subconscious connection with the audience (read the science behind it here). But video meetings can be overdone or not done well enough. We have found the optimal session includes video discussion in the beginning without a PowerPoint or screen share, followed by substance with a screen share, and closing with video. Try it (but remember, look at the video camera when you speak, so they don’t stare at your cheek!).
  2. Virtual Eye Contact. In these video meetings, try not to look at your second monitor, but at the dot of the camera, at least when you are speaking and trying to get your message across. Eye contact has impact in video meetings, just as it does when in person (read the science behind it here).
  3. Dissolve the “Fight or Flight” instinct. This may seem obvious, but a big smile in the first seconds of a video session and positive head nodding while other people are speaking chemically triggers favorable emotions. Your ability to virtually cue your staff, clients, or prospects into life-is-good mode can fantastically improve your business success – especially in these uncertain, virtual, and isolated work-from-home times. When you engage in a positive way, as Dr. Jonathan Silk, a decorated Army veteran, purple heart recipient, and CEO of business coaching firm, Bridge3 explains, the people you are virtually interacting with benefit from a surge of oxytocin hormone levels, which is the neurotransmitter in their brain that supports bonding behavior and positive emotions associated with trust.

Of course, much of our interaction is done with written correspondence — for that you should use (at least when important) services like RMail. For professional services, insurance, and law professionals who communicate with clients, you should know that RMail Encryption’s visual cues give the recipient (your client) peace-of-mind that their information (what you are sending to them and what you may send to others related to their matter) is secure, and it demonstrates to them that you care enough about them that you would go through extra steps to keep their information private, always.

Have a safe and happy Halloween weekend, and don’t forget to turn those clocks back an hour on Sunday!

RMail®, Registered Email™, Registered Receipt™ and Legal Proof® are registered and unregistered trademarks owned by RPost Communications.

The Science Behind the Effectiveness Biden’s Eye Contact in Debate

If you happened to watch last night’s presidential debate, you may have thought at least two things: 1) Thank God this is the last one and 2) Does looking directly into the camera to make a statement make people feel more at ease or put off? Obviously not everyone will react the same to this tactic; however, even though consciously deliberate, Joe Biden effectively used the live video interaction to form a relationship and feeling of empathy with millions of Americans. The science behind this is something that everyone working remotely should consider.

Even in video-enabled web meetings (or live TV broadcasts), direct eye contact counts, and it is a critical part of human social interaction because it is closely tied to the formation of relationships and feelings of empathy. If you use eye contact (and display empathy or feelings of friendliness) the subconscious of the person you are connecting with automatically mimics your eye contact and movement, and there is initiated a human connection. Your eye gaze provides a communicative signal that transfers information regarding emotional and mental states. Eye contact, or mutual gaze, conveys the message, “I am attending to you,” thereby promoting effective communication and enhancing social interaction. But interestingly, it is not seeing someone’s face or smile that creates this humanized video meeting — it is the live eye contact and the synchronizing of one’s gaze and blinking (Read study for scientific citations).

The good news is: Video meetings with eye-contact can be as effective in building social connections as in person. This can be effective in building or nurturing remote rapport with your clients and staff and is far better than a telephone call or web meeting with cameras switched off.

The bad news is (for many): What is not effective is staring at your large monitor with your laptop camera displaying only your high cheekbones and neatly trimmed sideburns. Effective web meeting eye contact requires you to not only look at the screen that has your camera on it, but to look directly at the camera lens — not other faces on your screen. Done properly, staring at the lens can create the lure of empathy in your message among those watching. Likewise, multi-tasking during your web meeting, while you may think the speaker cannot tell, removes your eye contact, and thereby cuts off any benefit of the social interaction — in fact, it can create a negative effect much like it would in the non-virtual world.

Now you may be wondering: Why might eye-contact be important for email?

While it does not instill the emotional connection, sending a Registered Email™ message (vs. a regular email) gets the attention of the reader. And importantly, it returns that record of eye contact on the content of the message to the sender in the form of a court-accepted “Registered Receipt™ email record.

