Why do outgoing mails need to be registered in the mail register?
Answers
Explanation:
Registering the emails you receive is a tricky one. As with outgoing emails, registering your incoming emails requires that we get them directly from the sender's mail server. There's only one way to do this: the MX records of the domain name you use for your email addresses must point our servers. We offer you different alternatives for this.
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Okay, we've got the email! Whether it has been sent by you or by someone else to you, we handle it in the same way.
WE BUILD SOME OF THE EVIDENCE RIGHT BEFORE WE DELIVER YOUR EMAIL
First, we retrieve the relevant information contained in the email header. Next, we use standard cryptography to calculate a hash from the original email; if the email includes any attachments, additional hashes are also obtained from each individual file.
The header information and each hash are tied together by a unique record ID and recorded for future use. This record is made available the second after your email reaches us, allowing you to track its status in real time from the user panel or by means of our web services.
WE DELIVER YOUR EMAIL AS ANY MAIL SERVER WOULD DO
When delivering emails on your behalf, we do nothing other mail servers wouldn't do. We reach the recipient's mail server by resolving its MX address, we deliver the email over a regular SMTP connection and we record the transmission details. This includes the confirmation of acceptance provided by the recipient's mail server. When intended to two or more recipients, we repeat the process for each of them.
For the emails you send, the recipient receives your email in the normal way without any references to the registration process. No need for them to intervene for the process to succeed.
For the ones sent to you, the sender will simply send the email to the address you've provided. The fact that the email reaches us first, is actually none of his business.
THE EVIDENCE RECEIPT IS BUILT AND MADE AVAILABLE
If successfully delivered to at least one recipient, the evidence receipt —an eEvid— is issued: this is, a PDF file containing the usual header information from an email, names and unique hashes of all related files, key data about its transmission to each recipient's mail server and a printed version of the message headers and body.
For better comprehension, we include a full copy of the original email as a standard EML file attached to the PDF receipt.
Once completed, the evidence receipt is electronically signed to secure its integrity, and immediately made available to you.
THE DAILY TIME-STAMP DECISION
Right after we issue an evidence receipt, we obtain and record a hash from it. The next day, a PDF file, containing the file name and hash of all receipts from the day before, is built and electronically time-stamped.
This time-stamp does not inform about the exact moment at which each receipt was issued, that's true; however, we and our customers both consider it to be precise enough to prove when an email was sent.