eEvidence
Registered Email

Have your emails ready for future disputes or as proof of compliance on industry regulations. Just in case.

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Trust eEvidence Registered Emails to secure evidence of the emails you send or receive. Whether you need it only now and then or a million times a month, we will do the job efficiently and discreetly —no need for anyone to know or intervene.

How does it work

We cannot register an email message unless it gets delivered through and by us to the intended recipient. It's that simple: we receive the email, we deliver it, we issue the evidence receipt. This applies for registering both, the emails you send and the ones you receive. There's no workaround.

Okay, let's get started!
You just need to make sure that your emails get through our systems. We take care of the rest.

For the Emails Sent by You

You don't have to change the way you compose and send emails. No need to. Whether you send your emails from a computer, from a smartphone or from a webmail solution; whether you run your own mail server or rely on a third party email service; no matter what your case is, we have a method that will fit you.

For the Emails Sent to You

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.

Wildcard

Simply append the .eevid.com wildcard to any recipient address and the email will flow nicely to us. Don't worry, we will remove the wildcard before delivering your email.

SMTP Server

If you don't find the wildcard solution convenient, you can use us as your account's outgoing SMTP server. This is quiet convenient when you want to make sure every email gets registered.

Smart Host

You can set up a mail server or software SMTP connector to forward your outbound traffic to us. Whether this is deployed on a business workflow or for a selection of users, that's totally up to you.

Subdomain

You can set up and register with us addresses based on a subdomain of your regular domain. By configuring its MX records to point our network, emails addressed to this subdomain will be delivered to us.

Dedicated Domain

The same subdomain set-up works for any regular domain. If you have spare domain names, you can set up addresses based on these to register every single email you send and receive.

Virtual Address

When registering with us, you get a virtual email address for free. You can use it as a reply-to address or as your contact address. Emails sent to this virtual address will get to us following DNS standards.

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.

Tick Tock Tick Tock...

At first we wondered whether our customers would ask for each receipt to be individually time-stamped. If we were to electronically date receipts with a delay of only a few hours, would that really make a difference? We concluded it wouldn't, so we decided to group together all evidences from each single day on a single daily time-stamp.

The cost saving implications of that simple decision opens a whole new world of opportunities for email registration at massive escale.

Don't miss the FAQs section for more details about our email registration approach, tips on how to better use the product and resources for troubleshooting common issues.