What is most remarkable about the value of Registered Email™ “eye-contact” for email is that it can prove what content someone looked at in an email. Proof of message content delivered (and viewed) is essential to organizations that need to send regulated or required electronic notifications — with required consumer disclaimers or risk disclosures, for example.

One company learned the hard way — 250 out of 450,000 emails were claimed not to have been delivered with the appropriate (regulated) consumer disclosures. They had no way to prove that for these 250 emails were received. (To put this in context, one half of one tenth of a percent of those sent). And this lack of proof triggered a $15 million Consumer Financial Protection Bureau government fine (read details) and likely many more millions in expenses dealing with the regulatory audit. Had they sent each of these emails as Registered Email™ messages, with proof of content delivered — recorded “eye-contact” for email — they may have saved a ton of money and headaches.

The Registered Email™ is RPost patented technology included in the RMail® service platform. Try now…free (click here).

RMail®, Registered Email™, Registered Receipt™ and Legal Proof® are registered and unregistered trademarks owned by RPost Communications.

Get Your Computer Fixed. Lose an Election.

Your computer stops working. All your remote working has taken its toll on a personal laptop you never indented to use this extensively. You panic because you can’t go into the office, and there’s nothing your remotely-working IT person can do when your machine can’t turn on.

What to do? Ship it back to the manufacturer? It could take weeks. Call the Geek Squad or your local tech repair shop? This may be the least bad option at this point. So you bring it in, masked and ready to hear what the damage will be. The machine turns out to be fried, and the data in the hard drive will have to be transferred.

This is where things can get very tricky. You ask yourself, what’s in this hard drive? And what’s also in the cloud for a backup and where exactly is that?  (Note that Microsoft OneDrive auto back-ups have content at Microsoft — meaning all of your personal content may be accessible by subpoena to Microsoft — and your content was one time replicated to OneDrive (or GDrive, etc., once there, you cannot remove it.)

The local repair shop says they will have to back up the hard drive before migrating the data for you. But here’s the problem: there’s no guarantee that your data will get deleted automatically from their systems post-transfer. Your data (work emails, sensitive client info, personal photos) is now out in the world, and that’s where the proverbial ‘toothpaste is now out of the tube’.

What’s worse is that your email data, if not encrypted properly, can easily be doctored to say anything a nefarious person would want you to say—“Yes, I approve that $1MM transfer to Russian Bank X” or “No, I don’t approve that continuance of my life insurance.” See this video we produce a few years back about how easy it is to alter an email read receipt.

There are timely and relevant examples of this actually happening—right in the middle of election season no less. Look at the Hunter Biden emails that recently made the news. The Trump campaign posted a link to a video about Hunter Biden’s overseas business dealings, specifically referring to the New York Post, which published some compromising emails. These emails turned up in the hard drive of a laptop dropped off at a repair shop in 2019, the Post reported, adding that a copy of the hard drive ended up in the hands of a lawyer for Rudy Giuliani, a personal attorney for President Trump. As we’ve seen, email receipts can be easily forged, so we may never know the true authenticity or provenance of these potentially election-shaping communications.

You should all know that RMail “message-level” encryption keeps email messages encrypted even inside the recipient’s email account. So you can rest assured that if your emails are sent to a recipient encrypted with RMail message-level encryption, your personal messages on their hard drive (or cloud) data will remain encrypted and cannot be harvested to suit the political needs of your opponents (watch RMail encryption video).

You should also all know that if you need an easy way be able to irrefutably authenticate the original, content, transmission, and timestamps of email — or think you may need to on a particular message in the future, RMail returns a Registered Receipt™ record for each message sent (watch video), providing you with an easy way to prove who said what when by email.

Only a little more than two weeks until the (US) election. Here’s hoping for a peaceful outcome.

RMail®, Registered Email™, Registered Receipt™ and Legal Proof® are registered and unregistered trademarks owned by RPost Communications.

RPostal & Imnudoo Optimize E-Postal Profits, Showcase for PostExpo

Frama, with two decades supporting the postal sector, and RPost, the original Registered Email™ provider, continue to innovate together, for the benefit of postal operators internationally.

The combined offering elegantly creates an all-in-one web portal where consumers and businesses can print electronic stamps, franking for packages, send Registered Email™ certified email messages, encrypt sensitive email message and attachments, send contracts for e-signature, and more. The empowering user interface is called Imnudoo. “Think of e-franking meets secure e-mail meets e-sign, all-in-one, accessible from any browser,” states Volker Sommerfeld Head of Product Management at Frama AG.

“We (at Frama) developed Imnudoo to cover the needs of a versatile business communication of any company. The platform enables letters and parcels to be franked and tracked. Supporting high quality digital communication, Imnudoo uses RPost’s award-winning RSign® e-signature and RMail® Registered Email™ technology to send registered electronic mail and contracts for electronic signature,” reports Janik Bütikofer, Product Manager Digital Messaging at Frama AG.

Behind the scenes, Imnudoo seamlessly connects Frama’s e-postal stamp technology with the postal operator financial systems and RPost’s certified email delivery, encryption, and e-signature cloud technologies.

“We are pleased to showcase our new platform, imnudoo.de, that has been successfully launched in Germany as an integrated business offering of Frama e-franking, Deutsche Post carrier services, and RPost’s RSign® e-signature and RMail® Registered Email™ certified e-delivery proof, email encryption, and secure large file sharing e-security services,” adds Sommerfeld.

This service with the fancy name imnudoo, is designed to accelerate business communication, whether small or large, local or regional, digital or traditional, and has a special program to make it easy for any postal operator to modernize their offerings and expand their reach.

“We at RPost have worked for years to help progressive postal operators offer simple yet valuable digital postal offerings; Imnudoo combines the best of what we brought – RMail & RSign – with a modernized version of the postal operator’s traditional business; franking,” remarks Zafar Khan, RPost CEO. “What Imnudoo brings is a turnkey implementation for the postal operators, making it easy for them to profit in the digital space; all the while simplifying life for their customers everywhere.”

RPost and Frama welcome postal operators everywhere, to brand and offer the Imnudoo platform in their markets.

About

imnudoo is an online service of Frama AG, a specialist for inbound and outbound mail processing and management of financial and operational data with its own certified data center according to ISO 27001. Integrated and qualified business communication is our mission. We provide added value and communication security, no matter which content and channel. www.frama.com and www.imnudoo.de

RPost® is the global leader in secure and certified electronic communications with its patented e-signature, email encryption, and e-delivery proof technologies. Millions of users have enjoyed these award-winning RMail® and RSign® services for more than a decade in more than 100 countries. RMail specializes in security and compliance with its top-rated email encryption, auditable proof-of-privacy compliance, certified e-delivery, open tracking, and file sharing services. RSign specializes in e-signatures, forms automation, and digitizing transactions and workflows. www.rpost.com

What is “Legal Proof”? Optimize! Panelists Share a Decade of Use in Courts

In the early 2000’s, RPost coined the term “Legal Proof®” to describe what one received when they sent a Registered Email™ message. There is no such thing as “Illegal Proof”, so what could “Legal Proof®” really represent?

We defined “Legal Proof®” as an email record that can serve as third-party evidence of the uniform timestamp of email sending, delivery, opening, and/or failure with cryptographically associated evidence of the message content, attachment content, and the forensic-level transmission logs. Importantly, this evidence can be authenticated on demand by any party who holds the e-record, without any central repository or other storage requirements.

For two decades, for every Registered Email™ message sent, a Registered Receipt™ email was returned to the sender, serving as their “Legal Proof” record in case there is a future need to support a position regarding who said what when by email.

In the early days of the patented Registered Email™ service by RPost®, lawyers would often rightly ask, “Will the Registered Receipt™ email record hold up in court? Will it give us the courtroom edge?”

Legal analyses aside (and there have been many that affirm the court admissibility and veracity of the Registered Receipt™ authentication “Legal Proof” record — read some here if interested), going beyond litigator use cases (listen to Chicago lawyer’s story or about use in New York Federal Court that awarded a $100 million default judgement), at Optimize! FinTech, we heard RPost customers explain in detail how they have used the Registered Receipt™ email as a “Legal Proof” record. This is a record that, as reported in these discussions, the courtrooms in the United States and in the United Kingdom relied on to support their favorable judgements for Registered Email™ users.

For context, at Optimize! E-Sign & E-Security, RPost’s user conference, one US Federal Government financial regulator litigation support division explained how the Registered Receipt™ email record has been used, and is routinely used, as a Federal Court acceptable means to prove service of government subpoenas. It has been used in Federal Courts around the United States for this purpose for more a decade.

But what is “Legal Proof” really? When we comb through all of the Registered Email™ service customer success stories provided over the years (and many shared at Optimize! — click here to re-live), most who use the Registered Email service never have to get to court. The fact that they have the Registered Receipt™ email record (and after they forward it to the other party) makes it clear to all involved that the sender of the Registered Email™ message would have the upper hand in any question about who said what to whom, and when.

One common theme: many of those customers who send Registered Email™ messages reported that its use provides them “peace of mind”. If there is a future question, they know they have a record that will substantiate their position…a record that will provide them the edge in court (if needed).

Thus, use of the Registered Email™ service returns a “Legal Proof” record, or perhaps expressed differently, it returns, “Peace of Mind”.

For those who would like to install the RMail® Registered Email™ service inside Outlook, Gmail, Salesforce, or use the RMail online web app free, click here.

RMail®, Registered Email™, Registered Receipt™ and Legal Proof® are registered and unregistered trademarks owned by RPost Communications.

Optimize! E-SIGN & E-SECURITY Virtual Conference Provides Important New Insights

Now Re-Live the Conference On-Demand

It has been a week since the end of the October 1 Optimize! E-Sign & E-Security Virtual Conference, and the RPost team continues to pour over all the important insights from the conference. It was a fast-paced event designed to help RMail and RSign users and friends in the financial services and insurance industries, financial functional operators, and financial government regulators, optimize e-sign and e-security with rich features and affordability—all at scale.

The virtual conference had panels stacked with thirty industry operators and experts throughout the event, which was held in Americas and UK/European time zones. Customers and experts provided their tech insights as to how they have optimized e-sign and e-security through automation, integration, advanced features – all with affordability in mind.

“The conference blended insights and tech tips from people on the front lines – those industry operations and IT staff that have found ways to optimize business operations with more affordable e-sign and e-security,” remarks Volker Sommerfeld, Product Director at Frama Communications, one of the panel experts. “Many shared how RMail e-security and RSign e-signatures combined feature-richness, affordability, and friendly staff; a winning combo that was reported by panel experts to have helped navigate today’s business environment.”

Brand-name companies had staff offer their insights as to how they have optimized e-sign and e-security technologies in a wide range of financial services industries, including insurance, banking, lending, investment, medical billing, and other financial services sub-sectors, as well as financial-related functional operations including credit, collections, and pricing.

The interactive agenda, focused on feature-rich plus affordability, integrating and automating easy and complex processes, as well as democratizing e-sign and e-security services so that companies can affordably scale use in every part of their organization.

Re-live the conference in digestible 10 to 20-minute recorded segments. All you need to do is:

Enter the conference centerCLICK TO ENTER

Once inside, click the Registration tab for instant access, then:

  • Enter the Main Stage to re-live main e-sign and e-security sessions; and
  • Enter the Breakout room to re-live industry and regional expert sessions.

RPost has kept the Optimize! virtual conference center open for you, so please go ahead and share this with your team. Click here to enter the virtual conference center to re-live RPost’s e-sign and e-security user conference.

No “October Surprises” at Our Optimize! FinTech Conference (Just Great Insights from Amazing Customers)

We at Tech Essentials realize this has been a doozy of a week in terms of news—mostly political and mostly bad. For those who needed a respite from Tuesday’s chaotic debate and the torrent of election-focused headlines, we offered a live virtual conference yesterday that highlighted how customers are using RPost’s RMail and RSign products to optimize financial processes, transaction automation and affordability with feature-rich e-sign and e-security.

We had hundreds of company registrants from all over the world sign into our state-of-the-art virtual conference facility (both in the Americas and Europe sessions) to hear from panelists and customers who are leveraging RMail and RSign towards smoother and more secure operations and processes within their insurance, banking, lending, investment, and accounting financial services sectors. In addition, we had financial-related functional operators (including credit, collections, pricing, procurement, and sales order management) speak to how RMail and RSign have streamlined operations and costs.

While there were many tips and insights provided by company operators at yesterday’s Optimize! E-Sign and E-Security RMail/RSign user conference, three that stand out are summarized below:

1. Court Accepted Proof of E-Delivery: RMail’s Registered Email™ receipt, the Registered Receipt™ email proof of delivery record, has been relied upon in a variety of Federal courts in jurisdictions across the United States as well as in courts in the United Kingdom as sufficient proof for delivery of subpoenas and other documents to resolve court disputes favorable for the RMail user. In short, one can confidently consider RMail’s Registered Email™ service as the best court-accepted certified proof of e-delivery service of this kind.

2. Three E-Sign E-Security Functions: Financial services firms that provided their insights, when asked about the most important e-sign and e-security functionality, nearly all agreed that the simplicity of RMail email encryption was now mission critical as was the irrefutable and court admissible Registered Receipt™ proof of delivery and its audit-ready records of privacy compliance.

3. E-Security Bliss, Considering Human Behavior: Of the new product sessions, the most interesting new enhancement presented — what some called a “game changer for Microsoft Outlook/Office 365 users” — was RMail Recommends™. RMail Recommends automatically makes recommendations to users to encrypt a particular message or send for proof of delivery; or show them that a particular message was required to be encrypted. The result: users become automatically sensitized to the importance of e-security and what is being encrypted — when and why. For IT/Ops staff, this was described as contributing to an aura of confidence and peace of mind to staff and clients alike. Thus, e-security bliss.

There was so much material that came out of this conference that it will take a little while to sort it all out and weave it together for the benefit of our readers here. However, you can expect in the coming days and weeks some great video highlights from individual panelists and speakers in addition to some more robust industry-based content that we hope will convey how we’re helping customers optimize a variety of financial services transactions and operations.

To those who are beaten down by the endlessly negative news cycle of 2020, we hope we can offer a welcome bit of positive news about how we are in fact making work life just a bit easier for our valued customers. We may not be the biggest player in technology, but our customers choose us, as we try harder. We are constantly delivering, through great product innovations and the highest levels of personalized service, efficiency, value and true cost savings to the global array of companies and governments we support.

“The Hair of the Dog” Lives in Infamy

Most clichés originated from terms that were once clever, useful and connoted some broader meaning from hearing the phrase. These welcome, useful terms catch on and last over time but eventually get overused and then get relegated to cliché status. “The Hair of the Dog,” as an example, lives in infamy today to mean, ‘indulge again in what you overindulged, and you may feel better’. This term originated from a 16th century medical “remedy” where if you were bitten by a rabid dog, you would put the burnt hair of that dog on the wound, and the hair would supposedly act as an antidote.

Today’s challenges with antidotes and vaccines aside, we may be experiencing the birth of a new cliché: “The New Normal”, implying that COVID may have changed some of our behaviors forever. Whether you believe this or not, one thing we promise is not to use either of these clichés in our Optimize! E-Sign & E-Security user conference (register for this October 1 free half-day virtual event here).

We promise not to use “The New Normal” when talking about what industries have transitioned to in order to obtain e-sign and e-security automation, more affordable feature rich options, or tips for managing business better from home. We also promise not use “The Hair of the Dog” when referring to the conference’s virtual themed (BYOB) cocktail receptions (Cajun room, home brew room, hunting and fishing room…).

What the Optimize! conference will share are insights from more than 25 insurance, financial, government, and property management companies and organizations who have developed tips and tricks for optimizing e-sign and e-security for their home-or-hybrid workforce given today’s challenges.

The top three messages that we believe these business operators and experts will share at RPost’s Optimize! E-Sign and E-Security User Conference (click to register) are:

  1. Ops Managers Need a Magic Wand: Waving a magic wand that would teach staff how to use tech tools would be enlightening. Having confidence that staff will be able to spot tricky impostor email would be wonderful. Knowing private data was not flying out of the company unencrypted would be comforting.  Today’s times have heightened the need for this magic wand. At Optimize!, operators will showcase their tricks that have brought them enlightenment, wonder, and comfort with regards to e-sign and e-security.
  2. Visual Cues Have Greater Sway: Considering today’s strange business environment, much of it lacking human interaction — and the typical cues that we biologically (and subconsciously) use to frame a situation, we need to focus more on visual cues wherever we can (read our recent article on the biology behind the power of the emoji). Optimizing business today requires more thought into how staff are communicating to build rapport and make organizations more successful with clients, suppliers, staff, and in the marketplace. Use of the right e-sign and e-security tools can subconsciously bring enlightenment, wonder, and comfort to your clients and staff.
  3. It’s Time to Automate in New Ways: In the old days of the last decade, back in 2019, we took many things for granted. Now we are juggling many more distractions at work and at home. Surely, providing ways that help your staff to do more, with more accuracy and in less time, will bring a hero’s welcome. At Optimize!, you will hear what other industry operators have done to bring pure bliss to their work-from-home staff.

While we could write up more tips and tricks that will be shared at RPost’s user conference, Optimize! E-Sign & E-Security, considering today’s appetite for reading more about politics, we will hold off and share these at the free virtual conference. See you there on October 1.

Working from Home Continues to Test Patience of IT Administrators

Has this happened to you recently: You get an email from yourself asking you to click a link to see an agenda you didn’t write or for an invoice you never sent? The newest are people sending you pictures of checks that they supposedly put in the mail to you (hoping you click on the image which then makes nefarious things happen). Earlier this week I saw an email from myself with an exact duplicate of my own RPost signature asking me to click a link to register for a long-past webinar and download a strange document that was titled, “PO#09162020.doc”.

Obviously, this email went straight to the trash, but there were probably dozens of internal and external people on the email who were bcc’d who may have unknowingly clicked on it, thereby unleashing who-knows-what kind of damage. And with so many employees still working from home and using their own broadband and laptops, there is very little in the way of security to prevent this from happening. This is what is keeping systems administrators around the world up at night since the pandemic began.

As The Wall Street Journal mentioned in a recent article, corporate cybersecurity leaders are very concerned that it’s now easier for employees to unwittingly create openings for hackers using their own machines and systems for work. In addition, there’s also the potential for seemingly innocent behavior to open up risk — employees emailing passwords for access to business systems in plain text, staff taking photos of sensitive documents and emailing them as plain images from their phones since they don’t have scanners handy, or a host of other compromising activities that are done in the name of convenience (or just plain laziness or distraction).

However, the bulk of this new risk rests on the potential for email (on low or no-security systems) to be leveraged by hackers, and this work-from-home environment is making it more challenging for IT trainers to educate these out-of-sight staff on these risks. But here’s the good news: At Optimize! E-Sign E-Security, RPost’s virtual industry user conference (October 1, click to register free), RPost will be unveiling advancements in security automation: RMail Recommends™ and RMail Gateway™. These are designed precisely to tackle these issues.

RMail Recommends™ uses predictive technologies at the point of sending emails right inside Microsoft Outlook/Office 365 in the compose email interface to automate recommendations or requirements for users to encrypt, send Registered Email™ messages for proof of who said what when by email, or send for recipient e-signature. RMail Gateway™ is a cloud security gateway that specializes in providing the best user experience in automated outbound email encryption, tracking, proof of email compliance, and a lot more, triggered by predictive technologies, message content policies and rules – even if users are emailing from their mobile devices.

IT administrators who are leveraging one or more of these products are gaining greater confidence in their employees’ ability to adhere to security policies, and they have the ability to monitor RMail and RSign encryption usage, patterns, and security and compliance insights in real time inside RPortal.  A recent customer mentioned that she noticed an employee named “Bill” only sent out 3 encrypted emails last week when he typically sends more than 50.  This prompted the manager to contact Bill and perform a compliance check on “Bill’s” system.  A tool that allows you to run usage reports is key in making sure that everyone is doing their best to protect customer information.

If you’d like to learn more about how RMail Recommends™ and RMail Gateway™ can help your company stay more secure, please register for our Optimize! E-Sign E-Security Live Virtual Conference on October 1. You will be able to learn much more about these products and interact with one of our product experts live (Click here to view the conference agenda). The bottom line is that working from home is going to be the norm well into next year for many businesses and keeping your employees and networks safe will continue to be a challenge.

Messi Situation Redux: Regular Certified Mail Beats Burofax But Not by Much

A couple weeks ago, we at Tech Essentials highlighted how Lionel Messi could have saved himself a lot of trouble and even more money by using the Registered Email™ service included in RMail®. Instead of using Burofax (somebody, please find these guys another name!) he could have sent his notice to Barcelona in a Registered Email™ message, thus receiving forensic timestamped and authenticatable proof of content delivered. This message would have been legally accepted and court-admissible in nearly every country in the world. Without clear proof of proper notice to change clubs, Messi has now opted to remain at Barcelona for another year.

Many of our readers noted that Messi could have also used regular-old postal service certified mail; however, this presents its own set of problems. As we noted in this column almost exactly four years ago, certified mail alone does not prove content— not only is there a separate add-on charge required to confirm delivery that many people may not know about, you may also realize, perhaps when it is too late, that a US Certified Mail “Green Card” delivery receipt does not tell you anything about “what” was delivered. While you may have evidence that supposedly proves you delivered “something” in a timely manner, the other party could simply state, “Sure we got the certified letter, but no one in our office could figure out why we were sent an empty envelope!” Did you, the sender, forget to put the letter in? Did your staff forget to put the letter in the envelope before sending? Did the recipient’s mail room drop the letter on the floor? Who knows…but proof of content is a real issue with traditional mail as well as traditional email (perhaps even more so with email). (Watch video of lawyer explaining this situation happening to him in court).

In addition, that certified paper letter may never get there. There have been a lot of reports recently (in the US) of mail mysteriously being dumped in parking lots and even dumpsters. Such stories are adding fuel to the fire in an already contentious election season, as voting by mail has become a political football. The fact is that, election year or not, mail is often misplaced. Back in January, a US Postal worker was found to have rented a storage unit to hide all the mail he felt pressured to deliver.

All this is in no way meant to impugn postal services, and we at RPost have nothing but the utmost respect for postal workers around the world who take significant risks to ensure your mail is delivered promptly. It’s just that these postal services hire millions of humans, and the law of averages dictates that some of the humans (probably a tiny portion) will make mistakes.

Back to the Messi situation: Yes, he would have been better off using certified mail from the local postal service over Burofax, but he would have also been opening himself up to having the contents of his letter challenged or, much less likely, having the certified letter wind up in a Barcelonan trash bin. Registered Email™ messages would have been quick, easy, (and for him, free) and reduced these risks to virtually nothing.

For those attending or interested in attending our October 1 Optimize FinTech virtual conference, we will be delving into how companies in the financial services, insurance, and financial operations of any company, can have much greater peace-of-mind when sending invoices, receivables, price change notices, etc. using Registered Email™ services. We hope to see you there (click to read more and register) and, until then, have a great weekend!